How to expand task information with questionnaire responses

When a questionnaire has an action of type “Tasks” configured, a task is automatically created upon answering the questionnaire. By default, the Observations field of that task appears empty, but you can configure the questionnaire template so that the task includes information from the selected answer or the observations recorded in the answer.

This page covers two complementary configurations:

• How to register the task action with extended observations.
• How to configure an automatic due date on the generated task.

How to register the task action

Steps

1. Go to Questionnaires > Configuration > Questionnaire templates and enter the template.
2. Open the Questions tab and enter the specific question.
3. Open the Answer configuration tab and enter the specific answer configuration.
4. Open the Actions tab and click New.
5. Fill in the form fields (see table below).
6. Click Accept on the answer consequence screen, Accept on the question values screen, and Accept on the question definition screen.

Note

Not all question types allow configuring the answer or registering an action. For example, the “Title” type does not support this configuration.

Form fields

Field	Description
Action class	Select Tasks.
Action name	Free text indicating the name of the action to be performed.
Task	Selectable field allowing you to indicate the relevant task from the task catalogue located in Configuration of the Risks module.
Position associated with the task	Selectable field indicating the position to which the new task created by this answer is associated.
Project associated with the task	Selectable field indicating the project associated with the task. Projects come from the Tasks module.

Caution

All the above fields are mandatory for the extended information to be executed in the automatically generated task.

Choosing what is dumped into the task’s “Observations”

In addition to the above fields, you must check one of the two following checkboxes (not both):

Add answer as task observations

The Observations field of the task will capture the title of the selected answer.

Example: if the questionnaire respondent selects the answer “All agreed means are available”, that phrase will appear exactly as is in the observations of the new task.

Add answer observations as task observations

The Observations field of the task will capture the information that the respondent has written in the “Observations” section of the answer.

Example: if when answering a question the user writes in observations “There is a fire extinguisher that will expire soon”, that phrase will appear exactly as is in the observations of the new task.

Tip

• Use Add answer as observations when the answer title already describes the issue clearly enough.
• Use Add answer observations when you expect the respondent to provide additional detail in the questionnaire.

Data filled in automatically

When the task is created from the questionnaire action, some fields are auto-filled:

• Task author: the questionnaire submitter.
• Start date: the questionnaire submission date.

How to configure an automatic due date

If you want the task to be created with an automatically calculated due date, you must configure it in the task catalogue of the Risks module (not in the questionnaire).

Steps

1. Go to Risks > Configuration > Risk catalogue > Task category and enter the task.
2. Fill in the Due term and Number and unit fields.
3. Click Save.

Note

When submitting the questionnaire, the task is created with the following due date:

Due date = Start date + Due term

Where the Start date is the questionnaire submission date.

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Source: DM-SO-23-007 “How to extend task information with questionnaire observation answers”, version 1, 08/03/2023.