Creating a Meeting/Session Product Questionnaire

The Questionnaire Information screen in Product Maintenance allows you to define questions that will be presented during the meeting registration workflow. The instructions below assume that you already have a pool of questions set up. For steps to create the pool of questions, please see Defining Product Questionnaire Questions.

Meeting questionnaires will be presented to web users during the online meeting registration process. Additionally, as of 7.6.0, back office staff can enter responses to questionnaire questions defined on this screen from the Order Entry screen.

The following system types and codes need to be configured in order to create and store questions before adding a questionnaire to a meeting product:

· PRESENTATION
Indicates when the meeting product questionnaire will be presented to the user (e.g., during registration, on survey, etc.).

· QUESTION_CATEGORY
Allows you to group the questions you create by their relationship (e.g., dietary needs, special needs, etc.).

Codes defined for this system type must have the Available to Web checkbox checked in order for the category to properly display on the web.

· QUESTION_ANSWER
Allows you to specify the specific response a user can select to a question (e.g., 1 – 5, yes/no).

As of 7.6.0, back office staff can enter and/or change responses to meeting questionnaires. Therefore, your organization can set up answer codes for scenarios where staff may not have an answer to a required question. For instance, there may be an option to mark a response received on paper as ‘Unreadable’. It is recommended you set up a code for issues you have faced repeatedly in the past (e.g., missing or illegible information when they are working with paper registration forms or even callers that may be difficult to understand). For these types of codes, leave the Available to Web checkbox unchecked, so they do not appear to online registrants, who should choose between the more meaningful answer choices.

· QUESTION_ANSWER_TYPE
Allows you to specify the way the user will provide their answers (e.g., text box, drop-down, etc.).

Product questionnaire questions are stored in the APP_PRODUCT_QUESTION table.

For a video demonstration, please see Video Demo: Product Questionnaire Setup and Workflow.

To add a questionnaire to a meeting product:

1. From the Personify360 main toolbar, select Products > Product Central.
The Product Maintenance search screen displays.

2. Click Search to find a product or click Create New Product.

3. From the Subsystem Specific task category, click Product Questionnaire.
The Questionnaire Information screen appears, as displayed below.

4. Check the Is Questionnaire Active? checkbox to enable the questionnaire.

5. Enter the Questionnaire Title.

6. Click Add.
A new row appears in the Questions grid and the Questionnaire Chooser window displays.

7. Enter your search criteria and click Search.
The questions returned in the search are defined on the Application Question Definition screen. For more information, please see Defining Product Questionnaire Questions.

8. Double-click the appropriate question from the search results.
The fields in the Question Detail section automatically populate based on the setup of the question.

9. Change the Question Text, if necessary.

10. As of 7.6.0, if necessary, select a Rate Structure from the drop-down.

11. Enter a new Start/End Date, if necessary.

12. If necessary, change the When to Present option.

13. Organize your questions by clicking the Move Up or Move Down buttons.

14. Click Save.

Screen Elements	Description
Questionnaire Information
Is Questionnaire Active?	Checkbox. Indicates whether the questionnaire defined for the product is active. This checkbox MUST be checked in order for the questions to display on the web or in the back office.
Questionnaire Title	Text box. The title of the meeting questionnaire. You must define a questionnaire title in order for the questionnaire to display properly on the web. The title entered here displays after "Questionnaire for" on the questionnaire response screen, as highlighted below. During the online meeting registration, the title entered here display as highlighted below.
Questions
Add	Button. Click to add a new row to the Questions grid and the Questionnaire Chooser window displays from which you can select a question from the pool of questions.
Delete	Button. Click to remove the selected question from the Questions grid.
Move Up	Button. Click to move the selected question up in the display order.
Move Down	Button. Click to move the selected question down in the display order.
Question Detail
Application Question	Read-only. The question code of the question selected from the Questionnaire Chooser.
Subsystem	Read-only. The subsystem associated with the selected question.
Question Category	Read-only. Describes and categorizes the question. Values in the drop-down are populated based on the non-fixed codes defined for the MTG "QUESTION_CATEGORY" system type. Questions will be grouped by question category (highlighted below) and then displayed by sort order. During the online meeting registration, questions will be grouped by question category (highlighted below) and then displayed by sort order.
Question Text	Text field. The question text defined for the question. If necessary, the question text can be modified from what was originally defined. When a customer answers a question, this text will be saved with the customer's response. Therefore, if the question text is edited in the future, the original text will display for reporting purposes.
Rate Structure	Drop-down. If you want to make this question available only to customers who qualify for a specific rate structure, you can select the rate structure. Please note that the drop-down only contains rate structures defined for this product; therefore, a customer that qualifies for a specific rate structure will NOT see special questions if the meeting does not include that rate structure. For example, if your organization identifies meeting speakers by rate structure, you can add a question to a meeting product that will prompt customers who qualify for the speaker rate structure to answer a specific question, such as travel plans or presentation requirements. Only the rate structure is considered, NOT the rate code.
Start / End Dates	Drop-down. Used to identify the first and last days the question will display for a customer.
Active	Read-only. The active checkbox will be checked if the current date falls between the specified Start Date and End Date. To activate or inactive the question, enter an appropriate Start / End Date
Sort Order	Read-only. By default, the first question defined will have a sort order of 1. Each additional questions will have a sort order incremented by 1. If you want to change the order the questions display, use the Move Up or Move Down buttons. Questions are displayed in the meeting registration workflow online first alphabetically by question category, then by sort order.
Answer Required	Checkbox. Indicates that the question must be answered before proceeding to the next. As of 7.6.0, web users have the option of registering someone else for a meeting. Therefore, it is NOT recommended that you require questions for meeting that have been enabled for the register someone else functionality. If the required question is necessary, it is best practice to provide an answer validation choice such as "unknown". If a new question is added to the product questionnaire after customers have already completed their meeting registration, if the customer returns to view his/her meeting registration on the web, the system will prompt the customer to answer the new question(s) if the question is required.
Allow Multiple Answers	Checkbox. Indicates that multiple answers can be added for the question.
Answer Type	Read-only. The type of answer to the question. Values include CHECKBOX, DATE, DROP_DOWN, RADIO_BUTTON, and TEXT_BOX. Values in the drop-down are populated based on the fixed codes defined for the APP "QUESTION_ANSWER_TYPE" system type.
Answer Validation	Drop-down. The options that display based on the selected answer type. This field is only enabled if CHECKBOX, DROP_DOWN, or RADIO_BUTTON is selected as the answer type. Values in the drop-down are populated based on the non-fixed codes defined for the MTG "QUESTION_ANSWER" system type.
Default Answer Subcode	Drop-down. The default answer to appear on the questionnaire (optional).
When to Present	Drop-down. Identifies whether the question will be presented to the customer at the time of registration. after the customer has attended the session, or when a survey is sent. Values in the drop-down are populated based on the fixed codes defined for the APP "PRESENTATION" system type. Currently, only the "During registration" option has been implemented. On the web, questionnaires defined for sessions will display below the session on the Select Session step of the meeting registration workflow, as shown below. Whereas, the questionnaire defined for the master meeting product will display during the Additional Information step, as shown below.