Question Group | Multiple Entities and Opening Automated Actions

Background:

As of July 2023, a question group is expanded with additional capabilities. Initially as a pilot for a number of clients and then for everyone.

• Multiple entities in one form
• Opening actions automatically, without specifying action rules
• Opening actions in a "closed" status

Preconditions:

Setting up a question group

How to perform:

1. Create a form or select an existing form - here
2. Create a question group or select an existing question group - here
3. Define the question group in the new "Sub-Actions" type
   
4. Now you can choose whether the question group will create an action for each answer in the group or not (default - off).
   
5. To determine how the automatic actions will open, click "Edit Action Configuration" (description of capabilities in the following text)
6. You can determine whether a question group is mandatory or optional:
   1. Mandatory - meaning the form filler must fill out at least one question group. The form creator must define at least one question in the group as mandatory.
   2. Optional - meaning there is no obligation to fill out any question group.
7. Confirm the opening of the question group (Green checkmark on the right).
8. You can now add questions to the question group just like in a regular question group- here.
9. Upon completion, click "Save."
10. At the end of filling out the form, for each question group filled, a sub-action will be created automatically (if marked in section 4). Each sub-action created will be linked to the parent action, and the form view will be available from the application and from the Web.

Setting the configuration of opening automatic actions

1. Action (Task) Name, can be one of the two:
   
   1. Free text defined by a specific question chosen by the form creator.
   2. The system will configure the action name by itself by defining a concatenation of fields.
2. Description - A question of this type will determine the action description.
3. Material - Will be determined by one of two options:
   
   1. You can define that the material is automatically determined by the action rules.
   2. You can add an "automatic completion" question, and a "material" type of answer allows the user to define it on their own.
   3. If this question is not displayed or not filled out by the form filler, the material will be set as "intermediate."
4.  Execution date - Can be determined in two ways:
   
   1. It can be defined that the system will determine the execution date according to the organization's material settings.
   2. A "time" question can be added so that the form filler manually defines the execution date.
   3. If the question is not displayed, the system will determine the execution date according to the material. If no material is specified, the system will determine the execution date according to intermediate material.
   4. Responsible - Can be defined in two ways - the specific question group will be assigned to the selected employee.
      
      1. A predefined responsible user can be defined in the action rules.
      2. You can add an "automatic completion" question, with a "system users" type of answer, so the system will determine the responsible user based on the one chosen by the form filler.
      3. If the question is not added and the responsible user is not defined in the action rules, the automatic action will be defined as without a responsible.