BIA Surveys (Configuration)

General Data of the configuration

General Data Configuration

When accessing an item in the table (survey configuration), the tool allows defining the following parameters for any type of survey:

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• Name: Allows identifying the name of the survey. This name will be displayed in the initial survey list.

• Type: Allows viewing the typology of the survey.

• Model: Allows viewing the typology of the survey.

• Date: Identifies the creation date of the survey.

• Comments: This field allows including information or instructions to complete the survey, which will be received by the survey recipients.

• Enabled: Allows displaying the survey on the Customer Portal.

• Block Follow-ups

• Language: This option allows configuring the language in which notifications associated with the surveys using this configuration will be sent.
  The language selector is only enabled when the MS has more than one language configured.
  By default, the main language of the entity is selected.
  The chosen language will apply to the content of all emails, notifications, and survey links intended for users who do not have an account in GlobalSuite®. For users registered on the platform, the language defined in their profile will always be used, regardless of the value configured here.
  If a previously configured language is deleted, configurations using it will be automatically updated, replacing it with the organization's main language.

• Use as Template: Indicates that the survey can be used as a template for sending surveys from Inventory and Risk Analysis.

Notifications

Alerts can be configured to notify the recipient that they have assigned surveys pending. These notifications are configured for both internal and external surveys and are available for all types of surveys. The configuration allows defining the frequency of sending and the time during which the notification will remain active, starting its application from the survey launch date. Alerts are sent as long as the survey is not completed.

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The options are as follows:

• Activate: Selecting this option will activate the section to configure the sending of notifications.

• Frequency: Can be configured

  • Daily

  • Weekly

  • Monthly

• Active Days: Indicates the days during which notifications will be active, considering the frequency.

Survey Scheduling

The section Survey Scheduling, located within the survey configuration, allows defining the automatic launch of surveys or publications, avoiding manual sending.

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To enable this functionality, the Automatic check is available, which is unchecked by default. Activating it enables the fields for scheduling parameterization.

The available fields are as follows:

• Sending Type: Allows defining the sending mode of the survey:

  • External link: the survey will be sent via an external link, under the Publication functionality.

  • Internal access: the survey will be managed from the Survey Management module.

• Frequency: Allows setting the frequency with which the automatic launch will be performed:

  • Monthly: will launch on the same day of the following month (e.g., January 15 → February 15)

  • Quarterly: will launch on the same day of the month, three months later (e.g., January 15 → April 15)

  • Semiannual: will launch on the same day of the month, six months later

  • Annual: will launch on the same day of the month, one year later

• Start Date: Indicates the date from which the defined scheduling will begin to execute.

• Last Sending Date: Shows the date on which the last automatic launch was performed.

• Next Sending Date: Shows the expected date for the next launch according to the configured frequency.

States

If the selected survey model has configured states, the survey configuration displays a section called "States" containing a table with the configured states and the employees assigned as responsible for each state. This table allows assigning an employee as responsible for each state of the survey, so that depending on the survey state, the tool will assign the indicated employee as responsible.

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The assignment of a responsible person to each state is done by selecting a state from the table and clicking the "Associate Responsible" button. When performing this action, a pop-up window appears containing all the organization's employees, allowing the selection of one of them and clicking the "Associate Employees" button to assign them.

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Language

This option allows configuring the language in which notifications associated with the surveys using this configuration will be sent.

The language selector is only enabled when the MS has more than one language configured. By default, the main language of the entity is selected.

The chosen language will apply to the content of all emails, notifications, and survey links intended for users who do not have an account in GlobalSuite®.
For users registered on the platform, the language defined in their profile will always be used, regardless of the value configured here.

This change is applied retroactively to existing configurations, which will adopt the organization's main language as the initial value.

If a previously configured language is deleted, configurations using it will be automatically updated, replacing it with the organization's main language.

BIA Configuration.

For BIA surveys, the following fields appear:

• Business Process: Allows establishing the business process on which the survey will be conducted.

• BIA: Allows the possibility of creating a survey by Time or by Impact based on the data of an already created BIA, whether individual or consolidated from the selected Business Process. This option allows the recipient to update only the changes made since the last update. In this way, the current information is used as a starting point, simplifying consolidation.

• Subprocesses: When selecting a Process in the upper window, the lower processes defined in the Process Tree will be loaded into the table.

These processes can be selected to include them in the configuration. In that case, when generating surveys from this configuration, a survey will be created for each of the marked subprocesses, in addition to the main process.