Surveys Items, Risks, and Controls (Configuration)
In the case of surveys of the type Items, Risks, and Controls, the tool allows defining the following parameters (the fields and tables that appear in this form will depend on the type of survey selected in the survey model):
Survey form format
If the selected survey model corresponds to an items-only survey, the option to select this format will be enabled when creating it.
Language
This option allows configuring the language in which notifications associated with surveys using this configuration will be sent.
The language selector is only enabled when the SG has more than one language configured. By default, the main language of the entity is shown as 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 applies retroactively to existing configurations, which will adopt the main language of the organization as the initial value.
If a previously configured language is deleted, the configurations that used it will be automatically updated, replacing it with the main language of the organization.
Template
This option appears in Items surveys, Risks-Controls surveys, and Items Risks Controls surveys.
Items Surveys:
By selecting this option, survey templates can be defined to allow the direct sending of items surveys from Inventory > Items Table, based on these templates. This provides users, even those without survey administration privileges, the ability to select one or more items to include in the scope and configure the sending quickly and easily.
Configurations marked with this option will be available as templates in the Items Table, where they can be selected and used directly to manage survey sending.
Note
When marking a survey configuration as a Template, a specific scope of items cannot be chosen, as these are selected at the time of launch, in Inventory > Items Table.
Risks-Controls Surveys and Items Risks Controls Surveys. Items:
By selecting this option, survey templates can be defined to allow sending from a Risk Analysis based on these templates.
When selecting this option, a field called “Risk Source” appears, which includes two possible (exclusive) options:
Risks from the Analysis
Risks from the Catalog
Template Configuration with Risks from the Analysis
When selecting this option, the form to configure this type of survey behaves as follows:
“Notifications” remains active/enabled. Optional.
“Survey Scheduling” disabled
Recipients:
Surveys without configured states: The ‘Recipients’ fieldset enabled/optional.
Surveys with configured states: The ‘States’ fieldset enabled/optional.
“Configure Risks” disabled
Template Configuration with Risks from the Catalog
Templates with Risk Source from the Catalog allow specifically selecting the risks on which the survey will be sent.
When selecting this option, the form to configure this type of survey behaves as follows:
“Notifications” remains active/enabled. Optional.
“Survey Scheduling” disabled
Recipients:
Surveys without configured states: The ‘Recipients’ fieldset enabled/optional.
Surveys with configured states: The ‘States’ fieldset enabled/optional.
“Risk Configuration”
Risk Analysis: enabled and mandatory.
Catalog Risk Table: Enabled and mandatory to select at least one risk
Survey Scheduling
This section allows scheduling the creation and launch of Items, Risks, and Controls surveys periodically. Main features include:
It will be possible to plan the sending to be done through a publication (anonymously via a unique link) or internally, for which the recipient will need a user with privileges to complete the survey.
Surveys will be launched based on the scheduled frequency, which can be Monthly, Quarterly, Semi-Annually, or Annually.
This automatic launch is compatible with the manual creation of surveys, as the next sending date is obtained from the last launched survey.
The fields available in this section are:
Automatic: Allows enabling or disabling the automatic launch of surveys
Sending Type: Offers two options
External Link: A publication will be created (and activated) so the recipient can access it anonymously.
Internal Access: An internal survey will be created, accessible via user, in the Survey Management option
Frequency: Indicates how often the survey will be launched. It can be Monthly, Quarterly, Semi-Annually, Annually
Start Date: In case of a configuration from which no survey has been launched, it will indicate the reference date from which the launch will be scheduled)
Last Sending Date: Indicates the most recent launch date of a survey for this configuration (if no survey exists, it will appear empty)
Next Sending Date: Calculates the forecast for the next survey launch, based on the indicated frequency
Recipients
If the Survey Model does not have states configured (in which case the responsible person for each state must be defined), it will be possible to define which people, selected from Employees, will receive the survey created from this configuration. If more than one recipient is included, an independent survey will be created for each of them.
By clicking the "Add" button, a window opens with the system's employee list, allowing the selection of those to be included.
Risk Analysis: Allows selecting the risk analysis on which the survey will be conducted. Risk analyses are configured in the 'Analysis/Risk Analysis' option.
Catalog Risks: Displays the risk catalogs included in the selected analysis. These catalogs will be the ones from which Risks can be Retrieved in the survey.
Items: Allows establishing the specific items on which the survey will be conducted.
Risks: Allows selecting the specific risks of the items on which the survey will be conducted. This table shows the risks that already exist for the selected items.
Controls: Allows defining the specific controls on which the survey will be conducted. Depending on whether in the survey type the controls are evaluated generally, by risk, or by item, the total list of controls from the analysis, the controls of the selected risk, or a tree of controls by item will be displayed, respectively.
Evidences
In the case of a survey of the type "Item-Controls Survey (By Item Methodology)" and the Include Evidences checkbox is selected, a table of Evidences will appear at the end to select those to be included in the survey, which is done by marking them in the table itself.
They can also be included automatically based on the controls to be evaluated (see previous table). To do this, by clicking the "Include Evidence Controls" button, all evidences associated with the controls to be evaluated will be marked.
Evidence Documentation
If the option Include evidence documentation is selected in the survey model, this option will be enabled to configure the visibility of the documents needed in the surveys.
Visibility and documentation consolidation configuration
There are two options to manage the visibility of the documents shown in the surveys:
Total visibility of evidence documentation > No associated folder
If no folder is selected and more than one item is included in the scope, all evidence documents will be shown in the survey.
The survey consolidation is done in the "Survey Evidences" folder.
Restrict visibility of evidence documentation > Associate folder
The documents visible in the survey will only be those included in the selected folder and associated with the evidence.
The survey consolidation is done in the same selected folder.
TPRM Option
For TPRM module users, an option is offered that simplifies the creation of folders for each provider. Instead of manually creating a folder for each one, the folder will be automatically generated when consolidating the survey.
When no folder is selected in the Associate folder field and only a single item is included in the survey, a folder will be automatically created in the root of the Document Manager with the name of the included item (Provider). If such a folder already exists, a new one will not be created.
Additionally, when the survey is consolidated, the documentation will be consolidated in that same generated folder.
Attachments
In the Survey configuration, it is possible to upload files and documents with aids, guides, or a detailed explanation, which will be sent by email to the survey recipients when launched, in addition to being available in the survey itself for consultation.
