If Q&A is desired on a project, it must be enabled and configured by a project administrator using the Q&A Setup feature.

To Open Q&A Setup:

  1   Access the Q&A tab.

  2   Click Setup Q&A.
 

• To view the video in a larger format, click the 'Fullscreen' icon located in the lower right corner of the video pane
• To return from Fullscreen, press the Esc (Escape) button on your keyboard

The Q&A tab becomes visible to reviewers (Question Team members) upon completion of the Q&A setup process.
 

• Q&A Teams
• Categories
• Workflow
• Launch Q&A

Note: Don't forget the last step above. Once configured, Q&A must be launched before it displays to your question teams. After initial setup, the Q&A configuration area can be updated at any time.


To do so:

  1   From within any Q&A screen, click Q&A Settings located to the upper right; OR

  2   Access the Settings tab > Q&A Settings > Open Q&A Setup.
 

 

Q&A Teams

Q&A Teams are created to establish groups of users who can ask and answer questions. Teams consist of a single Answer Team, and as many Question Teams as are desired.
 

• Team members can be selected and deselected by clicking the check box associated with each team member
• Only one answer team can be created
• The 'Role' column options are All, Project Admin, and a list of reviewer roles previously created in the Permissions tab (Note: Only populated roles display; roles with no users are not shown).

To add or remove Answer Team members:
 

  1   Select Answer Team.

  2   Click Add/remove Team Members.

  3   Select or deselect team members as desired via check box.

  4   Scroll down and Save.

 

• A default Question Team is created
• As many question teams as desired can be added - New teams can be created by clicking Create new question team
• Question team members are chosen by clicking the check box associated with the desired team members within the Add/remove Team Members area
• The 'Role' column options are 'All', and a list of reviewer roles previously created in the Permissions tab (Note: Only populated roles display; roles with no users are not shown)
• Question teams can only see questions within their own team
• A single reviewer or admin may only occupy one Question Team at a time
• Question limits are set at 100 per team by default, but this number can be changed by entering a new number into the associated field - Priority question submissions allowed can also be set; priority question values count against the number of total questions allowed
• The question limit is visible to Question Team members. Once the limit has been reached, questions can be saved, but not submitted
• Select Off under Question Submission to allow a team maintain access to their Q&A history, but remove the ability to submit additional questions to the Answer Team
• Delete a team to remove all access to Q&A (the tab will no longer appear for team members)

Categories

 

• Default categories include:
  • Finance
  • General
  • HR
  • IT
  • Legal
  • Tax
• To create additional categories, enter a name in the 'Question category name' field and click Add.
• To rename a category, select the category and enter the new name.
• To delete a category, click the trash icon associated with the question category.

Categories are important for the final step of creating your workflow(s). They can be used to route questions to the proper subject matter experts. Example categories might include HR, Legal, Accounting, General, Real Estate, etc.

Categories can be changed at any time as long as the question answer thread is still open, using the 'Category' dropdown menu at the upper left of a question dialog box.
 

Workflow

Understanding Workflow

In the Workflow tab, you create Workflow Groups. Each group is comprised of team members relevant to a specific portion of the question-answering process. Individual Answer team members can be assigned to as many Workflow Groups as desired.

Each Workflow Group acts as a step or 'gate' in the answer process. Once the answer has passed through each 'gate' the answer is submitted back to the Question Team.

• Answer team members assigned to all workflow groups within a workflow can submit answers to the Question team at any point in the process, without the need to pass through all workflow gates.
• Members assigned to one, or some (but not all) workflow groups in a workflow, can submit questions to the next workflow level only

For example, a basic set of Workflow Groups might consist of the following:

• Answer Team - Comprised of all Answer team members
• Approval Team - Comprised of one or two Answer team members responsible for final answer review and submission back to Question Teams

In the scenario above, a submitted question can be first addressed by anyone on the Answer Team. The answer is then submitted to a smaller Approval Team for final review.

• Unlimited Workflow Groups can be created as needed
• Workflow Groups assigned to a workflow are often chosen based on the Categories designated for the workflow

To create a workflow group:

  1   Select +New Workflow Group located at the bottom of the Workflow Groups sidebar.

  2   Enter a Workflow Group Name.

  3   Select desired group members via check box.

  4   Scroll to the bottom of the available members list and select Save.

Answer Team Workflow 

Select the Answer Team button on the left to designate workflow for the team.

A default workflow appears. All available Categories are initially assigned to your default Workflow.


This workflow can be changed by:

  1   Moving your cursor into the panel and selecting the Edit option that appears.

  2   Adding or removing Workflow Groups:

• To remove a group, hover over the associated group card and click the 'X' that appears
• To add a group, click the '+' icon in the empty pane furthest right and select from available options

  3   Click Done.


Available Categories cannot be altered unless assigned to a Custom Workflow (see below).

Custom Workflows

You can create as many workflows as you'd like based on the Categories available using Custom Workflows. Custom Workflows can assist in targeting specific subject matter experts, or funneling sensitive questions to a designated answer group. For example, if you have a 'Human Resources' Category, you might want to create a workflow to specifically address HR questions.


To create a custom workflow:

  1   Select +New Custom Workflow.

  2   Name your custom workflow (this name can be changed at any time by clicking the associated Edit button).

  3   Select one or more Categories. Note that an individual Category can belong to one workflow only. Creating Custom Workflows removes Categories from your default workflow.

  4   Select Workflow Groups.

  5   Click Done.


Question Team Workflows

Don't forget to also set up your Question Team workflows.

Select the desired Question Team on the left to begin. Question Team standard and custom workflows are created following the same process you used to configure Answer Team workflows - default and custom - shown above.

Launch Q&A

Once Q&A is configured as desired, your last step is to make the tool available for interaction from your question teams by launching Q&A. To do so from within the Settings tab:

  1   Select Q&A Settings.

  2   Click Open Q&A Setup.

  3   Click the green Launch Q&A button.

That's it! Your Q&A interface is now available for use.