Ask suppliers to answer a questionnaire

A questionnaire suits onboarding questions, policy acknowledgements and declarations, such as a supplier onboarding questionnaire or a code-of-conduct acknowledgement. The questions and the statement are saved with the requirement's version, so each answer stays tied to the exact wording the supplier saw.

How do I set up the questions?

1. Start a requirement

   Choose Requirements in the sidebar, then New requirement. To start from an example, pick Supplier questionnaire or Code-of-conduct acknowledgement under Start from.

2. Choose the format

   Set Suppliers respond with to Answers to a questionnaire.

3. Write each question

   Under each question, enter the Question text and choose the Answer type: Short text, Yes / no, Date or File. Tick Answer required for questions the supplier must answer. Choose Add question for more, up to 20.

4. Write the statement

   Edit the Statement the supplier confirms: what the supplier ticks to confirm their answers, in 8 to 1,000 characters.

5. Set the dates and publish

   Leave Require an expiry date off unless the answers expire. Choose Publish requirement, then assign the requirement as usual.

What does the supplier do?

On their request page, the supplier contact chooses Answer the questions on the requirement. They answer each question, upload any supporting file, and enter dates where the requirement asks for them. They type Your full name, tick the statement and choose Submit answers. Vendarity records their name, their confirmation and the time; it isn't a qualified digital signature.

To change their answers later, the supplier chooses Answer the questions again. The window, titled Update your answers, starts from their earlier answers. Each version keeps its own questions, answers and confirmation.

How are the answers reviewed?

The completed answers arrive in the review queue. Their review page is marked Questionnaire and shows every question and answer. The reviewer accepts or requests changes on the answers as a whole, once.

A file sent for a File question before the answers are complete is still listed for review at once, marked Answers to follow. The reviewer can request changes to that file, but can accept it only together with the completed answers. A file sent back for changes is requested from the supplier again.

What else should I know?

• A questionnaire has no minimum insurance limits or terms to confirm.
• A set of answers belongs to its requirement and questions. It can't be linked to another requirement; ask for new answers instead.
• When you move suppliers to a new version, their answers don't carry over. They stay with the original questions, and the supplier answers again.
• The supplier can enter a Next review date when they submit. If they do, renewal reminders follow that date. To have suppliers answer again on a schedule of your own, publish a new version and move them to it, or ask for new answers when you need them.