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Question Catalog

With a Question Catalog, frequently needed questions can be centrally managed and standardized. Instead of manually entering the same questions repeatedly, users can rely on predefined questions.

This speeds up the creation of new questions, improves the quality of follow-up questions, and ensures that important information is completely and consistently queried in recurring processes.

Setting Up a Question Catalog

Follow these steps to create a Question Catalog:

  1. Start in the Flow Path Administrator Role Center.
  2. Navigate to Catalogs and Templates in the menu bar and select the Question Catalogs menu item.
  3. Click on + New to create a new question catalog.
  4. Assign a unique Code for the question catalog. This serves to identify the catalog and should be chosen to be as descriptive as possible. Optionally, you can also provide a description to explain the purpose of the catalog.
  5. Navigate to the Questions section.
  6. Enter the question you want to add to the question catalog in the Question column.
  7. Specify whether the question should be marked as critical. To do this, check the corresponding checkbox or leave it unchecked.

  8. Select an Answer Type. The following answer types are available:

    • Free Text
      The recipient can answer the question by entering a freely formulated text.

    • Yes / No
      The recipient can answer the question by selecting Yes or No.

    • Field Link
      The recipient can enter or select a value in a defined field to answer the question.

  9. Once you have completed the setup of the question catalog, you can leave the page.

Important

If you mark a Question as critical and have activated the Blocking Function in the Module Setup, the affected record may not be processed further depending on the chosen blocking settings. Further processing is only possible after the critical question has been answered and the creator has accepted the submitted answer.

Example Scenario Blocking Function of Module Setup

You set a critical question on an Order because it needs to be clarified whether the Creditor can be released for further orders due to a payment delay before further processing.

At the same time, you have activated the Blocking Function in the Module Setup. As a result, the order cannot be processed further until the question has been answered and the answer has been accepted by the creator.

If you attempt to process the order before the question has been answered and accepted, the processing will be blocked by a corresponding error message.

You can create as many Question Catalogs for different use cases as you like, thus centrally managing frequently used questions.

To learn how to create a question entry through a question catalog via the Flow Path Info FactBox, see Creating a Flow Path Question Entry.

With the answer type Field Link, answers can be directly recorded in a defined field of the record. Instead of entering an answer as free text, the recipient enters or selects the required value in the specified field.

Removing or Deactivating a Question Catalog

Question catalogs cannot be deleted once they have been used. Instead, they can be deactivated. This keeps existing links and already created entries intact while making the catalog no longer visible for further use.

Follow these steps to deactivate or remove a Question Catalog:

  1. Start in the Flow Path Administrator Role Center.
  2. Navigate to Catalogs and Templates in the menu bar and select the Question Catalogs menu item.
  3. Select the question catalog you want to remove.
  4. Click on Delete.
  5. If the question catalog is already used in a Flow Path Entry, you will receive a notice that the catalog cannot be deleted. In this case, it will be automatically deactivated and removed from the list of available catalogs.
  6. If the question catalog has not been used in any Flow Path Entry, it will be completely removed after the delete action is executed.

Important

If you want to remove a question from a question catalog, this is only possible as long as no Flow Path Entry has been created with this question.

If the question has already been used in a Flow Path Entry, it cannot be deleted to ensure the traceability of existing entries.

Marking Questions as Critical After Creation

When creating a Question Catalog, it is not always immediately clear whether a question should be classified as critical. If it later turns out that a question requires special attention, the Critical designation can be activated retroactively at any time.

Follow these steps to mark a question in a question catalog as critical:

  1. Start in the Flow Path Administrator Role Center.
  2. Navigate to Catalogs and Templates in the menu bar and select the Question Catalogs menu item.
  3. Select the question catalog in which you want to mark a question as critical.
  4. Navigate to the rows where the questions have been defined.
  5. Check the checkbox in the Critical column to mark the selected question as critical.

When you are finished, you can leave the page.

Information

If a question in a Question Catalog is marked as critical retroactively, Flow Path will automatically apply this change to all existing and future entries that are based on this question.

If you have activated the Blocking Function in the Module Setup, please note that the processability of records may change. If a question is marked as critical retroactively, records for which a corresponding Flow Path Entry already exists may be blocked for further processing.

Further processing is only possible after the critical question has been answered and the answer has been accepted by the creator.

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