Questions

With a question entry, information can be specifically requested from users or user groups. Unlike information, a question requires a response from the recipient. Questions support structured communication within business processes and ensure that necessary information is captured and documented in a traceable manner.

Create a New Question via the Flow Path Info FactBox

Through the Flow Path Info FactBox, you can create new questions directly related to a record and send them to users or user groups. The responses are centrally documented on the record and are available to all authorized users.

Follow these steps to create a question via the Flow Path Info FactBox:

1. Navigate to any record, for example, an entry in the Posted Sales Invoices.
2. Select a record.
3. On the right side, the Flow Path Info FactBox will be displayed.
4. Open the drilldown menu of the Flow Path Info FactBox by clicking on Flow Path.
5. Select the action New Entry.

6. Activate the toggle next to Write Question, Question from a Catalog, or Question from a Template.

   • Write Question
     On the next page, enter your question in the text field. Additionally, you can specify whether the question should be marked as critical.

   • Question from a Catalog
     On the next page, select a question catalog. Click Next to view the questions defined within it. Then select the desired question. Whether a question is marked as critical is determined when the question catalog is created.

   • Question from a Template
     On the next page, select a Question Template and click Next. All questions previously stored in the template will then be displayed. Recipients already defined in the template will be automatically carried over and pre-selected. The assignment can be adjusted if necessary before creating the entry.

7. Click Next to assign the question to a user or user group. Select the desired recipient and define a due date if necessary.

8. Through the action Additional Entry, you can create another independent question entry. Unlike a template, the new entry will not be combined with existing entries but will be created as a separate Flow Path Entry. For this entry, you can specify your own recipient and assign the question to a user or user group.

Answering a Question

Recipients of a question can record their response directly through the corresponding Flow Path Entry. The response is documented on the record and is traceable for all authorized users. Depending on the configuration of the question, the response can be provided as free text.

Follow these steps to answer a question:

1. Open your assigned Flow Path Entries via the Open tile in the Role Center or open the record that contains the Flow Path Question Entry.
2. Select the desired Flow Path Question Entry.
3. If necessary, you can sort the entries by Type or Creation Date.
4. Switch to edit mode via the action Edit List.
5. Navigate to the Responses section and enter your response in the Response column.
6. Then click on the action Respond.
7. The creator of the question will be notified after the response is submitted and can then accept or reject the response. If the creator rejects the response, they can also leave a comment explaining the reason for the rejection. The question can then be edited again, and an updated response can be submitted.

Accepting or Rejecting a Question

After a question has been answered, the creator can review the submitted response and decide whether to accept or reject it. Acceptance will close the question. If the response is rejected, a comment with the reason for the rejection can be provided, allowing the recipient to revise their response accordingly.

Accepting a Response

1. Open the Flow Path Entries via the Created tile in the Role Center or open the record that contains the Flow Path Question Entry.
2. Select the desired Flow Path Question Entry.
3. If necessary, you can sort the entries by Type or Creation Date.
4. Navigate to the Responses section of the created question.
5. Once an assigned user has answered the question, the response will be displayed in the Response column.
6. To accept the response, select the corresponding row and click on the action Accept.
7. If only one user was assigned to the question, the question will automatically be moved to the Archived status upon acceptance.
8. If multiple users were assigned to the question, a prompt will appear asking whether the existing response should be accepted and no further responses from the other users are required.
9. Confirm the prompt with Yes, and the question will be archived. Select No, and the question remains open, allowing the other assigned users to continue submitting responses.

Rejecting a Response

1. Open the Flow Path Entries via the Created tile in the Role Center or open the record that contains the Flow Path Question Entry.
2. Select the desired Flow Path Question Entry.
3. If necessary, you can sort the entries by Type or Creation Date.
4. Navigate to the Responses section of the created question.
5. Once an assigned user has answered the question, the response will be displayed in the Response column.
6. Select the corresponding response and click on the action Reject.
7. In the subsequent window, you can leave a comment to document the reason for the rejection.
8. After rejecting, the response will receive the status Rejected. The assigned user will be informed accordingly and can answer the question again.

Note

In the Flow Path History, all status changes of an entry are logged. If a response is rejected and a comment is left, you can view this at any time through the dropdown menu of the corresponding entry in the Flow Path History.

Resetting Question Status

If a question has already been answered, the creator can reset the status of the question. This changes the question from the status Answered back to the status Created and makes it available for editing again. This is useful, for example, if the response is incomplete or further information is needed.

Note

A status reset is only possible as long as the question is in the status Answered. After resetting, the question will revert to the status Created and can be answered again. If the question has already been accepted, the status can no longer be reset by the recipient of the question. In this case, only the creator of the question can reopen the question.

Follow these steps to reset the status of a Flow Path Question Entry:

1. Open your assigned Flow Path Entries via the Open tile in the Role Center or open the record that contains the Flow Path Question Entry.
2. Select the desired Flow Path Question Entry.
3. If necessary, you can sort the entries by Type or Creation Date.
4. Switch to edit mode via the action Edit List.
5. Navigate to the Responses section and enter your response in the Response column.
6. Then click on the action Respond.
7. If the question is to be answered again, click on the action Reset Status.
8. The status of the question will be reset from Answered to Created.
9. The question can now be answered again.

See also

• Flow Path Factbox
• Setting up a Question Catalog
• Setting up a Question Template