Video: Add a Questionnaire to a Business Process

This video shows how to link a questionnaire to a business process.

In this video, we’ll walk through linking the questionnaire to the request type and the request business process. Before we begin, make sure your questionnaire is ready. We’ll start by signing in as an HR Administrator. Search for and open the

Create Request Type

task. When the task opens, name the request type

Parking Slot Reservation

, and enter a short description with the same name.

Next, using the

Questionnaire

prompt, let’s link our

Parking Slot Reservation

questionnaire to this request type. This ensures that when employees open this request, the questionnaire we just created appears automatically.

Now, let’s move to the

Security Configuration

section. Here, we define who can initiate and view this request. From the

Initiate

request prompt, add

Employee as Self

; this allows employees to submit a parking slot request on their own. Then, from the

View All

and

Correct

prompts, add

HR Administrator

and

HR Partner

. This gives them permission to view and correct the initiated questionnaire when needed.

Next, scroll to the

Close Step Configuration

section. Here, we define how the request can be closed. Add the request resolutions

Done

,

Denied

, and

Duplicate

; these are the options the BP user will see when closing the request. Once all fields are set, select

Done

to save the request type.

Now, let’s customize the request business process. Open the

Request Business Process Definition

, and you’ll see two default steps:

Initiate Request

and

Close Request

. From the related actions, select

Edit Definition

to start customizing the process. We’ll leave the

Effective Date

as is, since we want this change to take effect immediately. In the

Business Process Steps

section, select the plus icon in the grid to add a new step. In the new row, enter the step order. Since we already have steps a and b, let’s enter

a1

for this new step. Set the step

Type

to

Action

, and from the

Specify

prompt, select

Review Request

as the specific action. Now, assign the

HR Administrator

group to this review step, so HR can review parking slot requests before they’re closed. Once everything looks good, select

OK

to save the new step.

Next, let’s make this review step conditional — it should trigger only for parking slot requests, not for other request types. From the related actions on the review step, select

Maintain Step Condition

. We’ll leave the

Effective Date

as is, since we want this condition to apply immediately. Then, select the plus icon in the grid to add a new condition row. In the

Rule

prompt, select

Create Conditional Rule

, and select

OK

to open the rule setup screen. In the

Description

field, enter a name for the condition—for example,

Parking Slot Review Rule

. In the grid, from the

Source External Field or Condition Rule

prompt, select

Request Type

, since that’s what we’ll use to control when this step applies. Next, set the

Relational Operator

prompt to

In the selection list

, and in the

Comparison Value

prompt, select

Parking Slot Reservation

—the request type we created earlier. This rule means: If the request type is parking slot reservation, then trigger the review request step. Select

OK

to save the rule, and then select

OK

again to complete the setup.

If you work with many different request types, maintaining several condition rules on a single business process can sometimes become complex. In those cases, you can configure a rule-based BP definition, which helps organize your logic in one place. Talk to your administrator or follow your organization’s configuration guidelines to decide which approach works best for your setup. And that’s it — our conditional step is now in place!