Internal assessments live in three separate lists: Assessments, Assessment groups and Public assessments. This article covers Assessments, where you send an assessment to one contact at a time. Use Assessment groups to send the same assessment to several contacts at once, and Public assessments to share a link that respondents open without being contacts first.
In order to send out your template go to "Internal Assessments" under the menu item "Audits and Assessments". Now select "Send assessment" and state an assessment name (e.g. name of the specific DPIA), provide a description and choose the template you want to send. Only assessments with the status "Active" will appear in the dropdown menu.
Next, add the assignee who must answer the assessment. You can send it to a user within the platform, to a contact created on one of your group companies, or to a contact you create yourself on the spot. Contacts do not have platform access, but can still receive both internal assessments and policies. All contacts can be viewed and edited under Settings > Account Management > Contacts, so once a contact exists there is no need to create them again. You can only see contacts for the group companies to which you have access. Now choose who is responsible for the assessment. The chosen person’s name and email will be included in the email sent to the designated assignee. You must also select a deadline for answering the assessment. The deadline will be stated in the email sent to the assignee.
Click "Next" at the bottom of the dialogue and select whether the assessment should be sent on behalf of the entire group or a single group company. The name of the entire group or the selected group company will appear as the sender in the email sent to the assignee. If it’s chosen that the assessment should be sent from the entire group, all users will have access to it in the internal assessment overview. If, on the other hand, a group company is selected as the sender, only users who have permission to the chosen group company, will have access to the assessment in the overview. If a user only has access to one group company this step will not be shown, and the assessment will be sent from that particular group company.
Overview of internal assessments
When an assessment is sent, you can see it on the overview of internal assessment. Here, you have an overview of all the internal assessments you, and your colleagues, have sent. In the list you can see a status, that tells you how far the assignee is with answering the assessment.
An assessment can have one of the following statuses:
- Sent: This status will appear as soon as the assessment has been sent to the assignee.
- Opened: This status will appear when the assignee has clicked the link to the assessment in the email they have received.
- X/X: If an assessment doesn't have any branching you will be able to see how many questions the assignee has answered. Eg. 8/15.
- Submitted: This status will appear when the assignee has clicked "Submit".
You can also hover on all statuses and see when the assignee last was active.
Email notifications
When the assignee click "Submit" the responsible will receive an email, that informs that the assessment has been submitted. Furthermore, the assignee will receive an email that confirms the submission.