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. In the dropdown you can choose from the contacts created under the "Contact persons" tab on your group companies. You can only see contact persons 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.