This documentation supports the 25.3 version of BMC Helix Digital Workplace Basic and BMC Helix Digital Workplace Advanced. Icons distinguish capabilities available only for the Advanced and External license levels. For more information, see License types and features. To view an earlier version, select the version from the Product version menu.

 

Creating questionnaires for To-dos

To-dos are single tasks that a manager or team leader assigns to end users. For example, a manager can assign a To-do with questionnaire to an end user who is being newly onboarded to an organization.

When you modify the questionnaire for an active Task action, the modification is synchronized with the To-dos task template. The new To-dos use the updated questionnaire, whereas the in-progress To-dos use the older questionnaire. 

As a case business analyst with BMC Helix Digital Workplace Catalog administrator permissions, link the questionnaire with the task template that is used to create the To-do. This action ensures that the end user is able to mark the To-do as complete only after answering all the mandatory questions in the questionnaire.

You can upload a PDF document while designing a To-Do questionnaire by using a document type of question. End users can read it as a part of the To-do actions while completing a To-do assignment. For more information, see Adding-questions-to-a-questionnaire and To add a document to a questionnaire for To-dos.

Required license

DWP Advanced icon.pngDWP external users icon.png BMC Helix Digital Workplace Advanced and 

 BMC Helix Digital Workplace External users licenses

Related topics

Enabling-end-users-to-work-on-To-dosAdding dynamic fields for storing additional case information


Scenario of creating a To-do questionnaire and adding documents

Hannah is a catalog administrator of BMC Helix Digital Workplace at Apex Global. She is designing a To-do questionnaire for a To-do assignment named Travel at Apex Global. She adds questions for end-user details such as Select the type of travel request (Air/car/ hotel), Enter the region, Enter your passport details, personal details, and so on.

Hannah adds a document type of question to the To-do questionnaire and uploads a PDF file named Travel and Expense Policy. She wants the users to read the document before completing the questionnaire to reduce follow-up communication. Hannah saves the questionnaire and a To-do assignment.

Bill, the Sales manager at Apex Global, wants to send Britney to Banglore as a sales team representative for a Customer enablement workshop. Bill assigns a To-do assignment named Travel at Apex Global to Britney.

Britney receives a To-do assignment regarding her proposed travel plan to Banglore. She starts filling out the questionnaire and sees a document called Travel and Expense Policy. Britney clicks on the document, reads the policy, and downloads it for later reference. She fills in other details and completes the To-do assignment.

Before you begin


To create a questionnaire for To-dos

  1. As an administrator, log in to the Catalog console.
  2. Click the Services tab and click Service Actions.

  3. Select the check box next to the Task type service action for which you want to create the questionnaire. 

    Tip

    If you cannot see the action in the list, click the Inactive tab image-2024-2-12_14-22-16.pngto view the action. 


  4. Select Actions > Open. 
  5. On the Action Options pane, click Edit next to Workflow. 
  6. On the Workflow and Questions pane, click Add next to Questions. 
  7. On the Questionnaire Library pane, select Actions > Create single-user request. 
  8. On the Questions Designer page, select Add > Question next to User-Generated Questions. 

  9. Add the following question so that the system links the task template ID with this questionnaire:

    Question Designer fields

    Action

    Example

    Form Element Type

    Select Text Field.

    To-dos_questionnaire.png

    Label

    Enter Task Template ID.

    Default Value

    Select the toggle and from the Type list, select Task Template.

    Important: You can associate only one Task Template with a questionnaire. 

    Task Template name

    Select the template that is used to create the To-do.

    Important:

    • Only active Task templates from BMC Helix Business Workflows are displayed in this list. Templates in the Inactive or Draft statuses are not displayed in the list.
    • There is a one-to-one mapping between the task template and the service action. Make sure that the Task template is not associated with any other service action. 

    Hidden

    Select the toggle to hide this question from the end users.

  10. Click Save. 
  11. Continue to add other questions to the questionnaire. To learn which types of questions you can add, see Adding-questions-to-a-questionnaire.

Important

Confidential questions with rich text formatting (RTF) fields are not supported for To-dos.

This questionnaire is presented to the end user when the Task Template ID of the To-do and the questionnaire matches. The Task Template ID is automatically populated and is displayed to the case agent in BMC Helix Business Workflows when the end user completes the To-do.


To add a document to a questionnaire for To-dos

  1. On the Questions Designer page, select Add > Question next to User-Generated Questions. 
  2. On the Question Designer panel, fill in the appropriate details for the document you want to upload.
  1. For the Documents, click Attach files and upload the intended document.
    Travel- doc type.png
  2. Click Save.
  3. Continue to add other questions to the questionnaire; click Save to save the questions to the questionnaire.

Tip

(Optional) To get formal consent that the user has agreed to the terms and conditions in the document, you can add a check box type of question to the same questionnaire. However, it is the user's responsibility to read the document and select the appropriate check box. Refer to the following example:

Travel- doc type yes-no.png


Troubleshooting

The following table describes the common issue and ways to overcome them: 

Issue

Cause and steps to overcome

Unable to see the task template while adding it in the questionnaire

The Task Template field names are not displayed correctly. 

In the Type list, Custom Value option is displayed instead of Task Template. 
In the Task Template Name field, a $ sign followed by an alphanumeric string is displayed instead of the task template name.
  

Occurs if the task template is moved to draft and at the same time, the To-dos questionnaire is opened. 

The fields display the correct name and values after the template is re-published from the draft state.


Where to go from here

Complete the actions to be performed by the administrator, as mentioned in the Configuring the To-Dos workflow

 

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