Content Customisation - Answer Set Management

Platform: Risk Assessment

Applies to: Super Admin and Company Admin Users

An Answer Set is a list of possible answers that users can select from when responding to specific risk indicator questions in the Risk Analysis of a Risk Assessment.

Each answer within an answer set can be linked to inherent risk ratings (e.g. Low, Medium, etc.) from the Methodology. When a user selects an answer, the linked rating is used in the calculations to determine the inherent risk rating of the risk factor.

Answer Sets can be configured to be one of these formats:

• Option List - shows a list of options to users in the assessment, e.g. Yes / No
• Number Input - requires users to enter a number, e.g. 5%, 200, 0.234, etc

View Answer Sets

Users with appropriate permissions can view the list of Answer Sets in App Setup > Answer Set.

The main components on the header of this page are:

• Global tab - list of out-of-the-box/purchased answer sets
• Company tab - list of answer sets created by a company
• Search – enter search text
• Bulk Update – update multiple records at one time
• Download Answer Set Import File Format – download a template used to import answer sets
• Bulk Export - export all answer sets to a XLSX file
• Bulk Import - import multiple answer sets from a XLSX file
• New Answer Set - create a single answer set

The main components in the table are:

• Name - unique name of the Answer Set
• Description - optional
• Methodology - the methodology used by the answer set
• Type - Manual or Automatic; i.e. whether it is for manual risk models or automatic risk models
• Format - Option List or Number Input; i.e. whether it will show a list of options or a number input field in the assessment
• Status - In Progress, Published, Archived
  Note: To see archived items, open the filter and select Archived.
• Start Date - date created
• Publish Date - date published
• Actions
  • Resume () - continue working on an In Progress answer set
  • View () - view the configuration of a Published or Archived answer set
  • Publish () or Unpublish () - publish an answer set or unpublish an unused answer set
  • Show Linked Risk Models () - view a list of risk models using the answer set
  • Actions Menu - use the menu () button to open the actions menu for these options:
    • Answer Set Details - name and description of the answer set, editable after it is published.
    • Delete Answer Set - available for unused answer sets
    • Archive Answer Set - available for used answer sets
    • Audit Trail - an audit of the answer set setup.
    • Export XLSX - export the answer set details and configuration to CSV.

Use the search and filter options on the table header to filter your results.

Create New Answer Sets

There are two methods to create answer sets:

• Create multiple answer sets at once using a XLSX import file
• Create a single answer set using the New Answer Set button

Bulk Import Multiple Answer Sets

Answer set import files allow the creation of multiple answer sets at once and can contain answer sets in Number Input and/or Option List formats.

Use this method if you want to bulk import multiple answer sets.

1. Use the "Download Answer Set Import File Format" () button to download a blank XLSX import file.
2. Follow the instructions below to configure the XLSX import file. Save the file.
3. Press the Bulk Import Answer Set () button.
4. In the popup, press Choose File and select the file created in Step 2.
5. Select the Publish checkbox if you want the answer sets to be automatically published.
   
6. Press Import.

Configuring the Answer Set Import File

The answer set import file consists of 8 columns. The file is case-sensitive.

Complete the details:

• AnswerSetName - The name of the answer set. Each answer within an answer set must have the same AnswerSetName.
• AnswerSetMethodology - The name of the methodology with the ratings for each answer.
• Format - Enter "Option List" or "Number Input".
• ListAnswer:
  • Use this column if:
    • Your answer set uses the format Option List; or
    • Your answer set uses the format Number Input and also needs a dropdown with "Unknown" and/or "Not Applicable". For number input answer sets, only those text values are accepted.
  • Enter the first of the answers to appear in the answer set, e.g. "Yes", "No", "Unknown", etc.
  • For each other answer within that answer set, create a new row. Enter the answers in the order they should appear.
    Note: Ensure all records in the same answer set have the same details in columns A, B, and C.
• NumberFrom:
  • Use this column if your answer set uses the format Number Input; otherwise, leave it blank.
  • This column must be used in combination with the NumberTo column to set min/max ranges.
  • Enter the minimum number for the first number range in the answer set.
  • For each additional range within that answer set, create a new row.
    Note: Ensure all records in the same answer set have the same details in columns A, B, and C.
    
• NumberTo:
  • Use this column if your answer set uses the format Number Input; otherwise, leave it blank.
  • This column must be used in combination with the NumberFrom column to set min/max ranges.
  • Enter the maximum number for the first number range in the answer set.
  • For each additional range within that answer set, create a new row. The largest supported number is 99999999.
    Note: Ensure all records in the same answer set have the same details in columns A, B, and C.
• NumberSuffix - Optional. Select the checkbox and enter a suffix (e.g. %).
• InherentRiskRating - Select a rating for the defined answer.

Example of a completed answer set import file (the colours are for demonstration purposes only):

Create a Single Answer Set

Use this method to create a single answer set.

Press the New Answer Set button. A popup window appears.

Complete the details:

1. Methodology - Select a methodology if the answer set will be used in automatic risk models; otherwise, leave this field blank if the answer set is for manual risk models.
2. Name - Enter a unique name for the answer set
3. Description - Optional. Enter a description.
4. Rationale - Optional. Enter a rationale for the ratings associated with the answers.
5. In the Start From dropdown, select:
   • New - Start with a blank page; or
   • Another answer set - Copy from an existing answer set. Use the Show Archived checkbox to list archived country risk models.
     Note: When copying from an answer set based on a different methodology, the ratings are not copied and must be manually selected.
6. In the Answer Format dropdown, select:
   • Options List - Create a list of options for users to choose from, e.g. "Yes", "No", etc
   • Number Input - Create max/min number ranges to allow users to type a number as the answer.
7. Suffix - Enter a suffix to display beside the number when using Number Input. Up to 3 characters.

Press Create.

The Answer Set configuration screen will display. The layout depends on whether you create an Option List or a Number Input type answer set.

After configuring each answer range and rating, press the Publish button.

Options List Format

Number Input Format

Update an Answer Set

Only answer sets with the status In Progress can be updated.

Press the Resume () button in the Actions column to update an In Progress answer set. The answer set configuration page will open.

Make your changes.

Press the Publish button when the configuration is complete.

About Updating Answer Sets

To retain the data integrity of existing and historical assessments, answer sets cannot be updated while they are in use by one or more risk models. While in use elsewhere, answer sets cannot be unpublished or edited.

If a used answer set needs updating, you must either:

• Remove it from the risk model by editing it and temporarily selecting a different answer set. Note that this may not be possible if the risk model is published and used in an assessment.
  OR
• Create a new answer set by copying the published one. You can then apply the new answer set to the risk model (which may not be possible if it is published and used in an assessment).

To identify which risk models are using an answer set, use the Show Linked Risk Models () button.

For more information, see related articles:

• FAQ: What are the dependencies for App Setup content, such as the Risk Model or Methodology?
• FAQ: How to change a published risk model?

Archive or Delete an Answer Set

The Delete () button is available for answer sets that are not used by risk models. Delete an answer set to remove it from the answer set library permanently.

The Archive () button is available for answer sets used in one or more risk models. Archive an answer set to hide it from the answer set library and prevent it from being used in future risk models.

Go to Risk Model Management to see how the answer sets apply to the risk model and assessment.