Q&A Setup incl. Distribution

Q&A Setup incl. Distribution

SOP: Configuration of Q&A teams

Objective: To perform the configuration of question and answer teams for Q&A sessions to ensure efficient distribution of questions and answers.

Key steps:

1.       Start configuration:

·       Go to the configuration page and select the desired teams (question, selection, distribution, answer and approval teams).

2.       Click on "Save and continue configuration".

3.       Set up question teams:

·       Create the required question groups using drag & drop.

4.       Create selection:

·       Select users from each team to pre-filter the questions in the “selection” step.

5.       Define distribution:

·       Define Users distribute the questions to the appropriate answer teams.

6.       Add release steps:

·       Add release steps, e.g. release sales team first by an admin and then by management.

7.       Set up guest access:

·       Create guest access, which acts as a silent observer and has access to all questions and answers and comments.

8.       Connect the teams:

·       By moving the mouse over the team, a blue arrow appears to draw the lines and connect teams. 

9.       Step 2 - Assign index points:

·       Assign the answer teams to the index points that they need to answer questions about. Assign teams to specific folders or documents so that the questions are automatically assigned to the correct team.

10.   Step 3 - Edit settings: If a distribution has been set up, this step is optional!

·       Customize the settings for each team. This includes access and exclusion date, question limit, visibility of questioners and teams, forwarding of questions to other answer teams and creation of FAQs.

11.   Save and activate:

·       Save the configuration and activate the Q&A system to start the process.


Precautionary measures:

·       Make sure that the release steps and teams cannot be changed after saving.

·       Make sure the selection teams carefully review the questions before distribution.

Efficiency tips:

·       Use drag and drop to easily create and connect teams.

·       Check the settings carefully before activating the Q&A system to avoid mistakes.



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