Question Role

Question Role

Asking questions and receiving corresponding answers is the essential part of every Q&A process. As member of one or more question teams with role 'Question' you can:
  1. ask single questions about the documents provided to you and your team mates
  2. upload questions per batch
  3. filter, search, and review your asked questions and read the received answers
  4. add follow-up questions about received answers
  5. receive and read FAQ published and shared with your question team by the answer-side
  6. export your asked questions and the received answers 
Notes
You can have several different roles in a Q&A process at the same time. This article describes the functionalities and appearance for only the role 'Question'. If you have other roles, too, further functionalities related to other roles will be available to you, too, and we recommend to also read the corresponding help articles as well.
Info
The number of questions you and your question team members can ask can be either limited per day, per week, per month, or overall. The kind of limit and the number of corresponding questions, which have already been forwarded to the answer-side, will be displayed. Once you and your team members, or a succeeding selection team, have submitted the maximum number of questions, you cannot create new questions or question drafts until either the next day, the next week, the next month, or overall.
Asking questions in the data room
  1. After signing in to Drooms, select the desired project and open the Data Room section with the index and documents.
  1. Select a folder or document and either select the option 'Create question' in the right-click index context menu, or open the Q&A tab to the right in the document viewer and click on the button 'Create question' in the top right corner. The Q&A tab will show a form for creating a new question:
  1. at 'Question' you can enter your question
  2. at 'Related document / folder' the previously selected reference document or folder will be preset,
  3. optionally highlight a specific area of the selected document, such as a sentence or paragraph, to which the question relates to
  4. click on 'Change', if you want to select another index point
  5. at 'Priority' select the priority of your question (none, low, medium, high)
  6. in case you are member of more than one question team, select at 'Question Team' the question team, for which you ask the question
  7. in case categories have been set up and activated in the Q&A, select at 'Category' a category, or more categories, if possible
  8. to save the new question first as a personal draft (only visible to you), which you then can further edit, click somewhere outside of the question form
  9. to delete your question draft, click on the trash bin icon
  10. to send the question or question draft to the next responsible level (a selection team, or the answer-side), click on 'Send'
  11. the question will appear in the Q&A tab with all related information, the status display 'In progress', and a timestamp
  12. a matching entry will be added in the Q&A dashboard
Asking questions via the Q&A dashboard
  1. After signing in to Drooms, select the desired project and click on the Q&A button to open the Q&A dashboard.
  1. Either click on 'Create' to the right in the top tool bar, or click on 'Create question' underneath the role overview on the right. The Q&A tab will show a form for creating a new question:
  1. at 'Question' you can enter your question
  2. at 'Related document / folder' click to select the reference document or folder will be preset
  3. optionally highlight a specific area of the selected document, such as a sentence or paragraph, to which the question relates to
  4. click on 'Change', if you want to select another index point
  5. at 'Priority' select the priority of your question (none, low, medium, high)
  6. in case you are member of more than one question team, select at 'Question Team' the question team, for which you ask the question
  7. in case categories have been set up and activated in the Q&A, select at 'Category' a category, or more categories, if possible
  8. to save the new question first as a personal draft (only visible to you), which you then can further edit, click somewhere outside of the question form
  9. to delete your question draft, click on the trash bin icon
  10. to send the question or question draft to the next responsible level (a selection team, or the answer-side), click on 'Send'
  11. the question will appear in the Q&A dashboard on the left with all related information, the status display 'In progress', and a timestamp
  12. a matching entry will be added in the Q&A tab
Uploading questions per batch
  1. In case that your question teams prefers to collect and align questions first externally, for example by way of an Excel file, such an Excel file can be used to create in Drooms questions per batch.
  1. After signing in to Drooms, select the desired project and click on the Q&A button to open the Q&A dashboard.
  1. Click on 'Batch upload' either in the top tool bar, or underneath the role overview on the right to open the modal dialog 'Batch upload of questions'.
  1. Either drag and drop the Excel file into the dialog upload window, or click on 'Choose' to select the file in your local directory.
  1. The Excel file must consist of one sheet with the questions placed in the first column, one question per cell. At 'Download Excel Template' you can also download a regarding template.
  1. All questions will be uploaded as question drafts with the main index folder selected as reference folder, and must then be further edited, prioritised, and categorised, assigned to the correct question team, if needed, and may as well be assigned to more specific folders or documents, before being sent forward one by one.
Searching, filtering, and viewing questions and the received answers
  1. The data room index only indicates documents with one ore more questions attached, and while you can ask questions and read answers using the Q&A tab in the document viewer, too, questions and answers can be searched and filtered only in the Q&A dashboard.
  1. After signing in to Drooms, select the desired project and click on the Q&A button to open the Q&A dashboard.
  1. The Q&A dashboard consists of a primary top tool bar, a secondary filter bar underneath, a left-hand panel with one or more tab listing the questions and answers, and a right-hand overview for either showing your role(s) and team memberships in the Q&A and basic functionalities related to your role(s), or the question thread with all details concerning the question and answer selected on the left.
  1. Via the top tool bar you can enter some question id or specific text in the search text entry field to search the questions and answers for matches, and with a click on the blue filter icon right next to he search entry field open a filter dialog box with following filters:
    1. Last modified (today, yesterday, last week, +3 days, since last login, custom)
    2. Teams (in case you are member of multiple question teams)
    3. Category (in case this feature is being used in a Q&A)
    4. Status (read, unread, drafts, open, closed)
    5. Priority (none, low, medium, high)
    6. Additional filters (My questions)
    1. With the secondary filter bar you can filter the questions displayed on the left for
      1. questions with 'unread' answers
      2. your own questions with 'my questions'
      3. your 'drafts', i.e., your questions you have not forwarded, yet
    1. Below the top tool bar and the filter bar, on the left the questions are listed:
      1. tab 'Questions' shows the questions you and your team mates have asked, and your personal drafts
      2. optionally, a second tab 'FAQ' (Frequently asked Questions) may show questions and corresponding answers of general concern, which the Q&A administrators decided to share with all questions teams
      3. a red dot in the tab headers indicates newly answered questions or newly shared FAQ
      4. each question is listed with its question ID, the team it raised, the beginning of the question, the reference folder or index point to which the question is related, the date of last action (either having submitted the question, or having received an answer) and its current status, either 'Rejected internally' (if a succeeding selection team decided to not submit a question), 'In progress' (question has been submitted to the answer-side), or 'Answered' (question has been answered).
      5. via 'Sort by' in the tab row questions can be sorted either by ascending question ID, or by descending date of last action
    1. When you click on any question, its question thread will be displayed on the right, with all details and the full question text, as well as the answer, if the question has already been answered. Also you create a follow-up question. If you deselect the currently displayed question with a click on it on the left, the question thread display will return to the Q&A role overview display.
    Adding follow-up questions
    1. Once a question has been answered, you can add a follow-up question to it.
    1. After signing in to Drooms, select the desired project and click on the Q&A button to open the Q&A dashboard.
    1. Open the tab 'Questions' and select the question and answer, to which you want to add a follow-up question. Use the search and filter options, if needed.
    1. On the right, the question thread will display a button 'Add follow-up question' below the answer.
    1. Click on 'Add follow-up question' to open another question entry form and proceed as already described above for asking a question.
    Reading published FAQ shared with your team
    1. Q&A administrators can decide to either anonymise and edit existing questions and answers of general concern, or create new ones, to publish and share them with various question teams as FAQ.
    1. After signing in to Drooms, select the desired project and click on the Q&A button to open the Q&A dashboard.
    1. The Q&A dashboard will show a special tab 'FAQ' (in addition to tab 'Questions') for listing the FAQ.
    1. A red dot in the question list tab 'FAQ' indicates, if new questions and answers have been shared as FAQ with your team.
    1. Open the tab 'FAQ' on the left to view the FAQ.
    Exporting questions and answers
    1. Access the Q&A Dashboard:
    1. After signing in, select your project and click the Q&A button.
    2. Use the filter and search options in the top toolbar to refine the questions and answers if needed.
    1. Initiate Export:
    1. Click 'Export Q&A' in the top toolbar.
    2. Choose whether to export all or only the filtered questions and answers.
    1. Select File Format:
    1. PDF Export:
      1. Generates a detailed document with each question and answer on separate pages.
      2. Includes all relevant information, actions, and steps taken by the answer-side teams up to your level of access.
    2. Excel Export:
      1. Provides an overview of the current Q&A status (e.g., submitted, distributed, answered, approved).
      2. Does not include historical details of the answer process.
    1. Download the Export file:
    1. Click 'Create export' and open the 'My downloads' drop-down menu.
    2. Once the file is ready, download it.

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