Selection Role

Selection Role

Selecting questions is not a mandatory step in every Q&A, but where question should be first reviewed or approved, and especially where question limits are defined, we recommend the Q&A administrators to also set up selection teams in the Q&A to ensure that questions are not forwarded at random, but only the most relevant and precise ones within the set limits. As member of one or more selection teams you can:
  1. filter, search, and review the questions of the question teams you are responsible for
  2. withhold or reject questions with a comment
  3. edit and submit questions to the answer-side
  4. export the questions you have been working on
Notes
You can have several different roles in a Q&A process at the same time. This article describes the functionalities and appearance for role 'Selection'. 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, which the question teams you are responsible for 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 have submitted the maximum number of questions, you cannot submit further questions until either the next day, the next week, the next month, or at all.
Reviewing pending tasks
  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 two tabs 'Your tasks' and 'Questions' listing in the first tab the questions requiring your attention, and in the second tab the questions your team has already been working upon, 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 (question teams you are responsible for)
  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. your 'drafts', i.e., questions you have been editing, but not submitted, yet
      2. questions with 'unread' answers
      3. your own questions with 'my questions'
      4. questions pending review for '+3 days'
    1. Below the top tool bar and the filter bar, on the left the questions are listed:
      1. tab 'Your tasks' lists all questions pending review
      2. tab 'Questions' lists all questions your team has already reviewed, i.e., either submitted, or rejected
      3. 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
      4. a red dot in the tab headers indicates newly answered questions or newly shared FAQ
      5. 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 'In progress' (question has been submitted to the answer side), 'Answered' (question has been answered).
      6. 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 for you to review and take action, if you selected a question in tab 'Your tasks'. You can reject question, adding optionally a comment for the question team, edit a question and same it as draft, and submit questions, i.e., forward it to the answer-side.
    Rejecting, editing, and submitting questions
    1. After signing in to Drooms, select the desired project and open the Data Room section with the index and documents.
    1. Open the Q&A dashboard and select the question you want to review in tab 'Your tasks'.
    1. On the right, the question thread will display the question with the selected reference document, priority, category, as well as the question team id, or optionally the question team name, and optionally the questioner name.
    1. Below the question text and the other selected parameter, the question thread offers an action selection button with options 'Submit', 'Reject', and 'Edit question':
    1. Switch the action button selection to 'Reject', if the question is not appropriate, and enter a comment for the question team explaining the reason for rejecting the question. When done, click on 'Reject'.
    1. the question will be moved back to the question team with your entered comment.
    2. the question will appear in tab 'Questions' with all related information, the status display 'rejected', and a timestamp
    1. Switch the action button selection to 'Edit question', if the question requires a correction. The question thread will switch into edit mode.
    1. at 'Question' you can edit the question
    2. at 'Related document / folder', click on 'Change', if you want to change the reference document or folder, and optionally highlight a specific area of the selected document, such as a sentence or paragraph, to which the question relates to
    3. at 'Priority', change the priority of the question, if needed (none, low, medium, high)
    4. in case categories have been set up and activated in the Q&A, you can select and change at 'Category' a category, or more categories, if possible
    5. you can save the edited question as a personal draft (only visible to you), which you then can further edit, by clicking somewhere outside of the question form
    6. drafts for editing a question cannot be deleted
    1. Switch the action button selection to 'Submit', if needed, and click on 'Submit', if you want to submit the (edited) question.
    1. the (edited) question will be forwarded to the next responsible level on the answer-side
    2. the question will appear in tab 'Questions' with all related information, the status display 'In progress', and a timestamp
    Info
    Alternatively, and especially, if you want to review the reference document, you can click on the link to the reference document to jump to the data room document viewer showing the particular document's page and the perhaps highlighted area, and then continue your work in the Q&A tab. There you can just as well submit, edit, or reject the question in the same ways as described above.
    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.
      1. 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.

      • Related Articles

      • Distribution Role

        Distributing questions is not a mandatory step in every Q&A, but where an automatic, uncontrolled assignment of questions based on preselected index points is not sufficient, and a manual selection of the most suitable answer teams is required, we ...

      • 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: ask single questions about the documents provided to you and your team mates upload ...

      • Answer Role

        Answering questions is an essential part of every Q&A process. As answer team member you can: filter, search, and review the questions your team has been assigned reject and return inappropriate questions to the question-side, if there is no ...

      • Approval Role

        Approving answers is not a mandatory step in every Q&A, but where the experts' answers require further review, we recommend to set up one or more approval levels and teams. As member of one or more approval teams you can: filter, search, and review ...

      • Visitor Role

        The role 'Visitor' is not a mandatory part of a Q&A configuration, but can be used to give specific users full insights to the answer-side of a Q&A without letting them to interfere and take action. As member of the visitor team you can: filter, ...