With RESPONSUM, we provide users with the ability to create and share “Forms” with the questions they want to request to internal or external “Guest users”. “Assessments” (Submissions) will be created by these users and linked to the form to view the answers and track the provided info.

If the form has defined “Mappings”, whenever the assessment answers are validated and “Approved”, it will show you a preview of what items will be created/updated out of the assessment in the various RESPONSUM sub-modules.

See it in action

Pre-requisites to get started

• Access as power or promoted user towards Settings >> Setup >> Forms and/or Assessments >> Form builder as “Editor” or higher permission level
• An idea of what questions you want to ask to the ones you share the form with
• An idea of what sub-modules in RESPONSUM you want to link the form to and create/update items in

Fast-track to Brilliance

• Navigate to Settings >> Setup >> Form
• Use one of the available template forms to start from or create your own from scratch by pressing the “+ Create” button on the top right
  • NOTE: The form builder is an advanced functionality that ideally requires training before use. If you want to start using the form builder yourself and not via your implementation contact, please reach out to support@responsum.eu before or during the creation of a new form
• Fill out the form meta data:
  • Name: Name of the form
  • Form type: Determines where the related assessments will be displayed in the menu structure
  • Active?: Indicates if the form can receive assessments (submissions)
  • Is default for this type?: Makes sure that when a new assessment is linked through the menu structure, it uses this form as the default for the new assessment (submission)
  • How should a guest user see this form?: Either “Simplified” (Slimmed down interface with no unnecessary distractions for adding an assessment) or “Regular” (same view as an assessment created by a power or promoted user)
• Save the meta data and after that create or update the form content by pressing the “Wrench” icon next to the “Edit” button.
• In the form builder, add in Sections (Single or repeatable), fields of various types and page elements to style how the form should be displayed. Properties such as “Required”, “Visible”, “Default value” can be set on each individual question or section
• Apply translations in various languages for the questions added by pressing the “Translations” button and toggling on the languages you want to add translations for
• Add any mappings towards RESPONSUM sub-modules to automatically create or update items based on a filled out assessment (submission) towards this form
• Preview the form until it is to your liking
• Press “Save” followed by “Publish” in the pop-up that is displayed
  • NOTE: Publishing of the form is very important to create a specific version where assessments will be linked to. Any new published version later on will be used for new assessments being created.
• Use the “Share form” button on the form to:
  • Share the form: if you want the user to be able to make multiple assessments (submissions)
  • Create and share a specific assessment: if the user should only be able to add 1 assessment (submission)
• Review any assessments that are created by either checking the “Linked assessments” from the form page OR using the specific assessment pages related to the form type set:
  • Privacy >> Assessments >> LIA, TIA and DPIA
  • Operations >> Systems & AI >> AI Compliance Assessment (AICA)
  • Operations >> Systems & AI >> Fundamental Right Impact Assessment (FRIA)
  • Operations >> Governance >> Maturity Assessments
  • Operations >> Vendors >> Vendor Compliance Assessment (VSAQ)
  • Operations >> Assessments >> Intake, Maturity and Other assessments
• (optional) if mappings are in place for the form, use the “Version history” to “Approve” the assessment and get a preview of what items will be created and updated

Step-by-step guidance

Creating a form

Your first step is to use one of or form templates or (have RESPONSUM) create a form containing the specific questions you want to ask.

• Navigate to Settings >> Setup >> Form
• Use one of the available template forms to start from or create your own from scratch by pressing the “+ Create” button on the top right
  • NOTE: The form builder is an advanced functionality that ideally requires training before use. If you want to start using the form builder yourself and not via your implementation contact at RESPONSUM, please reach out to support@responsum.eu before or during the creation of a new form
• Fill out the form meta data:
  • Name: Name of the form
  • Form type: Determines where the related assessments will be displayed in the menu structure
  • Active?: Indicates if the form can receive assessments (submissions)
  • Is default for this type?: Makes sure that when a new assessment is linked through the menu structure, it uses this form as the default for the new assessment (submission)
  • How should a guest user see this form?: Either “Simplified” (Slimmed down interface with no unnecessary distractions for adding an assessment) or “Regular” (same view as an assessment created by a power or promoted user)
• Save the meta data and after that create or update the form content by pressing the “Wrench” icon next to the “Edit” button.
• In the form builder, add in Sections (Single or repeatable), fields of various types and page elements to style how the form should be displayed.
  • Each question and section has properties such as “Required”, “Visible”, “Default value”.
  • These properties can be toggled with Yes, No and Logic options. The logic options allows you to ex. make properties conditionally visible based on other question values. This uses our Expressions engine.
  • For sections specifically, they can be set to “Single” or “Repeatable”
    • Single shows the questions in the section once to be filled out
    • Repeatable allows the user to fill the questions in the section multiple times by using the “+ Add another” button when filling out the assessment
      • Can be used in mappings to create multiple items based on a repeatable section
• Apply translations in various languages for the questions added by pressing the “Translations” button and toggling on the languages you want to add translations for
  • By default, the form and labels are related to the English (en) language
  • Use the toggle next to the language you want to add translations for
  • In the pop-up that opens, provide translations for all questions and sections
• Add any mappings towards RESPONSUM sub-modules to automatically create or update items based on a filled out assessment (submission) towards this form
  • This can be done by selecting “Mapping” and either editing an existing mapping or pressing “+ Create new mapping”
  • In the “General info” section, you can provide:
    • A name to identify the mapping
    • A sub-module in RESPONSUM to map to
    • Map on approval allowing you to select if one item needs to be created for the form or one item needs to be created for each item under a specific repeatable sub-section (Can be selected when “One item per section” is selected)
    • Mapping conditions to use expressions to only create/update items when specific questions have specific answers provided
    • Mapping uniqueness allows you to specify how the item to create/update should be identified, this can be by the representative string (Name) of the item OR any selectable property (Field) of that item
  • The “Field mappings” tab allows you to map any question from the form to any field within the sub-module that is of the same type (Ex. text field to text field, relation to relation and dropdown to dropdown)

Sharing a form or specific assessment

• Use the “Share form” button on the form page to:
  • Share the form: if you want the user to be able to make multiple assessments (submissions)
  • Create and share a specific assessment: if the user should only be able to add 1 assessment (submission)
• An existing (Guest) user can be selected or a new one can be created directly by using the “+” button next to the “Share” field.
• The user will receive an email invite towards the form or assessment containing a unique link that will grant them access
  • If the link is lost, the user can always navigate to https://responsum.app/r, provide their email address and get the unique link provided to them again after validating their email address

• Alternatively, “Public sharing” can be toggled “on” to generate a “Public link” towards the form that can be published somewhere for people to use. Users known in the system can directly access the form via the link and start filling out the form.
  • When a user is not known and “User self registration” is turned “on” for your environment, the user visiting the link will be asked for some details and will be added as a “Guest user” in the system after which they are able to fill out the form.

View and take action with received assessment (submission) answers

• Review any assessments that are created by either checking the “Linked assessments” from the form page OR using the specific assessment pages related to the form type set:
  • Privacy >> Assessments >> LIA, TIA and DPIA
  • Operations >> Systems & AI >> AI Compliance Assessment (AICA)
  • Operations >> Systems & AI >> Fundamental Right Impact Assessment (FRIA)
  • Operations >> Governance >> Maturity Assessments
  • Operations >> Vendors >> Vendor Compliance Assessment (VSAQ)
  • Operations >> Assessments >> Intake, Maturity and Other assessments
• If mappings were put in place for the form, you can use the “Version history” to “Approve” the assessment and get a preview of what items will be created and updated.
  • When you accept, RESPONSUM will create/update items accordingly using the answers provided towards the form and mapped to the fields of that item as specified in the form mapping.

If you have any further questions related to forms and/or assessments, feel free to reach out to support@responsum.eu. We are happy to help answer your questions.