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  1. Virtual Vaults Help Center
  2. Streamlining the Q&A Process
  3. Getting started with the Q&A section

Setting up the Q&A workflow

Optional Q&A set up

The Q&A provides a few tools to create an efficient workflow.

Question limit

Vault Admins with a Q&A Admin role are able to set a limitation on the number of questions each group can submit per day, per week or in total.

1. Click Settings. question limit
question limit 22. Toggle the switch for the groups that need a question limit.
3. Set the amount of total questions that can be submitted.
4. Set how many questions can be labeled as high priority.
5. Set the time frame (Day, week or total) for the limitation.
6. Click  Apply to all to copy the settings to all groups.
7. Click  Save to apply the question limits.
Things you should know about question limits:
  • Check a group's limit by clicking Status left of a group's toggle.Overview limits
  • When the toggle is grey, no limits are imposed on the amount of questions a group can submit.
  • Freeze the Q&A: When a group's question limit is set to 0, they cannot submit new questions anymore. Submitted questions are still visible and answers can still be drafted for them.
  • Lowering the question limit: When changing the limit lower than the amount of already submitted questions, the Question group cannot submit new questions until the end of the time frame set.
Categories

Q&A Admins can create categories in the Q&A. Click  + New category to create one. Use these categories to easily filter questions and assign them to an Answer Drafter. Categories are visible for the Question and Answer group and can be used by both sides to filter the questions.

Add New Category

Tags
Tags can be created and added to a question. These are available to the Question and Answer group to improve the Q&A workflow by adding subjects or statuses. When a question has been opened, click  Add tags. Create a new one or select one of the previous existing ones. Add tagsTags will show up in the question box and in the Q&A overview of questions. Tag created

To get the most value out of the Q&A tags, keep the following aspects in mind:

  • Tags are only visible to users within a group.
  • All users can create, add and delete a tag.
  • Tags will be displayed below the question or answer box.
  • When a tag is created, it appears in the drop-down menu.
  • Tags are for internal use and will not show up on the archive.
  • Creating and deleting tags are not logged.
 Q&A Tips: Create a tag for every user when the Answer group consists of only Q&A Admins. This way users can add username tags to a question to either let other users know they are working on a question or use it to assign a question to another Q&A Admin.
User Labels in the Q&A

Adding user labels to all users in the Vault enables Q&A admins to filter incoming questions based on the label and easily assign these questions to an Answer drafter with the same label. Once user labels have been added, the filter option Created by will appear.

Created by FilterCreated by filter
Created by in questionCreated by filter in the Q&A
Easy assign with labelsAssign via labels

Knowing the question status

Q&A Admin

Q&A Admin filters

Status

1. New Questions: Questions that have been submitted by the Question group, but have not been assigned or answered.

2. Assigned questions: Questions that have been assigned to an Answer Drafter by a Q&A Admin.

3. Answers to be disclosed: Questions with a drafted answer, waiting to be disclosed by the Q&A Admin. These questions have either been assigned back to the Q&A Admin by the Answer drafter or it's an answer drafted by a Q&A Admin.

4. Open Questions: All the questions that have been submitted by the Question group and do not have a disclosed answer yet.

5. Disclosed answers: Answers that have been disclosed to the Question group. These answers can no longer be edited.

6. All: All the questions with their corresponding status:

  • Submitted: The question has not been assigned to a user and no answer has been drafted yet.
  • Assigned: The question is assigned to an Answer Drafter. Other Answer Drafters can see the drafted answer, but cannot edit it. Q&A Admins can decide to edit the drafted answer and disclose it to the Question group.
  • To be disclosed: Questions with a drafted answer that are assigned to Q&A Admins. These need to be reviewed and disclosed by the Q&A Admin
  • Answered: The answer has been disclosed and visible to the Question group. The answer cannot be changed anymore, but providing an additional answer is still possible.
Answer Drafter

Answer Drafter filters

Status
1. Assigned to you: Questions that have been assigned by the Q&A Admin to the Answer Drafter. The Answer Drafter can formulate the answer and assign it back to the Q&A Admin.
2. Answers to be disclosed: The answer to the question has been drafted, but it hasn't been disclosed. A Q&A Admin can disclose the answer to the Question group.
3. Disclosed answers: Disclosed answers that are visible to the Question group. These answers can no longer be changed.
4. All: All the questions with their corresponding status. Find below a quick explanation of the different question status:  
  • Submitted: The question has not been assigned to a user and no answer has been drafted yet.
  • Assigned: The question is assigned to an Answer Drafter. Other Answer Drafters can see the drafted answer, but cannot edit it. Q&A Admins can decide to edit the drafted answer and disclose it to the Question group.
  • To be disclosed: Questions with a drafted answer that are assigned to Q&A Admins. These need to be reviewed and disclosed by the Q&A Admin
  • Answered: The answer has been disclosed and visible to the Question group. The answer cannot be changed anymore, but providing an additional answer is still possible.
Question Submitter and Drafter

Question Group filters

Status
1. Assigned to you: All questions that have been drafted by a user. Question Submitters also see the questions that have been assigned to them here.
2. Asked by you: All the questions, regardless of the status, that have been asked by a user will be shown here.
3. Disclosed answers: All questions with disclosed answers.
4. All: All the questions with their corresponding status:
  • Drafted on: The question is saved as a draft and can still be edited. Other users in the group can see the drafted question, but cannot submit the question.
  • Awaiting approval since dd-mm-year time: The questions are assigned to a Question submitter. The question will not be visible to the Answer group until the question has been submitted by the Question Submitted.
  • Submitted on: The question has been submitted and it is visible to the Answer group. The question cannot be edited anymore.
  • Answered: The question has been answered.

  Q&A Tip: Use the Q&A Chat to streamline the communication with your team. Visit Q&A Chat to learn all you need to know about using this feature.

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