The Q&A provides a few tools to create a clear, controlled and efficient workflow. Within the Q&A, we distinguish between the Answer group (sell side / internal users)and the Question group (buy side / external users).
We have built tools that ensure you can:
- Set and manage question limits
- Organize questions using categories
- Use tags for internal workflow
- Apply user labels for efficient assignment
- Understand Q&A statuses
- Control timing with Q&A Freeze
- Customize your Q&A overview
- Collaborate via Q&A Chat
- Work with high‑priority questions
- Use answer attachments
- Manage follow‑up questions
Question limit
Admins with a Q&A Coordinator role can limit how many questions each buyer group can submit per day, per week, or in total.
Note: This feature is not available for Basic subscriptions.
How to set question limits:
1. Go to the Q&A, click on three dots at the top-right corner and select the Q&A configuration option.
2. A small window will open with several sections and you click Question limits.
3. Toggle the switch for the buyer group(s) that need a question limit.
4. Set the amount of total questions that can be submitted.
5. Set how many questions can be labeled as high priority.
6. Set the time frame (day, week or total) for the limitation.
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 buyer group's toggle.
- When the toggle is grey, no limits are imposed on the amount of questions a buyer group can submit.
- Lowering the question limit: When changing the limit lower than the amount of already submitted questions, the buyer group cannot submit new questions until the end of the time frame set.
- If the daily limit is reached, Question Submitters will be able to submit new questions at 0:00 UTC.
- If the weekly limit is reached, Question Submitters will be able to submit new questions on Monday 0:00 UTC.
- If the total limit is reached, Question Submitters won't be able to submit new questions.
Categories
Admins can create categories in the Q&A to help structure and assign questions.
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.
How to create categories:
1. Go to the Q&A, click on three dots at the top-right corner and select the Q&A configuration option.
2. A small window will open with several sections and you click Categories.
3. Type any word you like to use as a category (finance, legal, tax, HR, etc) by clicking on + Add category.
4. Drag and drop the folders into the corresponding categories, so the incoming questions related will automatically be sorted into the correct category.
Tags
Tags can be created and added to a question. They are meant to be used internally to improve the Q&A workflow by adding subjects or statuses. Tags are available for internal use for the buyer groups in the Question group, and for the Answer group.
How to create tags:
1. Go to the Q&A and open the question that requires a tag.
2. Select Create to add a new tag. Create a new one or select one of the previous existing ones.
To get the most value out of the Q&A tags, keep the following aspects in mind:
- Question group tags are only visible to users within the same group
- All users with a Q&A role can create, add and delete a tag
- Tags will also be displayed on the right side in the Q&A overview as a status
- When a tag is created, it appears in the drop-down menu to re-use
- Tags are for internal use only and will not show up on the archive
- Creating and deleting tags are not logged
User labels in the Q&A
Adding user labels to all users in the Data Room enables Q&A Coordinators to filter incoming questions based on the label and easily assign these questions to an Answer Drafter with the same label.
Why use use labels:
- Filter questions using the Created by status
- Match questions to Answer Drafters with the same expertise (finance to finance, legal to legal, tax to tax, etc)
- Especially useful with multiple buyer groups and their advisory teams
Once user labels have been added, the filter option User label appear.
User label filter possibility in the Q&A overview:
Created by in a question:
Easy assigning to others with user labels:
Knowing the Q&A statuses
Statuses show where a question or answer is in the workflow.
Answer group statuses
1. To be assigned: The question has not been assigned to a user on the answer group yet and no answer has yet been drafted.
2. To be answered: Questions that have been assigned to an Answer Drafter by one of the Q&A Coordinators.
Note: Other Answer Drafters can also see the drafted answer, but cannot edit it. Q&A Coordinators can always decide to edit the drafted answer and disclose it to the Question group.
3. To be approved: Questions with a drafted answer, waiting to be approved by others.
4. To be disclosed: Questions with a drafted answer, waiting to be disclosed by the Q&A Coordinator.
Note: These questions have either been assigned back to the Q&A Coordinator by an Answer drafter or it is a saved draft answer from a Q&A Coordinator.
5. Disclosed: 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 group statuses
1. Drafted: All questions that have been drafted by users within your buyer group. Question Submitters also see the questions that have been assigned to them here.
2. To be submitted: These questions are assigned to a Question submitter in your buyer group. These questions will not be visible to the Answer group until they are submitted by a Question Submitter.
3. Submitted: These questions have been submitted by a Question Submitter and are visible to all users on the Answer group. The question cannot be edited anymore. It is in progress of being answered.
4. Answered: These questions have been answered by the Answer group. Neither the question nor the answer can be edited anymore. A follow-up question can be asked or an additional answer can be disclosed.
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.