Assigning Assessment Sections in Sequence

Currently, OneTrust assessments allow respondents to complete any accessible part of the assessment at any time, regardless of the nature of the questions or the respondent’s role in the assessment.

This new enhancement allows admins to specify, as a template setting, that assessments must be completed in section-by-section order. This ensures that earlier parts of the assessment are completed before later sections are started.

As each section is started, notifications are sent only to respondents assigned to that section. This notification ensures the right respondents receive notifications at the right time. After the respondent completes their assigned section and submits the section, respondents assigned to the next section are notified. Only after each section has been completed can the assessment as a whole be submitted.

How it works

When enabled via the template settings, this enhancement enables the following behavior for assessment completion and notification delivery:

Section opening and submission

. Starting with the first section within the template, sections are opened one at a time. Each section of the assessment must be completed and submitted before the following one can be started.

Reopening sections

. A previously submitted section can be reopened / resubmitted by respondents assigned to the section.

Section assignment not enabled

. If section assignment is not enabled for the assessment, all respondents are notified (current behavior). Each section must be completed in submitted in order.

Respondent notifications

. As each section is opened, respondents assigned to that section are notified by aSection Assignmentemail notification.

Consecutive sections assignment

. If a respondent is assigned to consecutive sections, they are only notified when the first section in the series is opened. Following sections are visible to the respondent in the section navigation, but they cannot be accessed until the preceding section is submitted.

Consecutive sections notification

. TheSection Assignmentemail includes the current open, assigned section, along with any consecutive sections assigned to that respondent.

Submission

. Once each section has been submitted, the assessment as a whole is automatically submitted and moved to the first review stage.

Assessment review and section reopening

. As part of the review process, Approver user can reopen specific sections. Only respondents assigned to those sections are notified when the assessment is sent back to the In Progress stage.

  • Reopened sections can be completed in any order. Once all reopened sections have been submitted, the assessment is again moved to the review stage.

To enable the feature

New changelog activity

Related to this enhancement being enabled in your environment, the following changes are visible in the OneTrust product:

Updated section navigation

. This includes status icons for sections that are assigned, submitted, or require more information.

Sections to be completed

: Displays the new default state that shows respondents what has been assigned and requires completion (gray unfinished checkmark).



Sections completed

: Displays sections that have been submitted (green completed checkmark).



Sections that need more information

: Displays questions with information requests (orange section and question status).



Bottom navigation

. WhenConsecutive deliveryis enabled, theSubmitbutton label is changed toSubmit Section.

Approver send-back modal

. Redesigned, with new functionality to allow individual sections to be reopened.

Limitations

  • This setting can only be enabled on unpublished templates. Previously published templates must first be copied in order to reconfigure the delivery settings.

  • Templates changed from Any order (default) to section by section completion cannot be pushed to existing assessments in the In Progress or Under Review stages.

FAQ

What happens when a previously hidden section is made visible as part of the Approver review process when the assessment is sent back?

Those sections are now “part of the assessment” and open / active sections. Assigned respondents are automatically notified, and each section must be submitted to submit the assessment.