The Impact on Assessments Due to Template Changes

This article explains the various impacts that may occur on templates and assessments when users publish template changes to assessments in the Not Started and In Progress status. Some of these changes can impact response and risk data on assessments.

To Update In-Flight Assessment Through Template Changes

  1. On the PIA & DPIA Automation menu, select Templates. The Templates screen appears.

  2. Open the desired published template and create a new version. The New Version of the Template appears.
    Note:

    For more information on creating a new version of a template, see Creating a New Version of a Template.

  3. Make the desired changes to the newly created version of the template.
  4. Click the Publish button. The Confirm Changes modal appears.


  5. Enable the Apply changes to all open assessments setting.
  6. Click the Confirm button.

Template Changes That Impact In-Flight Assessments

Publishing and pushing template changes for assessments can be used to provide the most current information to your assessments. However, there are some template changes which may impact your template and assessment data. Use the table below to identify scenarios that would cause assessment and template information to change due to edits and revisions

Note:

Template changes to active assessments will only take effect if the assessment statues are in In Progress or Not Started.

Table 1. Template Changes and Assessment Impact Table (Arranged by Question Type)

Change Scenario

Question Type

Impact on Template

Impact on Assessment

Question Type Change

All Question Types

Associated with Skip/Show logic removed if the question is a condition.

Associated with Rule/Rules Conditions are deleted if the question is a condition.

You will lose the response on that question.

You will lose all the risks (Manual and Auto) on that question when re-submitted.

You will lose all info requests, comments, attachments, and Activity on that question.

Reorder Questions

All Question Types

No Changes

No Changes

Change Question Name

All Question Types

No Changes

No Changes

Modify Skip/Show Logic

All Question Types

N/A

Questions will be shown/hidden according to the new Skip/Show logic enabled.

Copy Sections/Questions Within Same Template

All Question Types

If errors are identified, those errors must be resolved before publishing that template.

N/A

Delete Section

All Question Types

N/A

The section and questions will be removed.

Disable Justification

All Question Types that Allow Justification

N/A

The justification response is removed.

Renaming Options

Multi-Choice Question

Associated with Skip/Show logic removed if the option is a condition.

Associated with Rules/Rule Conditions are deleted if the option is a condition.

You will lose the response on that question if the selected response is renamed.

Changing Multi-Choice from Multi-Select to Single-Select

Multi-Choice Question

N/A

You will lose responses on that question.

Delete Options

Multi-Choice Question

N/A

You will lost the response on that question if the selected response is deleted.

Change Response Type (Selection Menu/Button)

Multi-Choice Question; Attribute Question

No Changes

No Changes

Disallow the "Other" Option

Multi-Choice Question; Inventory Question

N/A

You will lose the response on that question.

Disable the "Not Sure" or "Not Applicable"

Multi-Choice Question; Inventory Question; Attribute Question; Yes/No Question;Text Question; Date Question

N/A

You will lose the response on that question if the selected response is Not Sure or Not Applicable.

Change Attribute

Attribute Question

N/A

You will lose response on that question.

Change Parent Question (Same Inventory Type)

Attribute Question

N/A

You will lose response on that question.

Changing Inventory Question from Single-Select to Multi-Select

Inventory Question

Associated Control question will be deleted.

Rule/Rule Conditions is deleted where associated Attribute questions are conditions.

Skip/Show logic is deleted where associated Attribute questions are conditions.

N/A

Change Inventory Type

Inventory Question

Configured Inventory/Personal Data relationships will be deleted.

Associated Attribute questions will be deleted.

Rules/Rule Conditions are deleted where associated Attribute questions are conditions.

Inventory question filters are deleted.

You will lose response on that question.

Set Question as Primary Record Question

Inventory Question

Primary Record flag is removed from other Primary Inventory question of the same type.

N/A

Disable Primary Record Setting on a Question

Inventory Question

All associated Related Attribute questions (RAQ) and Select Control questions will be removed.

N/A

Add Question Filter

Inventory Question; Select Control Question

N/A

The Inventory question is retained.

The Control question is retained.

Delete Question

Inventory Question; Contract Question

Associated Attribute questions are deleted.

Manually added Rules and Rule conditions are deleted where Attribute questions are conditions.

Skip/Show logic is deleted where Attributes questions are conditions.

N/A

Updating Assessments No longer in Open Status

For assessments that are no longer in an Open status, it is expected behavior to not see any of the new changes in the template. This applies to any assessments that are Completed or Under Review.

To see the most recent changes in the templates on these assessments, you can send them back to In Progress. This way, they will be considered Open again, and any changes in the template will apply if you enable the Apply changes to all open assessments setting.