Management Questionnaire

🎯 Objective

This article explains how to use the Management Questionnaire feature in Workflow 2 (nextGen) steps in netLex, allowing for autonomous and efficient collection of management information.

This article contains the sections:

• What is the Management Questionnaire?
• How does the Management Questionnaire work?
• How to configure a Management Questionnaire in a step?
• How does a user interact with a Management Questionnaire step?
• Guided tour
• Frequently Asked Questions
   

💡 What is the Management Questionnaire?

The Management Questionnaire is a feature developed to collect information that is not directly used in the generation or modification of the final document, but is essential for contract or process management.

With Management Questionnaires, it is possible to create specific forms for each step of a Workflow, focused exclusively on filling out management properties.
 

⚙️ How does the Management Questionnaire work?

The Management Questionnaire feature is available for any template that uses Workflow 2 (nextGen). The main benefits are:

• Greater Autonomy: Customize and update management questions without relying on Lex-In.
• Workflow Optimization: Create steps dedicated to gathering management data without loading the document editor.
• Agility: Reduce template configuration time.
   

🛠️ How to configure a Management Questionnaire in a step?

To configure a Management Questionnaire in a step, follow these steps:

1. Access Settings > My templates.
2. Open the desired template (it must be nextGen).
3. Go to the Workflow configuration section.
4. Edit the step where the Questionnaire will be added.
5. Locate the Questionnaire Configuration option.
6. Add the desired Management Properties.
7. The available properties will appear in the modal and can be selected to compose the questionnaire.
8. Change the question wording as needed.
9. Set mandatory questions when necessary.
10. Reorder or remove questions as desired.
11. If the template uses Lex-In, toggle between document and management questionnaires.
     

✨ Questionnaire condition

It is now possible to configure a Questionnaire condition, allowing you to automatically show or hide questions based on previous answers.

With Conditions, you can:

• display a question only when a specific answer is selected;
• create smarter and more personalized flows within the questionnaire;
• reduce noise for the end user, displaying only what truly matters.

To configure conditions, simply access the property within the questionnaire and open the Condition Rules menu, where you can define:

• conditional question (the one that will be shown or hidden);
• reference question (the one that determines when the other appears);
• logic (e.g.: “show when the answer equals X”).
   

🗒️ Short explanation

It is also possible to add a Short explanation for each question in the Management Questionnaire.

This explanation appears right below the question and serves to:

• guide the user on what should be answered;
• standardize completion;
• avoid doubts and rework in the step.

To add a Short explanation, simply select the property in the questionnaire and fill in the corresponding field in the side panel.

💡 The configuration is done directly in the definitions of each step!
 

🔍 How does a user interact with a Management Questionnaire step?

When a user reaches a step that has a Management Questionnaire, they will see an interface similar to a document questionnaire:

• Approval/rejection actions are replaced by a button to view and fill out the questionnaire.
• Upon opening the questionnaire, the user will see both document and management questions.
• The user must fill out all configured mandatory questions.
• After viewing the questionnaire, the workflow buttons become available again.
• Step progression only occurs if all mandatory fields are filled out.
   

🚀 Guided Tour

For a visual demonstration of how to configure a Management Questionnaire, click Start.

❓ Frequently Asked Questions

• What kind of information can I collect with the Management Questionnaire? Any information that can be stored as a Management Property.
   
• Does this questionnaire replace the document questionnaire? No. It complements the process, but does not alter the document content.
   
• Can I use the Management Questionnaire in Workflow 1? No. It is available only in Workflow 2 (nextGen).
   
• Do I need Lex-In? No. The tool works completely independently.
   
• Where do I configure the questions? Directly in the Workflow step, under Questionnaire Configuration.
   
• Do Conditions affect workflow progression? Yes — if the conditioned question is mandatory and visible, it must be answered before moving forward.
   
• Does the Short explanation appear to the end user? Yes! It stays right below the question, helping with completion.