Response Settings Explained (Fields, Tabs, Configuration Options)

This article explains what all the fields and tabs are in the response settings screen. 

The Response Settings screen is usually split into 2 tabs, a General Tab and an Options Tab, but can also include a Drivers Tab.

It is accessed by either:

• Clicking Add Response on the Response List
• Clicking Response Settings on the Action Menu for an individual response on the Response List

A Response settings record may be created using this screen or in a number of other ways (Read more), including using a link from your website.  In that case, certain fields can be populated from text answers to questions in your assessment.  Nothing other than the Assessment field is mandatory. 

General Tab

1. Assessment. Select the Assessment that this response will use. If there are multiple versions of the assessment, the system will select the latest version.
2. Respondent Email.  Enter the email address that the response invitation and other emails should be sent to.  If you have a question in the assessment with a Question Short Name of 'Email Address' this field will be copied across.   
3. Respondent First Name. Enter the respondent's first name.  If you have a question in the assessment with a Question Short Name of 'First Name' or 'Your name' this field will be copied across.
4. Respondent Last Name. Enter the respondent's last name.  If you have a question in the assessment with a Question Short Name of 'Last Name' or 'Your name' this field will be copied across.
5. Business Name. Enter the Business Name (if appropriate).  If you have a question in the assessment with a Question Short Name of 'Business name' this field will be copied across.
6. Organization. This field only appears if your internal Organization Structure has been set up in the system. Organization Structures are used when there are multiple companies using the system, or your organization has several divisions or departments using the system and require the responses to be managed separately.  If an Organization name is selected that has more levels; those levels will be prompted for.
7. Cohort Subject. This field only appears (as a non-modifiable field) if the Cohorts Checkbox in the settings screen is ticked.  The subject field is only populated from the Cohort Initiation screen.  You can read more about Cohorts functionality here: Read more about Cohort Initiations
8. Cohort Iteration. If using the Cohort Iteration functionality, the Cohort Iteration will be shown here as a non-modifiable field, populated from the Cohort Initiation screen.  You can read more about Cohorts functionality here:  Setting up Cohorts in Brilliant Assessments – Brilliant Assessments
9. Save / Delete / Reopen Response.  
   • Delete.  This field displays once the response has been created and saved.  It can be used for deleting single responses. This button will delete the single response when clicked. 
   • Reopen Response.  This field displays once the response has been created and saved.  It can be used to reopen the response in the event that a respondent needs to go back into their assessment and update an answer, add a comment etc.

Options Tab

1. BCC Report Address. This field is used to automatically send a copy of the report to an adviser at the same time as it is sent to the respondent.  It can be defaulted from the Assessment record, using the Default BCC Email field.
2. Role. This field is used for Cohort Reporting only. It is the Role that you want this response to appear as.  Often it will be the person's name, but it may be, for example, their role. In this case, all of the responses with that role would be averaged in the cohort report. 
3. Group Name. This field only displays if at least one Group is populated.  Group names are completely flexible as to how you use them in the system.  They are loaded using the Lookup Lists. Group names can be used as a filter for reporting.
4. Customer Type.  This field only displays if at least one Customer Type is populated. Like Group Names, Customer Types are completely flexible as to how you use them in the system. They are loaded using the Lookup Lists.  They have additional capabilities: different Emails Templates and Site Text can be used according to Customer Type, and customer types can be used for reporting. 
5. Assessment Date. The system will default to the day created
6. Requested Completion Date.  This field may be used in the email template as a merge string to request a completion date.  If this response is created from a Cohort Initiation invitation 
7. Expiry Date.  This specifies the date the response will expire and no longer be available to be answered.
8. Suppress Emails. Ticking this checkbox will stop the system from sending the welcome and reminder emails (but not the completion email if that is configured).
9. PDF Password.  If PDF Passwords are enabled for this assessment, the Password can be entered here.  If the respondent has specified a password, an encrypted version is shown, but it can be overwritten (normally on when the respondent has forgotten the password they specified.)

Additional Fields not displayed in the screenshot above:

• Assessor.  This field only displays if 'Open Response' is ticked in Assessment Settings.  Select the assessor, if you are using this functionality for your assessment.  You can read more about the 'Assessor' functionality here:  Assessor Functionality – Brilliant Assessments
• Classifiers - if Classifiers have been linked to questions in this assessment and are marked as Admin Entry - they will appear here. If the Classifier is also marked as "Values set by Organization" a dropdown list will list the available values for the organization (or the parent of the organization.)
• Delete. This button displays once the response has been created and saved.  It can be used for deleting single responses. This button will delete the single response when clicked. 

Drivers Tab

The Drivers tab is used to select Assessment Drivers applicable to this Response.  Drivers are defined on the Assessment Options tab. Drivers are designed to be used to select the components of an assessment that are applicable to a particular organization, cohort or response. The Drivers are also listed in a multiple-choice question (usually hidden) in the assessment. Sections, subsections or questions are then made conditional on each of the drivers.

If Drivers for an assessment are selected for any Organization or Cohort for this assessment, they will not appear here.