ℹ️This feature is only accessible to Internal main contacts, Internal approvers, Internal authors, Bidder main contacts, Bidder approvers and Bidder authors.

Answer a Question


When a Question is assigned to a user to be answered they will receive a notification email.

To answer a Question, follow the below steps:

1. Open the notification email, select View question.

💡Tip: If you are already logged into the Room, you will see an asterisk next to the Question, it means the Question is waiting on your action. Learn more here.

2. Log into the Room.

3. You will be taken to the Question and will see:

  • Question subject and Subject group if applicable
  • Related Information for any files or folders the Guest has referenced
  • Any existing Comments which were added by your internal team when forwarding a Question
  • Actions you can perform on the Question

⚠️Good to know: Actions that can be performed when answering a Question are based on the users Q&A role. Learn more about Q&A roles here.

4. Select the Action you would like to perform.
 

Actions available when answering a Question in two-way Q&A

There are various actions that can be performed when answering a Question in a two-way Q&A Room. The actions that are available will be based on the users Q&A role.

💡Tip: If you are not using two-way Q&A the Actions and Q&A roles will vary. Learn more about one-way Q&A actions here.

The Actions that are available in the Room Q&A are:

Answer and forward the Question
Answer Question and disclose the answer
Answer Question and request approval
Answer Question and send to Main Contact
Approve Answer and disclose
Approve Answer and send to Main Contact
Disclose Answer
Forward question
Reject Answer
 

Perform these actions

 

Answer and forward the Question

ℹ️This Action is accessible to Internal main contacts, Internal approvers, Internal authors, Bidder main contacts, Bidder approvers and Bidder authors.

This Action allows the user to add an Answer and forward the Question and Answer onto another user in the Room.

Follow the below steps to perform this Action:

1. Under Actions, select Answer and forward the Question.

2. Add or edit the Answer in the Answer text box.

3. Add any Attachments for reference, if relevant.

4. Under Select users, select the users that you would like to forward the Question and Answer to.

5. Add in any Comments.

⚠️Good to know: Comments will not be displayed to the other side.

6. Select Answer and forward the Question.

Answer Question and disclose the answer

 ℹ️This Action is accessible to Internal main contacts and Bidder main contacts.

This Action allows an Answer to be edited and disclosed back.

Follow the below steps to perform this Action:

1. Under Actions, select Answer Question and disclose the Answer.

2. Add or edit the Answer in the Answer text box.

3. Add any Attachments for reference, if relevant.

4. Select the Disclosure level.

  • Question author's user group
  • All data room users

⚠️Good to know: This step is not available for Bidder main contacts. If the Question and Answer is disclosed to all data room users by the Internal main contact, only the bidders (Guests) in the same Team will be able to see the identity of the author. Learn more here.

5. Select Answer Question and disclose the Answer.

 

Answer Question and request approval

ℹ️This Action is accessible to Internal main contacts, Internal authors, Bidder main contacts and Bidder authors.
 
This Action allows Internal and Bidder authors to send their draft Answer to the Internal and Bidder approvers. It also allows Internal and Bidder main contacts to send their draft Answer to other Main contacts or Approvers.

Follow the below steps to perform this Action:

1. Under Actions, select Answer Question and request approval.

2. Add or edit the Answer in the Answer text box.

3. Add any Attachments for reference, if relevant.

4. Under Select users, select the users that you would like to forward the Question and Answer to.

5. Add in any Comments.

6. Select Answer Question and request approval.

 

Answer Question and send to Main Contact

ℹ️This Action is accessible to Internal approvers, Internal authors Bidder approvers and Bidder authors.

This Action allows Internal and Bidder approvers to send the Answer to the Question straight to the Main contacts.

If there are no Internal approvers or Bidder approvers, Internal authors and Bidder authors will be able to send the Answer to the Question straight to the Main contacts.

Follow the below steps to perform this Action:

1. Under Actions, select Answer Question and send to Main Contact.


2. Add or edit the Answer in the Answer text box.

3. Add any Attachments for reference, if relevant.

4. Add in any Comments.

5. Select Answer Question and send to Main Contact.

 

Approve Answer and disclose

ℹ️This Action is accessible to Internal main contacts and Bidder main contacts.

This Action allows an Answer to be approved and released by a Main contact when an Author without an Approver has sent an Answer to the Main contact.

Follow the below steps to perform this Action:

1. Under Actions, select Approve Answer and disclose.


2. Select the Disclosure level.

  • Question author's user group
  • All data room users

⚠️Good to know: This step is not available for Bidder main contacts. If the Question and Answer is disclosed to all data room users by the Internal main contact, only the bidders (Guests) in the same Team will be able to see the identity of the author. Learn more here.

3. Select Approve Answer and disclose.

Approve Answer and send to Main Contact

ℹ️This Action is accessible to Internal approvers and Bidder approvers.

This Action allows an Answer to be approved and sent directly to the Main contacts.

Follow the below steps to perform this Action:

1. Under Actions, select Approve Answer and send to Main Contact.

2. Add in any Comments.

3. Select Approve Answer and send to Main Contact.

Disclose Answer

ℹ️This Action is accessible to Internal main contacts and Bidder main contacts.

This Action allows Main contacts to disclose the Answer that has been assigned to them.

Follow the below steps to perform this Action:

1. Under Actions, select Disclose Answer.

2. Select the Disclosure level.

  • Question author's user group
  • All data room users

⚠️Good to know: This step is not available for Bidder main contacts. If the Question and Answer is disclosed to all data room users by the Internal main contact, only the bidders (Guests) in the same Team will be able to see the identity of the author. Learn more here.

3. Select Disclose Answer.

 

Forward question

ℹ️This Action is accessible to Internal main contacts, Internal approvers, Internal authors, Bidder main contacts, Bidder approvers and Bidder authors.

This Actions allows all of the answering team to forward questions onto other users on their team.

Follow the below steps to perform this Action:

1. Under Actions, select Forward Question.

2. Under Select users, select the users that you would like to forward the Question to.

3. Add in any Comments.

4. Select Forward Question.

 

Reject Answer

ℹ️This Action is accessible to Internal main contacts, Internal approvers, Bidder main contacts and Bidder approvers.

This Actions allows Main contacts and Approvers to reject Answers.

Follow the below steps to perform this Action:

1. Under Actions, select Reject Answer.

2. Add in any Comments.

3. Select Reject Answer.

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