Entity Questions Creation and Set Up

Overview

Entity Questions allows you to create your own custom questions and have them visible in various areas within the system. Each question can be made specific to your:

You can configure answer types (radio box or dropdown list) and for common answers like Yes/No, you can set up Answer Categories and Options, enabling you to reuse those answers across various questions.

Supported Forms

Entity questions can appear on the following forms within FacilitEase:

Module	Form Location	Description
Insurance Claims	Claim Creation Form	Questions appear when creating a new insurance claim
Service Requests	Pre-Job Questions	Questions appear before job assignment or commencement
Tech Activity	Sign In Form	Questions appear when technicians sign in to a site
HSE Periodic Reports	Report Creation Form	Questions appear when creating HSE reports

Adding a New Entity Question - Info Setup

Follow these steps to create a new entity question:

1. Navigate to Entity Questions - Go to System Details in the menu, then select Entity Questions, then select Entity Questions again.
2. Click Add - Click the Add button to create a new entity question.
3. Set the Status - Choose your Status. You can either make this Active straight away or make it Inactive until you are ready for the question to be live.
4. Choose the Entity and Form - Select which Entity and form you want this question to appear on. For example, selecting "Service Requests" will make the question appear on the Pre-Job Questions form.
5. Enter a Title - Give your question a Title. Note that this is not the question itself - it's an internal identifier.
6. Set Sort Order - Choose a Sort Order. This is helpful if you are setting up many questions to appear on the same form - you can choose which order they appear by giving them numbers starting from 0 (top).
7. Set Required Status - Select Yes if this question needs to be required/mandatory, otherwise select No.
8. Write the Question - Write the actual Question as you want it to appear on the form (e.g., "Is the work required on a roof?").
9. Select Answer Type - Select your Answer Type. Options available are:
   • Radio Box - Tick box selection
   • Dropdown List - Select from dropdown menu
   • Input Field - Free text single line
   • Text Area - Free text multi-line
10. Select Answer Category - Select an Answer Category. You can choose from an existing one you have already created or create a new one directly from this screen.
11. Choose Answer Options - Based on the category selected, the relevant answer options will appear. Choose which ones from that category you want to use for this question (e.g., Yes, No).
12. Configure Additional Text Box (Optional) - If you need an additional text box to appear based on a certain answer, configure it here. For example, show a text box when the user selects "Yes".
13. Set Additional Information Required (Optional) - If using the additional text box, specify whether the additional information is required/mandatory or not.
14. Proceed to Settings - Click on the Settings tab at the top of the form to configure where this question appears.

Question Form Fields Reference

Field	Description	Required
Status	Active or Inactive - controls whether question is live	Yes
Show in Entity	Which module/form the question appears on	Yes
Title	Internal reference title (not shown to users)	Yes
Sort Order	Display order on form (0 = top)	No
Required Question	Whether answer is mandatory	Yes
Question	The actual question text shown to users	Yes
Answer Type	Radio Box, Dropdown List, Input Field, or Text Area	Yes
Answer Category	Category containing answer options (for Radio/Dropdown)	Conditional
Answer Options	Specific answers to include from category	Conditional
Show Additional Info Text Box	Which answer triggers additional text field	No
Additional Information Required	Whether additional text is mandatory when shown	No

Settings Configuration

The Settings tab allows you to control exactly where your entity question appears. You can restrict the question to specific entities or show it for all.

1. Go to Settings Tab - Click on the Settings tab at the top of the form.
2. Configure Division Settings - Select whether to show for All Divisions or specific divisions only.
3. Configure Customer Settings - Select whether to show for All Customers or specific customers only. If selecting specific customers, choose which ones from the list.
4. Configure Contractor Settings - Select whether to show for All Contractors or specific contractors only.
5. Configure Insurance Company Settings - Select whether to show for All Insurance Companies or specific companies only.
6. Configure Region Settings - Select whether to show for All Regions or specific regions only.
7. Configure Service Type Settings - Select whether to show for All Service Types or specific service types only.
8. Configure Helpdesk Settings - Select whether to show for All Helpdesks or specific helpdesks only.
9. Configure Site Group Settings - Select whether to show for All Customer Site Groups and All Global Site Groups or specific groups only.
10. Configure Site Settings - Select whether to show for All Sites or specific sites only.
11. Save the Question - Click Save to save your entity question with all configured settings.

Available Settings Filters

Setting	Options	Description
Divisions	All Divisions / Selected Only	Restrict question to specific business divisions
Customers	All Customers / Selected Only	Restrict question to specific customers
Contractors	All Contractors / Selected Only	Restrict question to jobs assigned to specific contractors
Insurance Companies	All Insurance Companies / Selected Only	Restrict question to claims with specific insurance companies
Regions	All Regions / Selected Only	Restrict question to sites in specific regions
Service Types	All Service Types / Selected Only	Restrict question to specific service request types
Helpdesks	All Helpdesks / Selected Only	Restrict question to specific helpdesks
Customer Site Groups	All Site Groups / Selected Only	Restrict question to customer-specific site groups
Global Site Groups	All Site Groups / Selected Only	Restrict question to global site groups
Sites	All Sites / Selected Only	Restrict question to specific sites

Adding an Answer Category

Answer Categories group related answer options together. For example, a "Generic Yes/No" category would contain "Yes" and "No" options that can be reused across multiple questions.

1. Navigate to Answer Categories - Go to System Details in the menu, then select Entity Questions, then select Answer Categories.
2. Click Add - Click the Add button to create a new answer category.
3. Set the Status - Select your Status (Active or Inactive).
4. Enter Category Name - Give your Category a Name. Keep in mind that when you create Answer Options, you will need to specify which category they belong to, so use a descriptive name.
5. Save - Click Save to create the category.

Example Answer Categories

Adding Answer Options

Answer Options are the individual choices within an Answer Category. Each option must be created separately and assigned to a category.

1. Navigate to Answer List - Go to System Details in the menu, then select Entity Questions, then select Answer List.
2. Click Add - Click the Add button to create a new answer option.
3. Set the Status - Select your Status (Active or Inactive).
4. Choose the Category - Select which Answer Category this answer belongs to from the dropdown.
5. Enter the Answer - Add the Answer text that will be displayed to users.
6. Save - Click Save to create the answer option.

Navigation Summary

Task	Navigation Path
Manage Entity Questions	System Details → Entity Questions → Entity Questions
Manage Form Headers	System Details → Entity Questions → Form Headers
Manage Answer Categories	System Details → Entity Questions → Answer Categories
Manage Answer Options	System Details → Entity Questions → Answer List