How to Send and Track Questionnaires

How to Send and Track Questionnaires

Prerequisites

  • At least one vendor added to the platform
  • At least one assessment template created in MasterVault
  • Access to the vendor's detail page

    • Creating and Sending an Assessment

    Navigation: Sidebar → Vendors → [Select Vendor] → Assessments

    Step 1: Open Vendor Assessment Tab

  • Click Vendors in the sidebar.
  • Click on the vendor you want to assess.
  • Navigate to the Assessments tab in the vendor details page.

    • Step 2: Create a New Assessment

  • Click the Create Assessment button.
  • Select the Template from your MasterVault library.
  • Configure assessment details (due date, instructions, etc.).
  • Click Submit to create the assessment.

    • > Tip: Choose a template that covers the specific risk areas relevant to this vendor's engagement with your organization.

    Step 3: Send to Vendor

  • Once the assessment is created, send it to the vendor's SPOC.
  • The vendor will receive a notification with a link to the assessment portal (assessment-ui).
  • The vendor can then respond to the questionnaire through the secure assessment portal.

    • Tracking Assessment Status

    Viewing Assessment Progress

  • On the vendor's Assessments tab, each assessment shows its current status.
  • Key status indicators include:
  • Pending — Assessment created but not yet started by the vendor
  • In Progress — Vendor has started responding
  • Submitted — Vendor has completed and submitted their responses
  • Reviewed — Your team has reviewed the vendor's responses

    • Reviewing Responses

  • Click on a completed assessment to view the vendor's responses.
  • Each question shows the vendor's answer and any supporting documents.
  • Review responses for accuracy and completeness.

    • Using the ZIN AI Advisor for Questionnaires

    Navigation: Sidebar → ZIN Advisor

    The ZIN Advisor section provides AI-powered tools for questionnaire management:

    TabPurpose
    QuestionnairesView and manage all questionnaires across vendors
    Knowledge BaseAI-curated knowledge for answering assessment questions
    ChecklistAI-generated checklists for assessment reviews
    ResultsAnalysis results from AI-reviewed questionnaires

    Troubleshooting

    IssueSolution
    Cannot create assessmentVerify you have Assessment Create permission and that MasterVault has at least one template.
    Vendor did not receive the assessment linkCheck the vendor's SPOC email address is correct in the vendor profile. Resend the notification if needed.
    Assessment stuck in "Pending"The vendor may not have accessed the assessment portal yet. Contact the vendor's SPOC directly.
    Cannot review submitted assessmentEnsure your role has Assessment Review permissions.