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Knowledge questions for read confirmation

Since version 25.11, it is possible to define knowledge questions for processes and documents that are sent to all process participants or document users for answering as part of a read confirmation…

Dennis Reichle
Updated by Dennis Reichle

Since version 25.11, it is possible to define knowledge questions for processes and documents that are sent to all process participants or document users for answering as part of a read confirmation when the document / process is published using the approval workflow.

Feature overview

The knowledge questions are defined directly in the details of the process / document before publication with the approval workflow. The following features are available:

  1. Any number of questions and associated answer options can be created.
  2. Multiple choice: One or more answers can be defined as correct for each question (if there are multiple correct answers, the question is only considered correctly answered if the user has selected all correct options -> no partial points are awarded).
  3. The knowledge questions can be weighted with points to give questions with greater relevance more weight in the overall result.
  4. You can specify the percentage of points a respondent must achieve for the read confirmation to be considered “passed”.
  5. In the configuration of the Read Confirmation workflow, you can decide after how many unsuccessful attempts the read confirmation is considered “finally failed.” As long as the respondent still has attempts available, the knowledge questions will be sent to them again after a failed attempt.
  6. For each question, you can add a description and help text for incorrect answers. The description is always displayed to the respondent - the help text is displayed for incorrectly answered questions as soon as the respondent has completed and saved all questions in the read confirmation.
  7. Different questions can be configured for each published version of a process / document. The questions from previous versions can be viewed via a history.
  8. All questions and answer options can be translated into all other system languages at once (provided that DeepL is connected to SmartProcess).
This feature requires adjustments to the Read Confirmation workflow.

You can make these adjustments yourself using the instructions below at your own responsibility, or you can commission our consulting team (smartprocess@cwa.de) to implement the changes.

Necessary adjustments in the “Read confirmation” workflow for established customers

  1. Edit the start form of the sub-workflow Submit read confirmation
    1. Edit the Changes to process / document acknowledged field using the pencil icon -> In the field properties, change the type to “Checkbox” and save the field.
    2. Then reopen the same field for editing, expand the Extras area, and select the value Reading confirmed in the Field tags for read confirmation selection.
  2. Edit the process model of the sub-workflow Submit read confirmation
    1. Open the “Confirmed?” Decision -> Switch to the Workflow Engine tab -> Click on the only condition in the list -> Select “Yes” in the Value field and confirm with OK.
    2. Open the “Finished” end event -> Edit using the pencil icon -> Change the name of the event to “Read confirmation successful” and apply.
    3. Insert a new intermediate event into the process model using drag & drop -> Open the intermediate event, enter the name “Not passed” using the pencil icon and apply.
    4. Drag a connector from the “Confirmed?” Decision to the "Not passed" intermediate event to connect the elements. This connector must be labeled “No”.
  3. Edit the start form of the workflow Read Confirmation
    1. Create a new function field of the type Show field from activity in the form using drag & drop (the field is located in the Advanced tab of the form designer) -> Assign the name “Read confirmation successful?” to the field -> In the “Function field assignment” area of the field properties, move the entry Submit read confirmation - Changes to the process / document acknowledged from ”Available“ to "Assigned" -> Save the field and then use the three-dot icon or right-click to select ”Move to hidden fields"
    2. Optional, if you want to set a maximum number of attempts
      Create a new number field in the form using drag & drop -> Assign the field the name “Number of attempts” -> Scroll down in the field properties and set the Minor units to “0” in the Range section -> In the field properties, expand the Extras section and select the value Number of attempts in the Field Tags for read confirmation selection -> Then save the field.
    3. Optional, if you want to set a maximum number of attempts
      Use the three-dot icon or right-click on the new Number of attempts field to “Move to hidden fields”.
  4. Edit the process model of the workflow Read confirmation
    1. Check whether there is still a requested task in the process model of the sub-workflow Submit read confirmation -> To do this, open the workflow engine for this activity using the gear icon and, if necessary, “Disable task request”.
    2. Open the Decision “Read confirmation submitted?” -> Switch to the Workflow Engine tab -> Click on the only condition in the list -> Select “Yes” in the Value field and confirm with OK.
    3. Optional, if you want to set a maximum number of attempts
      Insert a new Decision in the process model using drag & drop -> Open the Decision and assign the name “Another attempt?” -> Switch to the Workflow Engine tab and add the following condition:

      Field

      Number of attempts

      Function

      Value

      Operator

      <=

      Value type

      Constant

      Value

      Number of attempts to be granted to the respondent (e.g., 3)


      Then drag a connector from the “Read confirmation submitted?” Decision to the new “Another attempt?” Decision (the connector should say “No”).
    4. Insert a new intermediate event into the process model using drag & drop -> Open the intermediate event, enter the name “Repeat of read confirmation requested” using the pencil icon, and apply.
    5. The next step depends on whether step 4c) was implemented or not.
      1. If 4c) has been implemented:
        From the Decision “Another attempt?”, drag the first connector to the new intermediate event “Repeat of read confirmation requested” (the connector should say “Yes”). -> Then connect the intermediate event to the sub-workflow Submit read confirmation -> Drag the second connector from the Decision “Another attempt?” to the end event (the connector should say “No”).
      2. If 4c) has not been implemented:
        From the Decision “Read confirmation submitted?”, drag a connector to the new intermediate event “Repeat of read confirmation requested” -> Connect the intermediate event to the sub-workflow Submit read confirmation
    6. Open the end event “Read confirmation submitted” -> Use the pencil icon to change the name to “Read confirmation completed” and apply

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