Once you’ve sent a questionnaire, you can follow its progress, remind suppliers who haven’t answered yet, review and export the answers they submit and copy approved answers to their company profiles.
Track the progress
Open the questionnaire and go to Responses → Summary. The progress is shown by questionnaire, by question and by company.
Under Progress by company, each invited company has one of four statuses:
Open: The company is still answering.
In Review: The company has submitted its answers and they’re waiting for your review.
Changes Requested: You’ve asked the company to change some answers.
Completed: You’ve reviewed all answers and marked the questionnaire as complete.
When you tick one or more companies in the table, a bar with these actions appears above it:
Set due date: Give the selected companies a new due date (see Send a reminder below).
Send reminder: Remind the selected companies to complete the questionnaire (see Send a reminder below).
Export selected: Download a report with the answers of the selected companies (see Export the answers below).
Delete requests: Remove the selected companies from the questionnaire (see Manage questionnaires).
Send a reminder
If some suppliers haven’t answered in time, for example because the due date is getting close or has passed, or they haven’t made any progress, send them a reminder to complete the questionnaire:
Open the questionnaire and go to the Responses tab.
Under Progress by company, tick the companies you want to remind. You can select one or several at once. To find the companies that haven’t answered yet, check the Status and Progress columns.
Click Send reminder in the bar above the table.
The Last Reminded column shows when each company was last reminded.
Give suppliers more time
If the due date has passed or is too short, set a new one for the selected companies:
Under Progress by company, tick the companies that need more time.
Click Set due date in the bar above the table and choose the new date.
Retraced also sends automatic reminder emails 1 month, 2 weeks, 1 week and 1 day before the due date.
Review the answers
Open the answers of a company in one of two ways:
On your dashboard, under Your active tasks, click View response next to the questionnaire.
Or open the questionnaire, go to the Responses tab and, under Progress by company, click the name of the company.
Go through the questions and click Approve or Deny for each answer. The status tag of each answer shows where it stands:
Yellow: In review, the answer still needs your review.
Green: Approved.
Red: Denied. The company is notified.
💡 Before you deny an answer, click the comment icon and explain what needs to change. The company is notified of your comment.
When you’ve reviewed all answers, update the status of the questionnaire:
Mark complete: The status changes to Completed and the answers are locked.
Request changes: The status changes to Changes Requested, the company is notified and can edit its answers. Once it resubmits, you can review the new answers.
💡 Denying an answer doesn’t unlock the questionnaire yet. To let the supplier edit the denied answers, click Request changes.
To move to the next company, use the company list on the right and click Open answers.
Export the answers
You can download a report with the answers of your suppliers, for example to share them with colleagues or keep your own records:
Open the questionnaire and go to the Responses tab.
Under Progress by company, tick the companies whose answers you want to export. To export all companies, tick the box in the header row.
Click Export selected in the bar above the table.
Sync answers to the supplier’s profile
To copy approved answers to the supplier’s company profile, click Sync profile data in the header. Below each answer, the Update value on <company> profile toggle lets you choose which answers are synced.
Some answers can’t be synced this way:
Global data points: Only the owner of the profile can sync them.
Custom questions: They have no matching field in the profile.
Certificates, audits and documents: You don’t need to sync them. They’re added automatically.
Syncing is a one-time copy. If the supplier updates its own profile later, your supplier profile isn’t updated and you aren’t notified. To get the latest information, send a new questionnaire and sync the answers again.