Send questionnaires in bulk and track the assignment matrix

The evaluation assignment matrix is organised by project vendors and questionnaires—not by evaluator and section. It shows whether each vendor has no assignment or an assignment that is sent, opened, in progress, submitted, overdue or withdrawn. Bulk send creates selected vendor assignments from a published release; reminders and withdrawals operate on those assignments afterward.

Before you start

• Publish the intended questionnaire release and verify its questions, recipients and due date.

• Add eligible project vendors and valid portal contacts; remove eliminated vendors from the planned batch.

Step by step

1. Open the evaluation matrix

Go to Project → Evaluations and open the assignment or matrix view. Read rows and columns carefully so you select the intended vendor-questionnaire cells.

2. Start bulk send

Choose the published questionnaire and select the vendors to assign. Review any cells already submitted, in progress or otherwise assigned before creating duplicates.

3. Choose recipients and deadline

Use the available contact presets or select an eligible contact per vendor, then set the due date. Resolve missing contacts rather than sending a batch with ambiguous ownership.

4. Confirm the release

Review the published version in the send summary and send the assignments. Draft edits are not included until a new version is published and reissued through the supported flow.

5. Monitor each status

Use the matrix to distinguish not assigned, sent, opened, in progress, submitted, overdue and withdrawn. Open a cell for its recipient and event details where available.

6. Remind or withdraw selectively

Send bulk reminders only to incomplete eligible assignments. Withdraw an assignment that should no longer be completed, recording the project reason rather than merely ignoring it.

What happens next

• Review submissions from Results and use internal verdicts or scores where the form requires them.

• Handle a submitted vendor’s amendment through reopen, not by creating an unrelated duplicate assignment.

Troubleshooting

A matrix cell says “Not assigned” after publishing

Publishing creates a release, not a vendor assignment. Select the cell or use bulk send to create and deliver the assignment.

A vendor is missing from bulk send

Confirm it belongs to the project, is eligible rather than eliminated and has a valid portal recipient.

A reminder went to the wrong person

Correct the project vendor contact and assignment recipient, then resend from the specific assignment. Do not share the incorrect recipient’s secure link.

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