April 2023

Create New Response

You can now create new responses (a question and answer pair) from the Response Library tab and Response Object by clicking on the New button. Alternatively, if you want to import multiple responses with a single click, you can import the document that contains the question and answer pair. After creating a Response record, on the Response details page, you can:

• View Response Version information and the Status of the respective response version information.

• Add Categories, Tags, Alternative Questions, and Alternative Answers.

• Upload Supporting Documents for the response.

• Publish, Archive, and Delete the response.

Once a response is created, you can change the response status as below:

1. Draft - After you create a new response.

2. Published - Once you publish the response, system will display the response for the users.

3. Archived - You can prevent the response from appearing in search results by archiving it.

Edit as Draft

You will now have the ability to edit or modify the existing published response by simply clicking the Edit as Draft button on the response and specific response versions.

• When you click Edit as Draft from Response, the system will clone the active version and create a draft version.

• When you click Edit as Draft from any of the specific Response versions, the system will clone that particular version to create a draft version.

The draft version allows you to update the existing question, answer, alternative questions, and alternative answers (add, edit, and delete). Publish the latest draft version to supersede the previous active version. However, you cannot add or delete categories or tags, and you cannot upload or remove files in any of the Response versions.

Compare Versions

The Compare button will be visible on all versions (Draft, Archived, and Superseded) except the Active version and allows you to compare the current version with the Active version. This feature will do text-to-text comparison for Questions and Answers as well as operation-wise comparison (add, edit, and delete) for Alternative Questions and Alternative Answers.

When you click the Compare button, a pop-up window will appear, displaying the data from the active version on the left and the data from the draft version with new modifications on the right.

Deleted text from the Active to Draft version will be highlighted in red text; however, newly added text from the Active to Draft version will be highlighted in green text.

When there are no changes to the draft version, the system will display “No Changes” in parenthesis beside the Question and Answer titles.

By default, the changes made in Alternative Questions and Answers are collapsed in the pop-up window; you can click the expand arrow to view the changes.

Library Sync Requests

In this section, you can see all the library sync requests created by the project owner.

When the project owner creates a library sync request from the Library Sync Action of Project, it is added to the respective response's Library Sync Requests section with the Not Synced status. The project owner can make the following requests:

• Request for a new response (question and answer pair). Once the request is synced, it will create a new response record.

• Request for adding an alternative answer to the existing response. Once the request is synced, it will create a new response version with the active status in the existing response.
  Note: The above feature won’t be enabled by default. Reach out to Avnio team to enable this.

• Request for an update in the existing question/answer, and/or alternative answer. Once the request is synced, it will create a new response version in active status under the existing response.

As a content/library manager, you can view all of the library sync requests of the respective response under this section, open the specific request by clicking the Library Sync Request Name link, make the following changes if required, and publish or sync the response library; however, you can also ignore it.

• Modify question, answer, and source.

• Add or delete category and tag.

• Add, edit, or delete alternative questions and answers.

• Add supporting document.

The content/library manager can view all of the project’s library sync requests from the Response Library > Library Sync Requests tab.

Alternative Questions and Answers

Using the manage button, you can add, delete, or edit the Alternative Question and Alternative Answer only from the Initial Draft Response and Draft Response Versions. You can use all the functionalities of the standard rich text editor, which allows you to include a variety of visual features while adding or editing an alternative answer.

When adding or removing the Alternative Questions and Answers, the system will display the number of items beside the title. If you add more than one alternative question and answer, select the View All option to display the entire list.

Alternative Questions and Answers will be displayed in read-only mode in the Response/Header and Active versions and are not editable.

Categories and Tags

You will be able to add or remove categories and tags from the specific (Draft, Published or Archived) response record. However, you cannot add or remove them from the specific (Draft, Active, Superseded) Response Versions created using the Edit as Draft option, and they are visible in read-only mode.

With a single click, you can delete all the categories or tags by clicking on the X (Remove All) icon and then saving it.

Files and Supporting Documents

You can quickly add the supporting document (Word, Excel, and PDF) for the specific response under the Files section. From the created response, go to the Files section and drag and drop or use the Upload Files button to add the respective document.

Indexing

When you publish a response, the status changes to Published on the Responses page. However, the system takes some time for indexing in the library’s backend. After indexing, the responses are available for search and can be used in the project.

Improved the Indexing performance, and it is now functioning 10x faster.

Indexing Status

Once the response is published, the Indexing Status appears as In Progress. After indexing is done, the status will be changed to Completed, and it will be available for searching.

The following are the various statuses that can appear after publishing:

• Not Started

• In Progress

• Completed

• Failed

Archive

A button on the Response Details page allows you to archive the current active response version. The system will not display the archived responses in the search results when the user searches in the Response Library.

You can always restore the archived response by clicking the Edit as Draft button. It will create a new draft response version for you to edit and publish.

Delete

A button on the Response details page allows you to delete the main response (including all responses) or a specific draft or archived response version.

Library Sync Requests

A new tab that allows the content/library manager to view all library sync requests for multiple projects, regardless of whether they are synced, not synced, or ignored. You can open the specific request, make the changes if required, and publish or sync to the Response Library; however, you can also ignore it.

Mass Actions

Increase productivity by performing a single action on multiple response records at the same time.

To perform any of the following mass actions, go to the Responses list view by clicking the Responses button, select the response records you want to act on, and then select the specific action from the Actions drop-down menu.

• Archive Responses

• Delete Responses

• Assign Categories

• Assign Tags

• Published Selected Responses

Response Related List

Enables you to view additional information associated with a specific response record, provides a quick overview, and allows you to perform common tasks directly from the related list view.

For this functionality, you must install the Avnio Tables 1.129 version.

You can also configure the columns and rows for the related list view as per your business needs.

Response Status and Version Status filters

With Library 2.0, you can create multiple versions (having different statutes based on the version workflow) of the response, and the response itself has multiple statutes, so the Response Status and Version Status filters help you narrow down the list of responses to find the correct one or many.

The Response Status and Version Status filters use an OR condition in between them and an AND condition with the Categories and Tags filters.

For example, if you select the Published option in the Response Status filter and the Draft option in the Version Status filter, you will see a list of responses that are published (regardless of whether they have a draft version) as well as responses (in draft, ready to publish, and archived status) that have a draft version.

Record Id of Project

String

The SF Record Id of the Project. This is mandatory field.

(Deprecated) Status Category for Response

String

It is deprecated and no longer used.

Add as Alternative Answer?

Boolean

If true, the “answer” of the project question will be synced as an Alternative Answer.

For true data type, “Include answer?” parameter is ignored.

Include Answer?

Boolean

If true, the “answer” of the project question will be synced as an answer and overrides the existing response answer.

Filters

String

To filter Project Questions based on “Answer Method” filter.

Users can pass comma-separated values in this.

Project Question Ids

List<String>

List of Project Question Ids to be used. Only these project questions will be processed for auto sync.

If this is passed, “Filters” parameter is ignored.

Publish?

Boolean

If true, the newly created Library Sync Request will be synced and published.

Source for Library Sync Request

String

Source to be set in the Library Sync Request. If not passed, the default value is Project Name (avnio__ProjectName__c).

Status for Library Sync Request

String

Status for the Library Sync Request.

Default is “Not Synced”.

Library Search

Users can now copy the entire response with images available in the Library Search using the Copy to Clipboard button and paste it into online/offline documents or somewhere else.

Library Search

Added additional capability for users to configure and see the desired key fields on Global and Project Library Search such as Confidence Score, Last Review Date, Last Used Date, Valid From, Valid To, Last Used, No. of Times Used, Name, Active, Available, Business Units, External ID, and so on. This can be controlled from the Field Sets.

Avnio Editor

When an admin enables the undo feature for the user from Custom Settings > RFx Project Configuration > Manage > Enable Undo in Avnio Editor, users can perform Undo operations in the Avnio Editor by clicking the toolbar button or using the keyboard shortcut Ctrl+Z (Windows) and Cmd+Z (Mac).