How do I schedule evaluation lists in the Evaluator?

What will you find in this article?

• Scheduling evaluation lists: How to navigate to the overview of scheduled lists.

• Overview and management: Viewing, searching, and editing your schedules.

• Scheduling a list: Entering details such as recurrences and initiators.

• Activation: How to officially start the list and send out invitations.

Summary

You schedule an evaluation list via the menu Evaluation Lists > Schedule Evaluation Lists. Here, you specify which questionnaire will be used, who the initiator is, and on what date the reminder should be sent. After scheduling, you add the suppliers and evaluators, after which the list can be activated on the selected date.

Requirements and Target Audience

This functionality is available exclusively to administrators and initiators. Administrators can set up lists for others, while initiators can schedule their own project evaluations.

Scheduling evaluation lists

Scheduling a list begins in the central navigation menu of the Evaluator.

1. Click on Evaluatielijsten in the top-left corner of the menu.

2. In the dropdown menu, select the option Plan evaluation lists.

Overview and management

In the overview screen, you can see all the lists that have been scheduled for the future.

1. Search: Use the filters on the left to search for a list by name or by the assigned initiator.

2. View details: In the overview, you can immediately see the list name, the linked questionnaire, the recurrence frequency, and the reminder date.

3. Edit: Use the pencil icon to modify an existing schedule. 

Schedule a list

When you create a new schedule, you define the basic structure of the evaluation.

1. Click the Schedule Evaluation List button.

2. Fill in the following fields:

   • Evaluation List Name: Give the list a recognizable title (e.g., project name).

   • Questionnaire: Select the desired set of questions.

   • Reminder date: The day on which the initiator receives the message to activate the list.

   • Recurrence: Indicate whether this evaluation is a one-time event or should recur periodically.

   • Initiator: Designate the person responsible for implementation.

View/Start Evaluation List

After scheduling the date, the checklist must still be populated with content.

1. Open the scheduled list.

2. Add the desired suppliers and evaluators.

3. Check the questions and links; the individual evaluations are generated based on these.

4. As soon as the list is activated (manually or on the scheduled date), invitations are automatically sent to the evaluators.

Frequently Asked Questions (FAQ)

What happens on the 'reminder date'? On this date, the initiator receives a notification from 12Build. The list is not sent to the evaluators immediately at that time; the initiator must first review the list and officially activate it.

Can I repeat a list for the same project? Yes, by setting an interval in the 'Repeat' option, you can, for example, have the same suppliers re-evaluated every quarter within the same project.

Troubleshooting

• Symptom: I received the reminder, but the evaluators did not receive an email.

  • Cause: The list has been scheduled and prepared, but has not yet been manually activated by the initiator.

  • Solution: Open the evaluation list and click the button to definitively start the list.

• Symptom: I cannot select a questionnaire during scheduling.

  • Cause: The administrator may not have created or published any questionnaires yet.

  • Solution: Check with the administrator to see if the desired questionnaires are active and available for use.