In some scenarios, you may have a list of assets, projects, or locations that you want to reuse across multiple templates. Whilst you can create custom response sets with the same responses across templates, it can become difficult to manage when changes have to be made in the future. Instead, you can create and use Global Response Sets (GRS) in your templates. Not only can GRS be created to be available at an organization level for templates, but any changes made to a GRS also apply to templates that use it automatically!

This article outlines how you can create and manage Global Response Sets, as well as how to use them in templates, on the web app.

IMPORTANT NOTE

Only users with the “Manage Response Sets” permission can create and manage Global Response Sets. Learn more about permissions and how you can assign them as an administrator.

Create a Global Response Set (GRS)

  1. Log in to the iAuditor web app.
  2. Select “Templates” from the left-hand side menu.
  3. Click “Responses” in the tab on the top of the page.
  4. Click “Create” on the top of the page.
  5. This creates a new GRS with the text cursor placed in the GRS title/name text field.
  6. Name your GRS so you can refer back to it easily moving forward.
  7. To add a response, type in the response label in the text field below the GRS name, then click the “+” on the right-hand side or press “enter/return” on your keyboard to add the response.
  8. To add responses in bulk, click “CSV Upload” on the right-hand side of the GRS name.
  9. If you would like to see a sample file showing the structure of the CSV, select “Download sample CSV”. This downloads the “Example Response Set.csv” file. You can open the file, then use the list as a template for your responses or replicate your CSV list using the same structure.
  10. To upload your list of responses, select “Upload CSV File”.
  11. This opens a window to your computer file directory.
  12. Navigate through your directory and double click the CSV file containing the list of responses you wish to upload. Keep in mind that the file must be in CSV format, containing all the responses in column A with the word “label” as the column header in cell A1.
    IMPORTANT NOTE

    We recommend having no more than 5,000 responses in a single GRS for optimal performance on all iAuditor platforms during inspections.

  13. If the upload is successful, all responses should be added to the GRS in the same order as the CSV. If the upload is unsuccessful, try using the sample CSV file in step 9 as a reference for your list of responses.
  14. You can add and remove responses at any time, as well as rearrange responses by hovering your cursor over a response, then click and drag the response into the desired position.

Use a Global Response Set (GRS) in a template

You must have “View and Edit” permission at least for the template you wish to use a GRS in. Learn how you can share your templates with your team. Keep in mind that all GRS responses have score values of 1 and are visible in the light grey response color (hex: #fafafa) on inspection reports.

  1. Log in to the iAuditor web app.
  2. Select “Templates” from the left-hand side menu.
  3. Hover your cursor over the template you wish to use a GRS in.
  4. Click “Edit” on the right-hand side.
  5. Select the question you wish to use a GRS with.
  6. Click the downward arrow under the “Type of response” column on the right-hand side.
  7. This shows the list of response sets and response types.
  8. Search and select the GRS you wish to use.
  9. Repeat this for any other templates you wish to use a GRS in.

Edit a Global Response Set (GRS)

IMPORTANT NOTE

Changes made to a GRS applies to all templates' questions that use it.

  1. Log in to the iAuditor web app.
  2. Select “Templates” from the left-hand side menu.
  3. Click “Responses” in the tab on the top of the page.
  4. Search and select the GRS you wish to edit.
  5. To add a response, type in the response label in the text field below the GRS name, then click the “+” on the right-hand side or press “enter/return” on your keyboard to add the response.
  6. You can make the following edits to existing responses:
    Edit a response label: Click the label or the pen icon next to the label, and type in the new label in the text field. Then click the tick icon on the right-hand side or press “enter/return” on your keyboard to save the change.
    Rearrange a response: Hover your cursor over the response, then click and drag it into the desired position.
    Delete a response: Click the “X” on the right-hand side to delete the response.
  7. To update the GRS in bulk, click “CSV Upload” on the right-hand side of the GRS name, then select “Download existing responses as CSV”.
  8. This downloads the existing responses to a CSV file.
  9. Open the CSV file and make the necessary changes. Make sure to leave the column header “label” unchanged. We recommend having no more than 5,000 responses in a single GRS for optimal performance on all iAuditor platforms during inspections.
  10. When you’re ready to upload the updated list, click “CSV Upload” on the right-hand side of the GRS name again, then select “Upload CSV File”.
  11. This opens a window to your computer file directory.
  12. Navigate through your directory and double click the CSV file.
  13. Click “Override responses” in the pop-up window to confirm the upload.
    IMPORTANT NOTE

    Keep in mind that as this action overrides existing responses, this also affects historical response breakdown data in Analytics.

  14. If the upload is successful, all responses should be added to the GRS in the same order as the CSV. If the upload is unsuccessful, try downloading the existing responses from step 7 to modify and upload again.

Delete a Global Response Set (GRS)

  1. Log in to the iAuditor web app.
  2. Select “Templates” from the left-hand side menu.
  3. Click “Responses” in the tab on the top of the page.
  4. Search and select the GRS you wish to delete.
  5. Click the trashcan icon next to the GRS name.
  6. This brings up a pop-up window to confirm the action.
  7. Click “Delete” in the pop-up window. If the GRS is being used in any templates, the pop-up window should list those templates for you. You must replace the GRS in those templates with other response types before deleting the GRS.
  8. You can click “Open Template” next to each template to edit them straight away.
  9. Once you’ve replaced the GRS, return to the page and click “Ok” to close the pop-up window.
  10. Start from step 5 to delete the GRS once more.
  11. Repeat from step 4 for any other GRS you wish to delete.
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