Overview
Overview
The Questionnaires page centralizes assessment tracking across all portfolio companies and subsidiaries. Each entity occupies a dedicated row displaying real-time status (Sent, In Progress, Submitted, or Timeout) alongside direct administrative controls. Access this page from Assessment > Questionnaires in the platform sidebar.
Send & Target: Select target companies and assigned respondents, set a due date, and dispatch invitations in a single step. Each organization receives an independent questionnaire and a dedicated status row.
Track Status & Completion: Monitor entity progress from initial delivery to final submission.
Remind & Adjust: Resend unacknowledged invitations, send reminders to in-progress entities, or add respondents to active questionnaires.
Review Submitted Answers: Access submitted questionnaires and supporting evidence in read-only mode. Response data remains hidden while an assessment is in progress.
Manage the Library: Upload as many questionnaire files as you need, rename or delete entries, and choose which questionnaire to send to each company.
Set Preferences: Define recipient lists, establish due-date extension limits, and customize invitation emails using organizational messaging.
Roles & Permissions: Administrators manage program execution but do not complete questionnaires directly. Answer entry, final submission, and due-date extension requests remain restricted to designated subsidiary respondents. The Cye Customer Success Team can execute administrative actions on this page on behalf of the organization upon request. The Library and Preferences tabs are available to administrators and the Cye Customer Success Team only; portfolio companies never see them.
Navigating the Questionnaires dashboard
Navigating the Questionnaires dashboard
The Questionnaires page is divided into three tabs, each handling a distinct stage of questionnaire management:
Questionnaires: The default tracking page. Displays all dispatched questionnaires with their current status, dates, assigned respondents, and completion progress. Serves as the central hub to send new questionnaires and take action on existing entries. See Sending a Questionnaire and Dashboard Overview.
Library: The repository for available questionnaires. Allows administrators to upload Cye-provided files, rename entries, or delete outdated items. See Managing the Questionnaire Library.
Preferences: Organization-wide configurations applied to all sent questionnaires, including recipient list criteria, maximum due-date extension limits, and invitation email messaging. See Setting Preferences.
Sending a Questionnaire
Sending a Questionnaire
A single dispatch action distributes questionnaires to multiple target companies simultaneously. Each selected organization receives an independent questionnaire assigned with the same due date.
Steps
Navigate to Assessment > Questionnaires > Questionnaires tab and select Send Questionnaire.
Locate target companies in the Send to field by scrolling or using the search bar.
Select the arrow next to a company name to view registered users, then select individual respondents or choose Send to all users. Users who have not yet activated their platform account are marked pending and can be selected; they receive the invitation right away and can open the questionnaire once they activate.
Under Details, select a Questionnaire from your library, or select Upload new questionnaire to add one from a file (it is also saved to the library). Then select a Due date.
Review the summary details at the bottom of the dialog and select Send.
Dispatch Outcomes
Status Updates: Each target organization appears as a new row with the status Sent. A confirmation banner indicates successful delivery, while timeout notifications flag possible failed dispatches.
Email Notifications: Assigned respondents receive an invitation email with a direct link valid for 72 hours. If the link expires, use Resend invitation to dispatch a fresh link. Invitations follow the organization's configured email template.
In-Progress Reminders: An active questionnaire cannot be re-sent to a company while open. To prompt respondents, select Remind (for questionnaires in In Progress status) or Resend invitation (for Sent or Timeout statuses) directly from the corresponding row. Dispatching a different questionnaire from the library to the same company generates a separate, independent row.
Library Overview
Library Overview
The Library tab contains all questionnaires available for dispatch, which administrators can upload directly to the Library or attach during the questionnaire sending workflow. Legacy questionnaires appear as standard entries within the repository.
Each library entry displays the template Name, Uploaded by, Upload date, total Questions, and Sends (the number of times the questionnaire was dispatched). The search bar filters entries by questionnaire name or uploader.
Uploading a Questionnaire
Navigate to Assessment > Questionnaires > Library and select Upload questionnaire.
Select the questionnaire file.
Review the upload summary dialog:
Name: Prefilled from the filename; editable, but must remain unique within the library.
Validation Details: Displays total questions, categories, mandatory questions, and system warnings (such as skipped empty rows).
Select Add to library.
Working with Multiple Questionnaires
The Library is not limited to a single questionnaire. Upload a separate file for each assessment you run, for example a general security questionnaire and a vendor-risk questionnaire.
Each file is its own entry: Every upload becomes a separate library entry with its own name, question count, and send count. Names must be unique within your library.
Choose per send: In the send dialog, pick any questionnaire from the library, or upload a new one on the spot. A file uploaded from the send dialog is also added to the library.
Send different questionnaires to the same company: A company can have several active questionnaires at once, as long as they are different questionnaires. Each send creates its own row, status, and respondent list.
Filter by questionnaire: Use the Questionnaire filter on the Questionnaires tab to see the rows for one questionnaire across your portfolio.
Later changes don't affect sent questionnaires: Each send keeps its own copy of the questionnaire and its name. Renaming or deleting a library entry changes only future sends.
Error Handling
If a file contains structural errors (e.g., missing mandatory columns or unsupported answer types), the system displays a "Couldn't add this questionnaire" message detailing the failure. The file is rejected and must be corrected before re-uploading.
Renaming and Deleting Questionnaires
Both management actions are accessible via the row actions menu (⋯) at the end of each entry:
Rename: Updates the name within the library and for future sends. Dispatched questionnaires retain their original name at the time of sending.
Delete: Permanently removes the questionnaire from the library, removing it from future send selections. Sent questionnaires (whether active or submitted) remain unaffected.
Setting Preferences
Setting Preferences
Preferences are set per parent company. All administrators and the Cye Customer Success Team see the same values, and portfolio companies never see this tab. Navigate to Assessment > Questionnaires > Preferences to modify these settings.
Recipient List
Under Include in the recipient list, choose which accounts appear when you select recipients, both when sending a questionnaire and when using Add respondents.
Accounts held by parent-company staff: Parent-company employees who also hold accounts at portfolio companies. Turn off to remove them from the recipient list.
Accounts with the status "pending": Invited users who have not yet activated their accounts. Turn off to offer only activated users.
Both toggles are on by default.
Note: Filtered accounts are not removed silently; the recipient list displays a banner indicating the number of accounts hidden by current preferences. Existing recipients on active questionnaires remain unaffected.
Invitation Email Template
One template per parent company is used for every invitation you send.
Subject and body: Edit both. Click a variable above the fields to insert it:
{{company}},{{recipient}},{{parent}}, or{{due date}}. Each is replaced with the real value in the email.Locked by the platform: The Open the questionnaire button with its link, your organization's branding, and the service footer. A note under the editor reminds you of this.
Saving: Select Save template. The button becomes available after you make a change; Cancel discards it. An empty subject or an unrecognized variable blocks saving and shows an error. Select Reset to default to restore Cye's standard subject and body together.
Which emails it affects: The template applies to invitations sent from now on. Questionnaires already sent keep the invitation they were sent with, including later Resend invitation and Add respondents emails. Reminders and submission confirmations always use Cye's standard text.
Due-Date Extension Limit
Sets the maximum total time respondents can extend a due date beyond the original deadline. Choose the limit from the drop-down: 7 days (default), 14 days, or 30 days. The limit applies to questionnaires sent after you change it; questionnaires already sent keep the limit they were sent with.
Questionnaires Page Overview
Questionnaires Page Overview
The Questionnaires dashboard tracks assessment progress across all target entities. Each row represents a distinct questionnaire assigned to an organization. When multiple respondents belong to the same company, the row reflects the highest progress state achieved by any assigned recipient.
Table Columns
Company and Questionnaire Name: Displays the target organization and questionnaire name.
Sent Date: Timestamp of initial questionnaire dispatch.
Start Date: Timestamp of the first saved answer by any respondent.
Due Date: Displays the submission deadline. A calendar icon next to the due date
- indicates a respondent submitted an extension request. Hovering over the icon reveals the provided justification.
Sent To: Displays the primary recipient's email address and a count (
+N) for additional assigned respondents. Hovering over the cell displays the full recipient list.Status: Current operational state of the questionnaire (detailed below).
Completion: Progress bar and numerical ratio indicating answered required questions versus total required questions (e.g.,
26% - 120/465). Optional questions do not affect completion percentages.
Questionnaire Statuses
Sent: Invitations dispatched; no draft responses saved.
Timeout: Dispatched invitations remained unopened throughout the configured timeout window (72 hours). Recommended resolution: Verify recipient email validity, then select Resend invitation or Add respondents.
In Progress: At least one respondent saved draft answers.
Submitted: Assessment submitted by the entity. Questionnaires lock against further edits.
Expired: Due date elapsed without submission. This status flags non-compliance without locking the assessment; respondents retain access to enter answers, request extensions, or submit. Upon submission, status transitions to Submitted.
Searching and Filtering Questionnaires
Searching and Filtering Questionnaires
Use search, filter, and view controls to locate questionnaires across the portfolio.
View:
Active: Displays all non-archived questionnaires.
Archived: Displays archived questionnaires, replacing the due date, status, and completion metrics with Submit Date and Submitted By.
Search: Matches entries by company name, questionnaire name, or respondent email. In the Archived view, matches apply to the submitter's email.
Questionnaire: Filters the table to one questionnaire from your library.
Status: Filters the Active view by progress status (Sent, Timeout, In Progress, Submitted, or Expired). The Archived view does not support status filtering.
Sort: Click any supported column header to reorder the table. The Sent To column cannot be sorted.
Managing Questionnaire Actions
Managing Questionnaire Actions
All row-level actions are accessed through the actions menu (⋯) at the end of each table row. The menu displays only actions applicable to the row's current status.
Resend Invitation: Sends a fresh invitation email with a new access link to all assigned respondents. Applicable when the questionnaire status is Sent or Timeout, and no recipients have opened the questionnaire.
Remind: Sends a reminder email to respondents who have already accessed the link. Applicable when the questionnaire status is In Progress, and completion has stalled, or the questionnaire is past due.
Add Respondents: Assigns additional registered company users to the questionnaire (Pre-submission states). New respondents share the existing due date and recorded answers without creating a new table row.
View: Opens a submitted questionnaire in read-only mode (Submitted, Archived).
Archive: Moves the row to the Archived view while preserving all responses and metadata (Submitted). Selecting Unarchive from the Archived view restores the row to the active table.
Delete: Permanently removes the questionnaire following confirmation. Available only for unstarted or fully submitted questionnaires; deletion is disabled while a questionnaire is actively being answered. Deleting a submitted questionnaire does not impact data already transferred to Cye Platform services.
Reviewing Submitted Answers
Reviewing Submitted Answers
Responses remain hidden while a questionnaire is in progress. Once submitted, selecting View on the row opens the completed questionnaire in read-only mode, with associated evidence files available for download.
Managing Due Dates, Reminders, and Extensions
Managing Due Dates, Reminders, and Extensions
The initial due date governs automated reminder schedules, extension limits, and the Expired status flag.
Automated Reminders: Assigned respondents receive automated email notifications seven days before, three days before, and on the due date. The manual Remind action is reserved for stalled progress rather than routine pre-due-date tracking.
Respondent Extensions: Respondents may extend the due date by up to the maximum limit configured in Preferences, provided a justification is submitted. System due dates cannot be modified manually post-issuance. When an extension is applied, a calendar indicator displays on the due date field with a tooltip showing the stated reason, and automated reminder schedules adjust to the new date.
Post-Expiration Behavior: After the due date passes, the row status transitions to Expired. System access remains unlocked: respondents can still answer, request eligible extensions within the pre-defined limit, and submit completed questionnaires. Manual reminders can be issued to prompt completion.
Email Notifications
Email Notifications
The platform relies exclusively on email notifications for questionnaire events; in-app notifications are not supported. Invitation emails use the organization's template (see Setting Preferences), while reminders, confirmations, and alerts use Cye's standard text. Email alerts are sent to the issuer upon questionnaire submission and when a respondent extends a due date (detailing the original date, revised date, and stated reason).
Wrap-Up/Next Steps
Wrap-Up/Next Steps
Questionnaire Workflow Overview
Issuance: Select Send questionnaire, configure recipient companies and assigned respondents, define the due date, and dispatch.
Library: Upload the questionnaire files Cye provides (as many as you need) on the Library tab, and rename or delete entries as needed.
Progress Tracking: Filter table views by In Progress or Expired status to monitor completion rates in the Completion column.
Preferences: Set the recipient-list toggles, the due-date extension limit, and the invitation email template on the Preferences tab.
Follow-Up Management: Execute Resend invitation for Sent or Timeout rows, and Remind for In Progress rows. Hovering over Sent To indicators reveals unviewed recipient statuses.
Review: Select View on a Submitted row to inspect recorded answers and download attached evidence files.
Archival: Move completed questionnaires to the Archived view to maintain active workspace visibility. Rows can be restored at any time using Unarchive.