How do I reset a password? Where is the login page? How do I bulk download? Is there a table of contents?

Questions and Answers (Q&A)

Overview Video

Step 1 - Setting up Q&A

Step 2 - Asking a question

Step 3 - Answering a question

Step 4 - Ending Q&A, reports

FAQ

Firmex Q&A lets you easily manage, route and answer large volumes of questions relating to your deal using your existing Firmex interface.

Below you'll find the top Frequently Asked Questions related to Q&A:

Users

Q: How many question groups can I have?
A: As many as you need - there is no limit.

Q: Do I need to have a Question Coordinator and a Question Author in a Question Group, or can I just have one?
A: If you would like to have a funnel through which questions are asked, assign one person to be a Question Coordinator. That person can review all questions before they are submitted.

Questions & Answers

Q: How many questions can a group submit?
A: Question Groups can submit as many questions as they need.  there is no limit in Firmex, however, Project Administrators may want to set guidelines/instructions for questions submitters in the Q&A Settings > Options. For example, “Please submit no more than 5 high priority questions a day.”
If you have a lot of questions, consider importing them using the Excel template provided.

Q: Can an answer be revised once it's been submitted?
A: Yes. An Answer Coordinator may revise an answer that has been submitted. To do so, in the Q&A tab, find the submitted answer. Hover your mouse over the submitted answer, click the answer's pull-down menu and select Update Answer. Update the answer and click the Submit button. An email alert will be sent showing both the original answer and the updated answer. On the Question Group's side, in the Q&A tab, only the updated answer will be displayed. To the Answer Coordinator, in the Q&A tab, both the revised answer and the original question will be displayed (in the Activity area).

Q: Can a question that has been answered publicly be retracted?
A: A question that has been answered publicly may be retracted from the Question Group's Q&A tab. However, the email trail showing the original answer cannot be retracted. To retract a public answer, update the answer using the answer's pull-down menu. Re-submit the answer and un-check the "Submit Asnwer to all Question Groups" check-box. The answer will be removed from all Question Groups except the Question Group that originally submitted the question.

Q: How can I better manage questions that are being answered too slowly?
A: Questions that have been unanswered for more than X hours, the date submitted will appear in yellow, then orange, then red in your question list as it gets older.  Also you can sort questions by date submitted or by priority, then select a group of assigned questions and select “Send reminder” from the menu to gently nudge your experts along in finishing their answers.
You can also look at Q&A Reports > Assigned Questions and see which users are assigned the most number of questions - and feel free to reassign them to less busy experts.

Q: I am in the Question Group. How come there are duplicate Question numbers (e.g. two No. 1 questions).
A: An answer from another Question Group’s question was made public and it duplicated an existing question number.

Q: Can Question Groups ever see what happened in the Activity of a question?
A: No.  Question Groups only see the final answer.

Misc.

Q: I am in a Question Group and I cannot see the Q&A tab.
A: Your Q&A group status is Inactive. Please contact the project administrator.

Q: I need to keep the identity of the question groups completely secret, even from my experts and approvers. What can I do?
A: By default, Q&A experts and approvers do not see the name or company of individuals in question groups (unless they are project administrators or managers and can see the Project user list).  To add an additional layer of security, use code names for each question group, and select the Q&A Settings > Options “Hide Question Submitter details from Answer Coordinator” option.

Categories

Q: Q&A has been set up for my project. I am adding a new directory to my project. Will the new directory show up as a Q&A Category?
A: If a directory is created after Q&A setup has occurred, it will not automatically appear as a selectable category when composing a question. The directory must be manually added through the Q&A Settings tab.

Complete FAQ

Reports

Q: Can I see which documents my users have asked questions about?
A: In the Q&A tab, click “Show/Hide Columns” and show the Document Reference column. The column displays documents and folders related to a question. You may sort and export the list.

Q: Can I track who is answering questions? How many outstanding questions are in someone's queue?
A: The Q&A Reports > Top Categories and Top Documents/Folders reports both show which documents, folders, and categories are of most interest for your project’s Question Groups.

Misc.

Q: How do I end Q&A? The Q&A period for my project is complete. How do I stop my Buyer Groups from asking questions?
A: End Q&A by setting the Buyer Groups’ status to Inactive or Read-Only. You can do so from the Q&A Settings Tab > Group Settings. A status of Inactive will hide the Q&A tab from a question group and stop all email correspondence. A status of Read-Only will stop a Question Group from asking new questions, but will display existing questions and allow outstanding questions to be answered.

Q: Can I tell whether a document has questions/answers about it?
A: In the Documents tab, the document will contain a speech bubble icon if there are questions or answers related to it.

Q: If a user doesn’t have access to a document that is referred to in a question or answer, can they still see the document?
A: No.  Document permissions are not changed by any actions in Q&A.  If a user does not have permission to view a document or folder, it appears to them in the Question as “Restricted” only.

Q: I need to keep the identity of the question groups completely secret, even from my experts and approvers. What can I do?
A: By default, Q&A experts and approvers do not see the name or company of individuals in question groups (unless they are project administrators or managers and can see the Project user list).  To add an additional layer of security, use code names for each question group, and select the Q&A Settings > Options “Hide Question Submitter details from Answer Coordinator” option.

Q: I am in a Question Group and I cannot see the Q&A tab.
A: Your Q&A group status is Inactive. Please contact the project administrator.

Q: Can I go through the Q&A set-up wizard again if I chose the wrong template the first time?
A: No, a Project Administrator or Manager can only use the set-up wizard once (if it was completed). However, all set-up options can be changed at any time. For example, if you decide that you need a separate approver after setting up Q&A, just go into Q&A settings and add an approver in the Answer Group page.

Q: I am in a Question Group and I cannot submit questions. I could before.
A: Your Q&A group status is Read-Only. You are able to read existing questions and you will receive answers to outstanding questions. You are not able to submit new questions.

Q: What happens if I have a potential bidder who doesn’t want to use a tool, even a great one like Firmex Q&A?
A: Have the bidder send their questions using the Excel Template provided, then an Answer Coordinator can import the questions on their behalf.  The Answer Group can use Firmex to draft answers, and get approvals like usual, then export the answers to Excel and send them back to the bidder contact.

Q: How many documents are shown in the Doc. Reference column? Does it show both documents and folders?
A: The document reference column displays either the first document or folder linked to a question.

Q: Who can turn on Q&A for my project?
A: Project Managers and Project Administrators may turn on Q&A for your project.

Questions & Answers

Q: Can I search through old questions?
A: Yes. To see a list of all Question and Answers, in the Q&A tab click the “Reset Filters” button.

Q: How many questions can a group submit?
A: Question Groups can submit as many questions as they need.  there is no limit in Firmex, however, Project Administrators may want to set guidelines/instructions for questions submitters in the Q&A Settings > Options. For example, “Please submit no more than 5 high priority questions a day.”
If you have a lot of questions, consider importing them using the Excel template provided.

Q: Can a Question Coordinator save a question as a Draft?
A: Question Coordinators cannot save questions as a Draft. Only a Question Author may save a question as a Draft.

Q: Is a Question Coordinator notified via a task email when a Question is Drafted by a Question Author?
A: A task email is not sent to the QC. The Draft will appear in the QC’s Digest Email, as well as in the Q&A tab under the Drafts preset.

Q: Why don’t I see an Approve or Reject option on a question with a proposed answer?
A: You do not have permission to do approvals. 

Q: As an AC, how can I see all of the questions that have been asked?
A: In the Q&A tab, from the Status pull-down menu, place a checkmark next to “Draft Question”, “Submitted Question”, and “Assigned Question”, or press the “Reset Filters” button.

Q: As an AC, I know that there are draft questions posted by the question group, however, I cannot see them, even when I click the “Draft Question” filter.
A: The AC can only see draft questions created by other ACs. Only the QC can see draft questions posted by their Question Group.

Q: Can I search for a specific word in a question or answer?
A: Yes. You may search for a word in a question by using the Q&A tab’s Filter. First, in the Q&A tab, display all of the questions and answers by using the Status pull-down, or by clicking “Reset Filters”. Once all of the questions and answers are displayed, use the Filter Results menu at the top-right corner of the grid to filter the results.

Q: How many question groups can I have?
A: As many as you need - there is no limit. 

Q: Can Question Groups ever see what happened in the Activity of a question?
A: No.  Question Groups only see the final answer.

Q: Can I reject a question if it’s been answered before?
A: QCs can choose not to submit a draft question if it is a duplicate or not appropriate.  ACs can submit an answer to a new question with a message like “This question is a duplicate of question 24.”

Q: Can I attach a new document to a question or an answer?
A: Currently, if your question or answer requires a referral to a document that is not in the project already, it must be added to the project first using the Upload button on the Document tab, then linked to in the question or answer.

Q: Can I withdraw a question?
A: Currently QCs cannot withdraw a question.  Please contact an AC and let them know which question you’d like to withdraw and they can archive it for you.

Q: What does “Export Filtered Results” actually export?
A: It will export results filtered by the quick filter(s) on the left filter pane and whatever keyphrase is in the Filter Results text bar.

Q: When I make an Answer public, do all users see the Question that was asked?
A: Yes. However, the name and company of the user who asked the question originally will be omitted.

Q: Can an Approver edit an answer?
A: The Approver cannot edit an answer. They can only approve or reject it. If rejected, the answer will be sent back to the AC, who can then modify it.

Q: I am in the Question Group. How come there are duplicate Question numbers (e.g. two No. 1 questions).
A: An answer from another Question Group’s question was made public and it duplicated an existing question number.

Q: I’m an AC. How come the questions are numbered A-1, A-2, B-4, B-5, C-5, etc.?
A: Each Question Group sees their own numbering attached to a question. That is, Group A’s first question will be Question 1. Group B’s first question will also be question 1, etc.
When the questions are submitted to the Answer Group, the Answer Group needs to differentiate between each group’s Question 1. Hence, Firmex affixes the letters A, B, C, etc. to the group’s question, so that you can differentiate between them.
Don’t worry, only the Answer Group gets to see these letters.
If you share an answer publicly, a group’s question number may be doubled (e.g. if you answer Group A’s Question 1 publicly, Group B will see it as Question 1, as well as their own Question 1).

Q: Who can delete questions?
A: On the Question side, only Draft questions may be deleted. Once a question has been submitted, it cannot be deleted.
On the Answer side, an Answer Coordinator may Archive a question. To archive a question, hover your mouse over the question, click the question's pull-down menu and select Archive Question. An Archived question will be removed from the grid and can only be displayed by selecting Archived Question from the Status menu. 

Q: A Question Author drafted a question. The Question Coordinator submitted it. Whose name appears on the question?
A: The Question Author's name appears on the question.

Q: How can I better manage questions that are being answered too slowly?
A: Questions that have been unanswered for more than X hours, the date submitted will appear in yellow, then orange, then red in your question list as it gets older.  Also you can sort questions by date submitted or by priority, then select a group of assigned questions and select “Send reminder” from the menu to gently nudge your experts along in finishing their answers.
You can also look at Q&A Reports > Assigned Questions and see which users are assigned the most number of questions - and feel free to reassign them to less busy experts.

Q: What is an Archived Question?
A: Archived questions are questions that are no longer shown to any question groups or users in the answer group except the ACs.  For example, if a question group leave the Q&A process, ACs will typically archive all of their questions to remove them from being worked on.

Q: How are more than 20 Questions/Answers displayed?
A: The tab will display 20 questions at a time. When you scroll to the bottom of the page, more questions/answers will be loaded. You may use the filters/presets on the left, as well as the Search tab at the top-right of the grid to filter your results.

Q: On the Answer side, what is the difference between a Draft Answer and a Proposed Answer?
A: A Draft Answer is an answer that has been drafted by an Expert and submitted to the Answer Coordinator. A Proposed Answer is an answer that is waiting to be approved by an Approver. A Proposed Answer will only appear when there is an Approver on the answer group.

Q: I don’t see any questions/answers in the “To Approve/Submit” filter.
A: See above. To Approve/Submit answers only appear with the role of Approver on the Answer Group. Without the role of Approver, questions are In Progress.
Users

Q: Do I need to have a Question Coordinator and a Question Author in a Question Group, or can I just have one?
A: If you would like to have a funnel through which questions are asked, assign one person to be a Question Coordinator. That person can review all questions before they are submitted.

Q: What happens if I don’t have a Question Coordinator, just a Question Author?
A: The permissions of the Question Author will be “bumped up” to that of a Question Coordinator. That is, the Question Author will be able to submit questions. If there are no QC, the QA cannot Draft questions, only submit them.

Q: Can I have more than one Question / Answer Coordinator?
A: Yes. Multiple QCs or ACs will have the same permissions and can perform the same actions, which is useful when one AC or QC is busy or out of the office.

Q: Do I need a Question Coordinator? What if all my users are Question Authors?
A: If there is no Question Coordinator, the Question Author will be able to Submit questions, as well as perform the roles typically assigned to a Question Coordinator.

Emails

Q: When do emails go out? What emails go out immediately vs. in the digest?
A: There are two types of emails: Task emails and Digest emails.
Task emails are sent out immediately after an event takes place, such as new question submitted..
Digest emails are sent out hourly or daily, depending on how a group’s notification frequency is set in the Q&A Settings. The digests include the events that have happened in the previous period (e.g. one hour or one day). The digest will display a maximum of 3 events in the email with a link to view more events, if available.
Note: Q&A emails will only be sent out if the data room is in Online status and only to Question Groups who are Active or Read-Only.

Q: My project’s Document Activity Notification is off. Will Q&A emails still be sent?
A: Yes.

Q: At what time are the Daily Digest emails sent?
A: Approximately 9AM Eastern.

Related Resources

Support

Start a new deal within hours, not days.

We start 10,000+ new data rooms a year for over 100,000 dealmakers.

Get Started