Overview

This Quick Reference Guide (QRG) is intended for eMMA users who need to use the Questionnaire Builder. The Questionniare Builder appears in multiple locations within eMMA, and allows users to create structured forms that internal or external users can respond to as appropriate. The purpose of this QRG is to discuss the Questionnaire Builder in general rather than as it pertains to a specific function - certain functions may include additional tabs or nuances. 

NOTE: For best results, use the Google Chrome browser to access eMMA.

If you need help at any time, please reach out to the eMMA helpdesk at emma.helpdesk@maryland.gov.

Step-by-Step Instructions

Using the Questionnaire Builder

NOTE: This QRG uses diagrams with specific callouts to show required and optional fields in forms. A yellow callout with a red border  indicates a required field, while yellow callouts with a black border  indicate optional fields. Letters within the callouts correspond to the explanations below the diagram.

NOTE: Additional fields may display depending on your selections.

1. Access eMMA at https://emma.maryland.gov and log in with your credentials.
   
   NOTE: Depending on your agency, you may only need to click the State SSO Login (Secure Auth) button or the MDOT SSO Login (MSAzure) button and log in with your credentials.
2. Navigate to the module in eMMA that you need to configure the questionnaire for. Examples include:
   • Requirements Gathering (solicitations)
   • Vendor Questionnaires (solicitations)
   • Scoring Questionnaires (solicitations)
   • Configure Questionnaires (Admins only)
3. Open the Questionnaire Builder. Within the Questionnaire Builder, users have a variety of options to input and navigate questions:
   
   1. The Search Bar can be used to search within the content of questions in the questionnaire.
   2. The Display Question Options checkbox allows users to toggle between a standard, and more detailed view of the questionnaire.
   3. There are 4 Quick Action Buttons:
      
      
      1. The Import/Export Excel button allows users to either import previously exported questionnaires that have been saved as Excel files, or to export the current questionnaire into an Excel file.
      2. The Import Existing Template button allows users to import previously saved questionnaire templates housed within eMMA.
      3. The Preview button allows users to view what the questionnaire will look like to a respondent.
      4. The Clear All button allows users to remove all questions currently in the questionnaire.
   4. The questionnaire Sections are displayed on the left side of the screen. Users can use the + New Section button to create a new section.
      
      
      • You must create a section to add questions or subsections.
      • Existing sections can be reordered by clicking and dragging the Order  icon.
        
      • Click the More Options icon to edit, duplicate, or delete a section.
   5. The questionnaire Subsections and Questions are displayed on the right side of the screen. Users can use the + New Subsection button to add a new subsection, or the + New Question button to add a new question.
      • Note that subsections are not required to add questions to the questionnaire.
      • Questions will appear within the subsection that they are immediately below (i.e., if a question is listed higher than and subsection, that question will appear outside of any subsection).
      • Existing subsections and questions can be reordered by clicking and dragging the Order icon.
        
      • Questions and subsections can be edited by clicking the Pencil icon.
        
      • Click the More Options icon to edit, duplicate, or delete a subsection or question.
        
        
        
4. Click + New Section to create a new questionnaire section. 
5. Complete the Section (*) field which will serve as the name for this section. Users can also optionally complete the Description / Hints field to add additional context or instructions to the header of the section.
   
   
6. Click Save & Close to return to the Questionnaire Builder, or click Save & Add New to be immediately taken to a blank question. NOTE: To add subsections, repeat the process in steps 4-6, only begin by clicking + New Subsection rather than + New Section.
   
   
7. Click + New Question to add a new question.
8. Complete the Questionnaire Element section.
   • Type (*): The type of question that the respondent will answer. Refer to the table below for a list of different question types.
   • Label (*): The name of the questionnaire field.
   • Description/Hints: Additional context or instructions to be added to the question.
   • Add an Attachment to Question: Optionally, click the field to select a file from your desktop, or drag and drop a file onto the field to attach it to the question and make it available for the respondent(s) to download.
     
     

     Type	Description
     Text	This answer type allows the respondent to type the response into the questionnaire without restrictions on the type of characters that are used (i.e. letters, numbers, symbols).
     Long Text	Similar to Text, this answer type allows all character types in the response. The character limit for Long Text questions is significantly longer than for Text and should be utilized for in-depth responses.
     Numeric	This answer type will only allow numeric characters without symbols such as periods, commas, or dashes
     Date	This answer type will only allow answers in the date format. When the respondent clicks inside the field, they will be able to select a date from a calendar.
     Attachment (Single File)	This answer type allows the respondent to attach one file to the questionnaire.
     Attachment (Multiple Files)	This answer type allows the respondent to attach multiple files to the questionnaire.
     Single Selector from Custom List	This answer type allows the questionnaire creator to restrict the respondent’s answer to a list of values that will be configured by the user.
     Single Selector from Standard List	This answer type restricts the respondent’s answer to a list of values. The list must already exist in eMMA. (e.g., country, state) To make your own list, please use Single Selector from Custom List.
     Supplier Document	This answer type requires that the user indicate which Supplier Document Type they want the respondent(s) to upload. These documents can be quickly applied to a Vendor's record in eMMA directly from within the solicitation (e.g., if a user uploads a Vendor's license to do business)

     
     NOTE: If you create a question with the Single Selector from Standard List Type, you will be required to choose what the selector chooses from in the Selector field. These lists are generally common groups of options, such as Country, Commodity, or State.
     NOTE:If you create a question with the Single Selector from Custom List Type, you will need to input the values that respondents can choose from. Scroll down, and type in the first value in the Possible Values field. You can also use the Att. checkbox to indicate that the respondent must submit an attachment if they choose that value, and the Com. checkbox to indicate that the respondent must provide a comment if they choose that value.
     • You can copy the list of values created on another question in the questionnaire by clicking the Duplicate from template or question field and selecting it from the drop-down menu.
     • You can choose whether you would like these values to be presented to the respondent as Checkboxes, Radio Buttons, Buttons, or a Dropdown list. It is not recommended that you use the Stars option.
     • Click + New Line to add another value. 
     • When you have added all of the necessary values, click Save.
       
       
9. In the Advanced Properties section, use the associated checkbox(s) to indicate whether multiple answers are allowed for the question, if a question is mandatory, if additional comments can be made to clarify a response, or if the user can upload a supporting attachment to their answer. (Note that which options appear in the Advanced Properties section will vary depending on the Type selected)
   
10. The Advanced section allows the user to optionally create conditional constraints for the questionnaire. For example, answers to a question can be limited based on how the respondent has answered a prior question. All of the rules use “if/then” statements. (e.g., If [Q1] “Does your organization have experience with this process?” is equal to NO, then [Q2] “Please provide your additional qualifications.” Is mandatory.) Use the + Insert New Line button to add a new constraint Delete a constraint by clicking the Trashcan icon.
    
11. When you have finished setting up the question, click Save & Close to close the Question, or Save & Add New to open a new question in the same section and subsection.
    
    
12. Repeat steps 7-11 to add more questions to the questionnaire as appropriate. When you are finished, you can use the Preview Quick Action Button (see step 3) to see what the questionnaire will look like from the respondent's perspective. 
    • In most locations in eMMA, the next step is to hit the X icon to close the questionnaire builder, then click Save.
      
      
    • For Admins creating a new questionnaire from the Configure Questionnaire page, click Submit.