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How a Powerful Question Structure Ensures Logical Document Templates
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Number one in the category of “stumbling blocks during template building”: variables. It’s like an escape room. If you miss something at the start, you’ll never get out. But practice makes perfect! A good set of basic question types also helps.
Defining Variables
You always start by placing the fixed text. This will automatically take you through all the variable elements that apply to your document template. List the variables clearly so that you can create an overview for yourself.
Categorize Your Questions
Do you have a clear understanding of the variables? If so, divide them into categories to create a basic structure. Think of it as a kind of Marie Kondo approach to your document template. Remove anything that is superfluous and group together items that belong together. From this basis, you can start thinking about the corresponding questions and any follow-up questions.
KISS: Keep It Simple & Straightforward
You may be familiar with the KISS principle. There is sometimes debate about its exact meaning (is it short & simple, smart & simple, simple & straightforward?), but whatever interpretation you give to the two S’s: keep it simple and uncomplicated! The trick is to make the question screen as simple and logical as possible for the end user. So make sure you understand that end user. Only then can you ask the right questions.
The Basic Question Types for Your Document Template
A good set of basic question types is key to creating a strong question structure in your document template. That’s why our SmartEditor (template builder) includes various question types that you, as a template builder, can use when drafting questions.
The yes/no question is always included in the collection. Hopefully, we don’t need to explain what the answer options are. If there are more answer options than yes or no, then as a template builder, you can choose a selection question. Here, you provide multiple answer options, from which the user can select only one. Can the end user select multiple answers? Then you can use a multiple-choice question. An open question gives the end user the space to formulate their own answer. Nice detail: whatever is entered here, the SmartEditor ensures that it appears in the document in the correct format and font (a bit of uniformity for the users).
The SmartEditor from SmartDocuments also allows you to work with a number question (only numbers possible), a date question (where, unsurprisingly, only a date can be entered), and a mask question (where the template builder determines the format in which the user must answer. This is useful, for example, if a specific postal code is requested).
A Helping Hand: Labels, Help Texts, and Mandatory Questions
To make navigating the question screen even more user-friendly, there are a number of things you can do as a template builder:
- Add a label
Is it a complex question, or do you want to give the user additional information? Add a label with information to clarify the question or provide a hint. Labels are displayed to the user by default. - Add a help text
A help text provides additional information about the question. Like a label, the help text can be displayed by default, but you can also choose to hide it. The user can open the text if necessary (this makes the question & answer screen a lot clearer). You can also include a hyperlink to a source with more background information in a help text. - Use a mandatory question
A user cannot ignore the question. This is useful, as it ensures that no questions are forgotten and that the user is guaranteed to complete the document in full.
Formatting the Answers
Another useful feature! If answers need to be displayed in a certain way in the document, you can specify this in the formatting. Think of names that start with a capital letter, just like the first word of each new sentence. You can also filter out excess spaces. This is useful when the user is not too careful about entering the data correctly (or is stuck on the space bar).
Asking Follow-Up Questions in the Question & Answer Screen
Some answers lead to more questions. Take a form when purchasing office supplies, for example. The customer may be asked to indicate whether the purchase is for business or personal use. If the customer selects ‘business’, a follow-up question may ask for a Chamber of Commerce number, for example, which is not relevant for a private customer. Based on the answer to the first question, the follow-up question will appear automatically or not.
Trial and Error: Testing the Question and Answer Screen
Okay. The question and answer screen has been filled in. Put it aside (figuratively speaking) and don’t open it again until the next working day. This will allow you to go through your question tree with a fresh perspective to test it. Is the question structure logical and clear? If you are working with multiple template builders, it is a good idea to check each other’s work. After all, two heads are better than one. And do you want to test it thoroughly? Then ask random colleagues to test your template.
You read it right: SmartDocuments guides you through the document creation process. Are you stuck while setting up your interactive document template? Or do you have a specific question? Our service desk is here to help (and they love difficult questions)!