Technical questions

The Technical question feature allows participants to ask questions about an agenda item and its attachment(s) to the person/policy officer/civil servant responsible before the meeting.

Attention: The entire process is explained below. Only the bold text is directly applicable to the admin office.

Preparing the agenda item

1. Click on the “Agenda” module.
2. Open the agenda in question.
3. Create or open the agenda item in question.
4. Select the person/civil servant responsible for responding to any possible questions in the Policy Officer drop-down menu.
5. Click Save.
6. Add an attachment to the agenda item (mandatory).
7. Click  in the top right-hand corner to edit the agenda information.
8. Select “Members” in the “Visible to” drop-down menu.
9. Click Save.

The technical-question process for participants

1. The participant logs into the online dashboard.
2. Opens the agenda module on the Meeting participant tab.
3. Opens the agenda in question.
4. Clicks on in the agenda item in question. A new screen opens.
5. (Clicks on the button displaying the question mark and plus to open an overview of questions that have already been asked.)
6. Selects if the question is regarding the entire item or just the attachment.
7. Enters a subject.
8. Enters the technical questions in the Question field.
9. Saves. The question is now visible for every participant with access to the agenda.
10. is now orange, which indicates that not all questions have yet been answered.

The technical-question process for the person/civil servant/policy officer responsible

1. The civil servant logs into the online dashboard.
2. Clicks on the Workflow tab.
3. Clicks on Work supply; the Work supply tab opens.
4. Clicks on the Technical question button; a new screen opens.
5. Clicks on Answer technical question.
6. Enters the reply in the Answer field.
7. Clicks on Answer technical question.

Reply in the participants’ agenda

1. The participant logs into the online dashboard.
2. Opens the agenda module on the Meeting participant tab.
3. Opens the agenda in question.
4. Clicks on in the agenda item.
5. The reply, the date of the reply and the name of the civil servant who replied are now visible in the overview.
6. The icon turns green when all questions have been answered.

Handing over a technical question in DossierFlow

With the Hand over option, the technical question can be handed over to another person if the recipient of the question is unable to answer it.

This works like this:

1. The manager of the department in which technical questions can be asked is assigned the Handover right by the Helpdesk.
2. The manager goes to the environment and logs in.
3. The manager clicks on the DossierFlow tab.
4. Clicks the Work Inventory tile.
5. Clicks on the Department Dossiers tab.
6. Clicks on to open the technical question dossier.
7. Click on Hand over button: a new screen opens
8. Select a recipient from the Hand over drop-down menu.
9. Clicks Hand over.
10. The technical question now appears in the worklist of the selected person.

Processing questions 

1. Open the agenda in question.
2. Click on in the agenda item.
3. In addition to the questions, the reply, the date of the reply and the name of the civil servant who replied are now visible in the overview.