Visitor Role
The role ‘Visitor’ is not a mandatory part of a Q&A configuration, but can be used to give specific users full insights to the answer-side of a Q&A without letting them to interfere and take action.
As member of the visitor team you can:
- filter, search, and review all questions and answers
- export the questions you have been working on
But:
- As visitor you cannot take any action.
- As visitor you will see all questions and answers submitted to the answer-side, but not those questions, which have not been submitted by the question-side
You can have several different roles in a Q&A process at the same time. This article describes the functionalities and appearance for role ‘Visitor’. If you have other roles, too, further functionalities related to other roles will be available to you, too, and we recommend to also read the corresponding help articles as well.
Reviewing questions and answers
- After signing in to Drooms, select the desired project and click on the Q&A button to open the Q&A dashboard.
- The Q&A dashboard consists of a primary top tool bar, a secondary filter bar underneath, a left-hand panel with tab ‘Questions’ listing all questions and answers, perhaps a second tab ‘FAQ’ listing the questions and answers published as FAQ, and a right-hand overview for either showing your role(s) and team memberships in the Q&A and basic functionalities related to your role(s), or the question thread with all details concerning the question and answer selected on the left.
- Via the top tool bar you can enter some question id or specific text in the search text entry field to search the questions and answers for matches, and with a click on the blue filter icon right next to he search entry field open a filter dialog box with following filters:
- Last modified (today, yesterday, last week, +3 days, since last login, custom)
- Teams (involved question and answer-side teams, including an option to view also questions belonging to deleted question teams)
- Category (in case this feature is being used in a Q&A)
- Status (read, unread, drafts, open, closed)
- Priority (none, low, medium, high)
- With the secondary filter bar you can filter the questions displayed on the left for:
- questions ‘to distribute’, ‘to answer’, ‘to approve’, depending on the Q&A configuration
- questions pending review for ‘+3 days’
- questions ‘to distribute’, ‘to answer’, ‘to approve’, depending on the Q&A configuration
- Below the top tool bar and the filter bar, on the left the questions are listed:
- tab ‘Your tasks’ will be empty unless you have also some active role in the Q&A, tab ‘Questions’ lists all questions and answers present on the answer-side
- each question is listed with its question ID, and optionally the question team name, the beginning of the question, the reference folder or index point to which the question is related, the date of last action, and its current status in the Q&A process
- via ‘Sort by’ in the tab row questions can be sorted either by ascending question ID, or by descending date of last action
- tab ‘Your tasks’ will be empty unless you have also some active role in the Q&A, tab ‘Questions’ lists all questions and answers present on the answer-side
- When you click on any question, its question thread will be displayed on the right, with all details and the full question and answer texts, displaying every step and action taken during the Q&A process so far.
Exporting questions and answers
- Access the Q&A Dashboard:
- After signing in, select your project and click the Q&A button.
- Use the filter and search options in the top toolbar to refine the questions and answers if needed.
- Initiate Export:
- Click ‘Export Q&A’ in the top toolbar.
- Choose whether to export all or only the filtered questions and answers.
- Select File Format:
- PDF Export:
- Generates a detailed document with each question and answer on separate pages.
- Includes all relevant information, actions, and steps taken by the answer-side teams up to your level of access.
- Excel Export:
- Provides an overview of the current Q&A status (e.g., submitted, distributed, answered, approved).
- Does not include historical details of the answer process.
- PDF Export:
- Download the Export file:
- Click ‘Create export’ and open the ‘My downloads’ drop-down menu.
- Once the file is ready, download it.