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How Do I Import Questions from my Source Documents to a Project?

Leopoldo Villasana
  • Updated

Loopio's Project Workspace allows you to work with your client's documents to Import, Answer, and Export questions from a central location, all while making use of your Library's content to quickly complete Projects.

In This Article:

For an overview of both the Project Import and Export workflows, check out this video: 

 

Tip: Want to learn more about working with Projects? Read on: 

What File Types Can be Imported?

File types that can be used to bulk import requirements directly into Loopio using the Source Document import method include:
  • Microsoft Word documents (.doc or .docx)
  • Excel spreadsheets (.xls or .xlsx)
  • PDF (.pdf)

You can import requirements from multiple source documents:

Screen_Shot_2020-07-09_at_9.36.33_AM.png

 

Note: Projects imported from a PDF Source Document must be exported to a Custom Document.

Importing Content From a Document to a Project

Loopio structures a Project by:

  1. Mapping out the structure of the document using Sections and Subsections
  2. Selecting the Questions in the document that require answers
  3. Marking where Answers should be exported into once the Project is complete
 

Permissions Required: Loopio-wide Project, Level 2 (Creator) or higher, or project-specific "Project Admin" permissions are required to add a Source Document.

Read more: Loopio-wide versus Project-specific permissions

Importing from an Excel Source Document

  1. Within your Project, click Import
    Import_Questions_Options.png
  2. Select your Source Document
  3. Click Import 
  4. Choose locations for your Sections, Subsections, and Questions by clicking into a cell and selecting one of the options
    Screen_Shot_2020-09-11_at_2.17.33_PM.png
     

    Tip: Want to learn more about available options when importing from Source Documents? Read on: Using Source Documents in Projects


  5. Loopio will automatically detect any Compliance Sets that already exist in the spreadsheet as dropdown options (Data Validation/Multiple Choice Options).

    These dropdown options in your Excel Source Document will be automatically added to your Project’s Compliance Options
    Screen_Shot_2020-09-11_at_2.19.10_PM.png 
  6. Additional Compliance Answer Sets can be created to address other dropdown style Answers by clicking into the Answer Cell and selecting +Add Compliance Answer
    Screen_Shot_2020-09-11_at_3.19.59_PM.png

    or by clicking on Manage Compliance Answers, then selecting +Add another Set
    Screen_Shot_2020-09-11_at_3.14.02_PM.png
    Screen_Shot_2020-09-11_at_2.20.00_PM.png
  7. Select your long text Answer locations by clicking into the respective cell and selecting Answer. Loopio will automatically populate the rest of the cells in the selected column with the Answer label
    Screen_Shot_2020-09-11_at_3.29.04_PM.png
    Screen_Shot_2020-09-11_at_3.30.20_PM.png
    Additionally, you have the ability to create other long text Answer options in case your Project contains Questions that require more than one Answer. This can be achieved by clicking into the respective cell, then selecting +Add Additional Answer
    Screen_Shot_2020-09-11_at_3.29.40_PM.png

    or by clicking on Manage Answer Fields, then selecting +Add Additional Answer Field
    Screen_Shot_2020-09-11_at_3.32.35_PM.png
    Screen_Shot_2020-09-11_at_3.33.43_PM.png
     

    Note: It is important to select your Answer fields at this stage, as it will enable these text fields to appear in your Project Entries.

    Screen_Shot_2020-10-06_at_9.50.49_AM.png

  8. Proceed with mapping your Compliance Answers using the steps here: Mapping Compliance Answers to the Library

Importing from a Word Source Document

    1. Within your Project, click Import
      Import_Questions_Options.png
    2. Select your Source Document
    3. Click Import
    4. To help you get started with your new Project, Loopio will automatically identify potential Questions and Answer locations in the imported document, then select them as such in the Import screen. Verify that all Questions have been properly identified and make corrections as necessary
       

      Tip: You'll see a notification on-screen as soon as this happens. You can click Go To First One to see the first automatically selected Question or click See Details to see a high-level summary of what was automatically selected for you.
      Screen_Shot_2020-10-26_at_6.04.54_PM.png

       

      Note: The Platform will assess its own performance, and refrain from automatically selecting Questions for you if it feels it did not do a good job identifying them.

    5. You also have the ability to create other long text Answer options in case your Project contains Questions that require more than one Answer. This can be achieved by clicking into the already selected Answer location, then clicking +Add Additional Answer
      Screen_Shot_2020-11-03_at_3.03.36_PM.png

      or by clicking on Manage Answer Fields, then selecting +Add Additional Answer Field
      Screen_Shot_2020-11-03_at_3.06.58_PM.png
      Screen_Shot_2020-09-11_at_3.33.43_PM.png
       

      Note: It is important to select your Answer fields at this stage, as it will enable these text fields to appear in your Project Entries.

      Screen_Shot_2020-10-06_at_9.50.49_AM.png

       

      Tip: Other potential Answer locations will be marked with a blue plus icon button. Hover over the "+" symbol to select your Answer text.

      A_screenshot_of_the__select_Answer_location__button_for_Project_Import.png

    6. Choose locations for your Sections and Subsections by clicking each header text and selecting one of the options. Loopio will also detect possible Compliance Answer for each Question
    7. Proceed with mapping your Compliance Answers using the steps here: Mapping Compliance Answers to the Library
    8. Click Import

Importing from a PDF Source Document

 

Note: Unlike Word and Excel source documents, Loopio does not support exporting back to a Source Document for PDF. PDF Projects can be exported to a Custom Excel, Word or HTML document.

  1. Within your Project, click Import
    Import_Questions_Options.png
  2. Select your Source Document
  3. Click Import
  4. Choose locations for your Sections, Subsections, and Questions by clicking the text and selecting one of the options
    A_screenshot_of_the_Project_Import_modal_for_a_PDF_document__with_Sections__Subsections__and_Questions_selected.png
  5. Click Import
  6. (Optional) To create and apply a Compliance Set to the Project Entries, click on the Project Actions menu, then select Manage Compliance Sets
    Project_Actions_-_Manage_Compliance_Sets.png
  7. Click + Add Another Set
    Manage_Compliance_Sets_-_Add_Another_Set.png
  8. Configure the Compliance Set Name and its Options
    New_Compliance_Set.png
  9. Click Save
  10. Click Add to all Project Entries
    Add_to_All_Project_Entries.png

Mapping Compliance Answers to the Library

Once your document’s Compliance Sets have been created, map the answers back to your Library’s Compliance Options. This ensures that Compliance Answers can automatically be populated by Magic, Library Search, and Close Loop using the Compliance Answers that exist in your Library.

Want to learn more about mapping Compliance Options? Read on: Mapping Compliance Sets 

  1. Click Manage Compliance Sets 
  2. The word “Mapped” will be displayed beside Sets that have been mapped to the Library
    Manage_Compliance_Sets_-_One_Set_is_Mapped.png
    Answers will automatically map if there is an exact match (case sensitive) with an existing Compliance Answer in your Library.
  3. Click the Pencil icon to edit the Set
  4. For each Compliance Option in the Set, select the desired Library Compliance Answer from the “Map to Library” dropdown
    Compliance_Set_-_Map_to_Library_Option.png
  5. Click Save, then repeat for all remaining Compliance Sets you would like mapped to your Library

Manually Adding and Deleting Compliance Sets

In addition to automatically mapped Compliance Sets, Loopio allows you to create your own Compliance Sets to address dropdown-style answers.

New_Compliance_Set.png

Add new Compliance Sets by clicking Manage Compliance Sets. This option appears in two different locations:

  1. In the Project Import window (works with Word and Excel docs):
    mceclip0.png
  2. In the Project workspace, by clicking the Project Actions menu in the upper right-hand corner (works with Word, Excel and PDF docs):
    Manage_Compliance_Sets_-_Project_Actions.png

Manually Adding Compliance Sets

To manually add a new Compliance Set:

  1. In the “Map Compliance Set” modal, click + Add Another Set
    Add_Another_Compliance_Set.png
  2. Enter the Compliance Set name
  3. Enter the Compliance Options that should appear as options in this dropdown
  4. Add a new option (if necessary) by clicking on +Add Another Option
     

    Note: There is no limit to the number of Compliance Options you can have in a dropdown list.

  5. Map the Compliance Options to the Library, if necessary
  6. Click Save
    Filled_in_Compliance_Set.png

Deleting Compliance Sets 

If the Import process has detected dropdowns you do not want in your Project (such as vendor scoring), or you if no longer want to use a Compliance Set, you can delete that set.

 

Warning: Once a Compliance Set is deleted from a Project, it cannot be recovered. Once an auto-detected Compliance Set has been deleted from a column, no Compliance Sets can be added to that column.

To delete Compliance Sets:

  1. Open the Manage Compliance Sets modal. This modal can be accessed in up to three ways, dependent on your source document type:

    For all document types:     Within your Project, by clicking the gear icon then selecting “Manage Compliance Sets”
    Manage_Compliance_Sets_-_Project_Actions.png
    For Word and Excel documents: During Import, by clicking “Manage Compliance Sets” at the bottom of the Import modal

    For Excel documents only:     During Import, by hovering over a Compliance Option then clicking “Edit”
    Edit_CA_-_In_Import_Window.png
  2. Click on the bin icon
    Delete_Compliance_Set.png 

Selecting Compliance Answer Set Locations on Import

Hover over one of the sets to see a summary of the Compliance Answer name and Compliance Options:

A_screenshot_of_the_pop-up_window_that_shows_the_summary_of_the_compliance_answer_name_and_validation_options.png

You can also assign an open comment Answer or a new Compliance Answer set to an additional cell in your document for each question by clicking on a cell on the same row as a Question and choosing one of the available options: Answer, + Add Compliance Answer, or any other additional Compliance Set:

A_screenshot_of_the_Answer_options_pop-up_window.png

 

Note: It is important to select your Answer locations on import, making these dropdowns available on the respective Project Entries

My Document Requires an "X" in the Answer location

There may be documents you receive where you need to mark the appropriate answer with an X, rather than selecting from a list of answers:

 A_screenshot_of_a_test_Excel_Compliance_Project_with_the_Yes__No__Not_Applicable_columns_that_require_an_X_for_an_answer_indicated.png

To set up your Compliance Sets:

  1. Create a new Compliance Set for each of the columns and type "X" as the only Compliance Option in the Set
  2. Map each Set to their respective Library Answer (in the example above, the YES, NO, and Not Applicable sets were mapped to the Yes, No and N/A Library Answers respectively)
     Vendor_Questions_-_Yes.png
    Vendor_Questions_-_No.png
    Vendor_Questions_-_N_A.png
  3. Assign each set to its respective column in Loopio:
    A_screenshot_of_the_Answer_options_pop-up_window_with_the_YES_Compliance_Set_indicated.png
    A_screenshot_of_the_Answer_options_pop-up_window_with_the_NO_Compliance_Set_indicated.png
    A_screenshot_of_the_Answer_options_pop-up_window_with_the_N_A_Compliance_Set_indicated.png
    A_screenshot_of_the_Answer_fields_populated_with_their_respective_Compliance_Sets.png
  4. Project Entries in the Project will now have multiple Sets applied to them, each with one option, "X". Select the "X" in the Set with the appropriate Answer
    Three_Sets_of_Compliance_Answers_with__X__option_in_Project.png

Import Tips For Source Documents

  • Want to change the selection type, or remove a selection altogether? If any Questions, Sections, or Subsections were selected incorrectly, you can hover over the letter and choose the correct selection type, or click Remove to deselect the text
    Remove_Selection.png
  • Want to control whether your content is automatically selected? When Auto Select is turned on, text with the same format will be detected and identified as the same selection type. If you do not want Loopio to automatically select similar Questions, you can turn Auto Select OFF using the toggle in the bottom left side of the Import Preview pane
  • Want to control your Project's Question numbering? If you don’t want the same numbering in your Loopio Project as in your Source Document, you can turn Auto Find Numbers OFF using the toggle in the bottom left side of the Import Preview pane
    A_screenshot_of_the_Project_Import_modal_showing_Auto_Select_and_Auto_Find_Numbers_options.png
  • Want to save your selections and continue Importing content later? For longer documents, you can click Save to save your progress and continue making selections at a later time
  • Need to import more content from your document? Clicking Import in a Project after your selections have been imported will allow you to select more content to import. The previously imported text will be highlighted in grey, locked from editing
    Screenshot_of_reselecting_content_from_an_Excel_Source_Document.png
  • Want your selection to include more (or less) than what is currently selected? (PDF or Word documents only) To edit a selection, click on the selected text to activate Edit Mode. Drag the paddles into place to cover the text you would like to include, then click the checkmark to confirm your new selection
    A_screenshot_of_the_Project_Import_modal_showing_the_selection_paddles_for_selecting_more_or_less_text.png

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