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

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.

 

Learn more:  Check out our Importing a Source Document course in the Learning Station (a Loopio login is required to access this link)

 

Tip: Want to learn more about working with Projects? Start here: 

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:

Multiple Source Documents.png

 

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

Importing Content From a Document to a Project

Your Loopio Project is built 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 locations where the Answers should be exported 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
    Project Workspace with Import options indicated.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
    Mapped options.png
     

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

  5. Any Answer Sets that already exist in the spreadsheet as dropdown options (Data Validation/Multiple Choice Options) will be automatically detected and mapped

    These dropdown options in your Excel Source Document will be automatically added to your Project’s Answer Set Options
    Showing Sets Created from Source Document.png
  6. Additional Answer Sets can be created to address other dropdown style Answers by clicking into the Answer Cell and selecting +Add Answer Set
    Add Answer Set in Import Window.png
    or by clicking on Manage Answer Sets, then selecting +Add another Set
    Manage Answer Sets option in the import window.png
    Add another set link indicated.png
  7. Select your primary 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
    Answer Mapping Option.png
    Answer Column Mapped.png
    Additionally, you have the ability to create other free 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
    Add Additional Answer option during Import.png
    or by clicking on Manage Answer Fields, then selecting +Add Additional Answer Field
    Manage Answer Field button within import window.png
    Add Additional Answer Field option indicated on Manage Answer Fields popup.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.

    Additional Answer Field Indicated.png

  8. Proceed with mapping your Answer Sets using the steps here: Mapping Answer Sets to the Library

Importing from a Word Source Document

 

Learn more: For a full walkthrough of the redesigned Word Project Import experience, start here: How Do I Map Content to Import From a Word Source Document Into a Loopio Project?

    1. Within your Project, click Import
      Project Workspace with Import options indicated.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, or by clicking on Manage Answer Fields, then selecting +Add Additional Answer Field
      Manage Answer Field button within import window.png
      Add Additional Answer Field option indicated on Manage Answer Fields popup.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.

      Additional Answer Field Indicated.png

       

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

      Plus Icon for Mapping.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 Answer Sets for each Question
       

      Note: You can click any selected Section, Subsection, or Question to see the option to deselect the current selection, or deselect all selections below the current selection
      Deselect Option in Project Word Import.png

    7. Proceed with mapping your Answer Sets using the steps here: Mapping Answer Sets 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
    Project Workspace with Import options indicated.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
    Selected Text in PDF.png
  5. Click Import
  6. (Optional) To create and apply an Answer Set to the Project Entries, click on the Project Actions menu, then select Manage Answer Sets
    Manage Answer Sets option within the Project Actions menu.png
  7. Click + Add Another Set
    Add another set link in Manage Answer Sets popup.png
  8. Configure the Answer Set Name and its Options
    Editing the Answer Set title and Options.png
  9. Click Save
  10. (Optional) Click Add to all Project Entries, or manually add the Answer Set to selected Questions
    Add to all Project Entries option.png

Mapping Answer Sets to the Library

Once your document’s Answer Sets have been created, map the answers back to your Library’s Answer Set Options. This ensures that Answer Sets can automatically be populated when using Magic, Library Search, Reviews from Library and Reviews from Projects, using the Answer Sets that exist in your Library.

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

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

Manually Adding and Deleting Answer Sets

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

Add Answer Set Popup.png

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

  1. In the Project Import window:
    • Excel import:
      Manage Answer Sets option in the import window.png
    • Word import:
      Manage answer sets option in Word import window.png
  2. In the Project workspace, by clicking the Project Actions menu (⋯) in the upper right-hand corner (works with Word, Excel and PDF files):
    Manage Answer Sets option within the Project Actions menu.png

Manually Adding Answer Sets

To manually add a new Answer Set:

  1. In the Manage Answer Sets modal, click + Add Another Set
    Add another set link in Manage Answer Sets popup.png
  2. Enter the Answer Set name
  3. Enter the Answer Set Options that should appear 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 Answer Set Options you can have in a dropdown list.

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

Deleting Answer 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 an Answer Set, you can delete that set.

 

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

To delete Answer Sets:

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

    For all document types:
    • Within the Project Workspace, by opening the Project Actions menu (⋯) then selecting Manage Answer Sets
      Manage Answer Sets option within the Project Actions menu.png

    For Excel files:
    • During Import, by clicking Manage Answer Sets at the bottom
      Manage Answer Sets option in the import window.png
    • During Import, by hovering over an Answer Set Option then clicking Edit
      Editing a set by hovering.png
    For Word files:
    • During Import, by clicking Manage Answer Sets on the left
      Manage answer sets option in Word import window.png
  2. Click on the trash bin icon
    Deleting an answer set in the Manage Answer Sets popup.png

Selecting Answer Set Locations on Import

Hover over one of the sets to see a summary of the Answer Set name and Answer Set Options, or to edit the set:

Editing a set by hovering.png

You can also assign an Answer, Answer Set, or Additional Answer 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 Answer Set, + Add Additional Answer or any existing Additional Answer or Answer Set.

 

Note: It is important to select your Answer locations on import, making these dropdowns and additional answer fields available on the respective Project Entries within the Project Workspace

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:

Y N NA Matrix.png

To set up your Answer Sets:

  1. Create a new Answer Set for each of the columns and type X as the only Answer 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)
    Yes and No Only Answer Sets.png
  3. Assign each Answer Set to its respective column in Loopio:
    Yes No NA Answers Mapped.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 corresponding to the appropriate Answer
    X entered in the Yes dropdown.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 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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