Create a Custom Disclosure Template

Custom disclosure templates let you build your own employee-facing questionnaire from scratch. You write the questions, choose the kinds of answers you collect, decide which answers need attention, and set up how submissions are reviewed. Use a custom template when the standard disclosure types don't fit what your firm needs to collect. This could be a periodic attestation, a check on employment details, or a follow-up questionnaire on a specific topic.

Create the template

1. Go to your product settings and open the template library. The library holds every reusable template used across your workflows.
2. Click "Create template". In the "Create a new template" dialog, stay on "Start from scratch".
3. Enter a "Template name" that your team will recognize easily. You can also add a description if you like.
4. Under "Module", select Disclosure. This is the module for employee-facing questionnaires.
5. Under "Disclosure type", select Custom so that you can design every question yourself. You can't change the disclosure type after the template is created.
6. Click "Create template" to open the template builder.

Build your questions

Questions in the builder are grouped into categories. Start by naming your first category for the related questions it will hold. Then add questions to it. Each question can collect a different kind of answer, and you can set these options on any question:

• Required: employees can't submit the disclosure without answering the question.
• Flagging: the platform alerts you when an answer needs attention. For example, on a yes-or-no question asking whether an employee has completed all of last quarter's certifications, you can flag any "No" answer for follow-up.
• Instructions: a short note telling employees how to answer, such as the format to use for a date.

Pick the answer format that suits each question:

• Yes/No for simple confirmations.
• Date for questions such as an employee's date of employment. You can tag a date question as the effective start date, which tells the platform when the disclosure takes effect.
• Long answer for detailed, free-form answers, such as a description of the employee's role and responsibilities.
• Multiple choice to keep answers consistent and easy to review. After you add the question, define the answer choices and make sure they cover every possible case. For example, a question about how many complaints an employee handled last year needs ranges that run all the way to the top.
• Short answer for a quick explanation.

Show questions only when they're relevant

Use conditional logic to show a question only when an earlier answer makes it relevant. For example, you can add a short-answer question asking employees to explain their answer and base it on the complaints question. The question then appears only when someone selects the highest range, such as five or more complaints. Mark the question as required so employees must answer it whenever it appears. You can also flag that answer so a high complaint volume comes to your attention.

For longer questionnaires, add more categories to keep things organized. Name each new category and give it at least one question to start, such as a simple yes-or-no question. You can fill in the rest later.

Set up the approval workflow

When your questions are done, publishing takes you to the approval workflow. Under "Approval steps", you set who reviews submissions from this template and in what order. Each step must be finished before the next one starts.

1. In the first step, under "Reviewer group", pick the groups or individual employees who will review submissions. If you change your mind, you can remove reviewers from a step.
2. To have a second reviewer weigh in, click "Add reviewer step". A template can have up to two steps: an initial review and a final review.
3. If you want reviewers to complete a short checklist before approving, turn on "Require review form" for that step. Then choose a form from the template library. Reviewers fill out the form only to approve. They don't need it to send a submission back or reject it.

Note: Each step needs at least one reviewer who holds the disclosure approval permission. If none of the selected reviewers can approve disclosures, the platform shows a warning, and you can't publish until you fix it.

Publish the template

Click "Publish" to make the template available for disclosures right away. Your new custom disclosure template then appears in the template library, ready to assign.

Once you assign the template, employees will see your questions when they fill out the disclosure. Flagged answers will be highlighted for follow-up, and each submission will go through the approval steps you set up. To change the questions or reviewers later, open the template from the library, make your edits, and publish again.