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Create an Assessment

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Welkin Customer Success
Updated

In this guide, we’ll walk through how to create Assessments in Workshop. 

First steps

  1. Begin by learning about Assessments with this feature overview.
  2. Now that you understand the feature, it’s time to start building. Begin by ensuring that you’ve moved your configuration “Back to Build” to make changes.
  3. Next, choose Assessments from the Element section of the Workshop menu. This opens up the Assessments landing page. Once you’ve made an Assessment, it’ll be displayed on this page. 
  4. To create an Assessment, click the Create Assessment button.

Create an Assessment

On the New Assessment page, you will begin making your form. As you build the Assessment, your changes will appear In the Preview screen. 

  1. Enter a Name for this Assessment. Choose a name that’s unique, and concisely describes its purpose-- these names are displayed to coaches as a list on the Patient Profile Assessments menu, and as drop-down menu items when building Processes that use Assessments as a condition.
  2. Next, select the Audience for this Assessment. Select Coaches if you don’t want patients to have access to it. Select Coaches and patients if you plan to send the Assessment directly to patients.

Sections

Create multiple Sections to group related questions together, break up the form by workflow, or to simply organize the Assessment so it's easier for the reader to understand..

  1. To make more sections, click Add Section.
  2. Similar to Assessment names, enter a Heading to briefly convey the focus of that section to the audience. For example, “Habits & Practices.”
  3. You can write a Description to provide further context for the section. You can also use the Description field to create scripts for coaches administering that Assessment.

Important Note: Ensure the Assessment has Coach as the Audience selection before creating a script that’s not intended for patient view.

  1. Write a Footer if you’d like to end conclude a section with any text for audience. For example, “Thank you for completing the Habits & Practices portions of this survey.”
  2. To delete a section, click Delete Section.

Important note: Deleting a section will delete all questions within that section.

Fields

To add questions to your Assessment, you must first decide on a field type. “Fields” refer to the individual questions that you add to an Assessment. Each field type offers a specific format for how responses to that question can be submitted. Consider the information you want to collect, and then select the field option best suited for that response. 

Assessment field options are:

Text Field- Text fields provide an empty text box for open-ended text responses.

Read-only Text- Read-only text allows you to add text to your form that’s intended to provide information, not prompt responses. For example, instructions or scripts.

Multiple Choice Field- Multiple choice fields let you create a drop-down menu with predefined response options. You can enable this field to allow the respondent to select multiple options, or just one. 

Number Field- Number fields only accept numeric responses. You can enable this field to allow whole or decimal responses.

Date Field- Date fields display a calendar from which the respondent must select a date.

  1. To add a field, click on the (+) button, and select an option from the drop-down menu. Every field will have an automated Field ID, which acts as a reference number for that question.
  2. There are multiple selections you can make inside each field. Begin by entering a Question. You can add “variables” to your questions, to personalize them for the respondent or have them reference specific data.

Variables

Variables are placeholder displays that automatically populate with the dynamic data they represent, whenever the Assessment is triggered. The data that appears in place of the variable code is automated based on the context of the Assessment.

For example, if you paste the {{patient_first_name}} variable code after “Hello” in the Question box, and that Assessment is sent to Yogi Bear, the question will read “Hello Yogi.”

Currently, Assessment variables include:

  • Patient names
  • Coach names
  • Appointment information
  • Custom Data

Important Note: You must first create Appointment Prompts and Custom Data in Workshop, in order for those variable options to appear in the variables menu.

  • To use a variable, click Add Variable. Select an option from the menu by clicking the variable code to copy it. To close the variables menu, click Close Variables, then insert your cursor into the question where the data should appear, and paste.

 3. Next, select if the question will be Required and/or Conditional. If this question should be         answered by everyone who receives the Assessment, click the Required checkbox. Otherwise, leave     the box unchecked.

Conditional fields

Making a field conditional allows you to enable or disable the field on the assessment form, depending on a previous question’s response. If you select to enable the question based on a condition, the question will be hidden until the conditions are met. If you select to disable the question based on a condition, the question will be shown until the conditions are met.  Conditional fields ensure respondents won’t have to process questions that aren’t relevant to them, so the form stays as brief as possible.

Example 1:

The initial question asks “Do you smoke tobacco?”. When this question is answered “Yes,” then the Assessment will enable a series of follow-up questions based on that response, such as “How often do you smoke?” or “Do you want help quitting smoking?”.

If “No” is selected, those follow-up questions won’t be active on their Assessment.

How to build this conditional flow:

    1. The 3 questions should be created as questions in the Assessment. For “How often do you smoke?” click the Conditional checkbox. 
    2. Select the Conditional Type as Enable this Field. 
    3. For “Select Conditional” select When All [of the following conditions are met].
    4. Click “Add Field Condition” and select the Field ID for the question “Does this patient smoke?” (The field ID can be found underneath the “Question” section of a question but above the response(s) in Workshop.)
    5. Set the Response Condition to Equals and Value to Yes.
    6. In the right hand preview pane, you can test the conditional logic by setting the answer to “Does you smoke tobacco?” to Yes and then No, which will show the conditional questions and then keep them hidden, respectively.
    7. Repeat steps 2-6 with the question “Do you want help quitting smoking?”

Example 2: A question asks, “In the past 2 weeks, how often have you been unable to stop or control worrying?” and the allowed responses are:

  1. Not at all
  2. Several days
  3. More than half the days
  4. Nearly every day

If a patient selects 3 or 4, an additional question should appear asking the patient if they would like to speak to one of our providers about anxiety management. 

How to build this conditional flow:

  1. The 2 questions should be created as questions in the Assessment. For “Would you like to speak to a provider about anxiety management?” click the Conditional checkbox. 
  2. Select the Conditional Type as Enable this Field. 
  3. For “Select Conditional” select If any [of the following conditions are met].
  4. Click “Add Field Condition” and select the Field ID for the question “In the past 2 weeks, how often have you been unable to stop or control worrying?” (The field ID can be found underneath the “Question” section of a question but above the response(s) in Workshop.)
  5. Set the Response Condition to Equals and Value to C. More than half the days.
  6. Repeat steps 4 and 5 for Response Condition Equals Value to D. Nearly every day.
  7. In the right hand preview pane, you can test the conditional logic by setting the answer to “In the past 2 weeks, how often have you been unable to stop or control worrying?” to each of the answers, which will show when the follow up question will or will not be displayed.

Important Note: You must create the initial question that impacts this new field before you can make it conditional. When making a conditional field, you’ll need the initial question’s field ID for reference. The field ID can be found underneath the “Question” section of a question but above the response(s) in Workshop. You can also rename the Field IDs to be more descriptive when you originally create the question, to make it simpler to reference.Multiple Choice Fields 

In multiple choice field,  you must create options for the respondent to choose from, that will appear as a drop-down menu. 

  1. For each menu item, click Add Option and enter the response. 
  2. If you want to allow the respondent to select multiple options, click Allow multiple selections checkbox. Otherwise, leave the box unchecked. 

Multiple Choice Fields 

In multiple choice field,  you must create options for the respondent to choose from, that will appear as a drop-down menu. 

  • For each menu item, click Add Option and enter the response. 
  • If you want to allow the respondent to select multiple options, click Allow multiple selections checkbox. Otherwise, leave the box unchecked. 

Number Field

  • To enable decimal or fraction responses in number fields, click the Allow decimal responses checkbox. If you want responses to be submitted using whole number only, leave the box unchecked.

Last steps

Select permissions for this Assessment using the Visible to options:

Select the Roles and Phases this Assessment be accessible to.

Important Note: To see your new assessment reflected in coach portal, you must first test and then publish your changes. 

Rearrange fields

Once you’ve created questions, you can rearrange them. 

Click Rearrange fields to reorder how questions appear in a section, or move them between sections.

When you’re finished building your Assessment, or want to save your work: 

Click Create Assessment 

Here are some additional resources: