Administrator's Guide: EZ Q&A (Version 2)

What is EZ Q&A? 

This new feature allows users to securely collaborate with fellow permission group members, in addition to workspace administrators, directly from their Q&A page. CapLinked’s EZ Q&A feature is a great fit for projects that require permission groups to communicate within their group, while maintaining access to workspace files.

Administrators of a workspace can easily manage which permission groups have the ability to communicate with each other on the Q&A page, and which groups will only have access to communicate with an admin. 

By default, workspaces will have Q&A Version 1 ("classic") enabled. Please reference Q&A Feature - Version 1 for more information. EZ Q&A must be explicitly enabled from the Settings page. Please see below for instructions on enablement.

Q&A Visibility Settings

• Non-admin users can ask questions directly on the Q&A page, as well as on a file, and reply to other group members' questions anonymously, if the "Anonymous" option is enabled for the group's settings by an administrator.
• Non-admin users can see the names of other users on Q&A activity, if the "Named" option is enabled for the group's settings by an administrator.
• Admins can enable the option for group members to only ask questions to admins, restricting non-admin user interactions, by enabling the "Private" option for the group's settings.
• If "Off" is set for a group, the users of that group will not be able to ask or see any questions.
• If a user is a member to 2 or more non-admin groups and more than 1 of those groups has "Named" visibility set, the user will see the group names from their Q&A page.

How to Enable/Disable the EZ Q&A Feature for a Workspace

A workspace administrator can enable the EZ Q&A with the following steps:

1. Navigate to the Settings page within the workspace
2. Select the "EZ Q&A" option under the Q&A section
3. Select the Save Changes button

A workspace administrator can disable the Q&A feature for the workspace overall with the following steps:

1. Navigate to the Settings page within the workspace
2. Select the "Off" option under the Q&A section
3. Select the Save Changes button

If the "Classic" option is selected, the original Q&A Version 1 feature will be enabled for the workspace. Please reference Q&A Feature - Version 1 for more information.

When EZ Q&A is enabled, specific Q&A visibility permissions will need to be enabled for each non-admin group, allowing users to ask questions from the Q&A page. 

If non-admin groups do not have Q&A visibility set, they will see a message from the Q&A page that states "Q&A is turned off."

Administrator Controls

EZ Q&A allows workspace administrators the following abilities:

• Add question with 1 or more replies to FAQ
• Bulk import questions via a CSV file to different groups
• Delete a question
• Post a question for a specific non-admin group (the group must have Q&A access already set)
• Mark a question as answered if it has at least 1 reply
• Set "Anonymous," "Named," "Private," or "Off" Q&A visibility for each non-admin group
• View group users and group questions
• Edit an existing question
• Assign a question thread to one or more administrators (only the assigned admin(s) will receive notifications for that thread, but all admins to the workspace can still view the thread from the Q&A page) 
• Download a full Q&A audit report

How to Ask a Question as a Non-Admin User

Ask a Question From the Q&A Page

A non-admin user can post a question directly to the Q&A page by selecting the Ask a Question button or on a file if "Anonymous," "Named," or "Private" is set for the non-admin group that the user is a member of.

If "Private" is set for a group, users will only be able to ask questions to admins. The users will not be able to see or interact with their fellow group members questions.

If "Off" is set for a group, the users of that group will not be able to ask or see any questions. They will not see the Ask a Question button.

Ask a Question on a File

If "Anonymous," "Named," or "Private" are set for a group, the users of that group can open a file that they've been given access to > select OPEN Q&A on the right sidebar > select the ASK tab to submit a question for that file.

How to Set a Non-Admin Group's Ability to See Users Within the Group

Administrators of the workspace can now allow non-admin users to view the names of other users who have submitted questions and/or replies. 

To enable a group's ability to see other user names within that group, use the following instructions:

1. Navigate to the Q&A page
2. Select the desired Question Group (non-admin group)
3. Select Settings for that group
4. Set the desired Q&A visibility access for that group (Anonymous or Named)
5. Save settings button

Non-admin users will see the first and last names of other users when "Named" Q&A visibility access is set. They will not be able to see the email addresses of other users.

Q&A Visibility Settings from the Permissions Page

A workspace administrator can also adjust a non-admin group's Q&A visibility settings from the Permissions page. This provides ease for the workspace administrators in managing a group's settings without having to navigate between the Q&A page and the Permissions page.

The following Q&A settings for a group are located on the Q&A page and the Permission page:

• "Show the names of users on Q&A activity"
• "Allow group to ask and reply to questions"

To locate these settings for a non-admin group from the Permission page, please use the following instructions:

1. Navigate to the Permission page within the workspace
2. Select the desired non-admin group name under Non-Admin Group
3. On the right sidebar for that group, locate the Q&A Settings and enable/disable those settings as desired for that specific non-admin group