Creating a questionnaire for the RFI (Step 3)

In this article, you will learn how to create a comprehensive questionnaire using all available options, which can be sent to selected suppliers as part of a Request for Information (RFI). The goal is to collect relevant information in a structured manner in order to make a preselection of potential supplier companies.

After the process is published, suppliers will receive a defined submission deadline for completing and returning the questionnaire. Finally, the responses will be evaluated using a standardized scoring matrix to establish an objective and transparent basis for a decision-making.

Starting to create a questionnaire

You have successfully initiated an RFI (see Step 1 and Step 2) and now intend to create a questionnaire. Start creating the questionnaire by clicking the Add section button:

Give the first section a title (mandatory field) and a description (optional) to explain the section's objective and purpose to the supplier. To select the first question type, click the Add question button and choose one of the available question options from the dropdown list.

You can add additional question options to each section, which will relate to that specific section. To do this, click Add question within the section.

Explanation of the available question options:

Question Option: Text Field (Single-line and Multi-line)

The Text field option allows you to create open-ended questions that suppliers can answer using either a single-line or multi-line input box.
The single-line version is suitable for short responses such as names, numbers, or keywords.
The multi-line text field provides sufficient space for more detailed answers, explanations, or comments.

Within each section, you can define for every individual question whether the text field should be single-line or multi-line.

Purpose and Benefits:

• Flexibility: Allows for individual and detailed responses beyond standardized choices.

• Qualitative Information: Ideal for descriptions, reasoning, additional explanations, or comments.

• Supplementary Details: Useful for obtaining precise information that doesn’t fit predefined options.

Typical Use Cases:

• Explanation of specific features or added services:
  “Please briefly describe your unique selling points.”

• Providing contact persons or contact details:
  “Name and contact information of the responsible project manager.”

• Comments or further notes on other responses:
  “Please explain why you chose a particular answer.”

Enter a question text (required field) in the respective field. Create a question that the supplier should answer using a text field. If needed, formulate a request, e.g., asking suppliers to upload supporting documents.

Enter a percentage weighting (required field), mark the question or request as mandatory (optional), and decide whether to allow the upload of attachments for the supplier (optional).

To delete the entire question, click the trash bin button.

Question Option: Number

Numeric input fields are ideal for questions expecting a specific number as an answer.
This option is often used when standardized, quantifiable data is required — such as company size, revenue, or number of locations.

Purpose and Benefits:

• Structured Data Collection: Entering a number enables uniform response gathering.

• Comparability: Answers can be easily compared or processed in evaluation matrices.

• Automated Evaluation: Numeric fields can be directly used in calculations, filters, or scoring models.

Select Number as a question option via the Add question button.

Enter a question text (required field). Write a question that the supplier should answer with a numeric value.
In the lower area, you can define the allowed number of decimal places.

Enter a percentage weighting (required field), optionally declare the question as mandatory, and decide whether to allow file uploads.

To delete the entire question, click the trash bin button.

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Question Option: Number

Question Option: Date Picker

The Date picker option allows suppliers to select a specific date using an integrated calendar.
This ensures that date entries are uniform and in the correct format, without the need for free-text input.

A calendar widget will be shown to the supplier, allowing them to select a date with a click.
Manual input is restricted to the language-specific date format set in the Cover Page tab (e.g., DD.MM.YYYY for German; YYYY-MM-DD for English).

Purpose and Benefits:

The date picker is suitable when a clearly defined event or deadline is required.
Typical use cases include:

• Validity of certificates or evidence
  Example: “Until what date is your ISO 9001 certification valid?”

• Project completion or milestone dates
  Example: “When was the last comparable project completed?”

• Availability information
  Example: “From when can you provide personnel for the project?”

• Contractual deadlines or lead times
  Example: “By when could you submit an initial offer?”

Select Date picker as a question option via the Add question button.

Enter a question text (required field). Write a question for which the supplier should select a date.
In the lower section, define whether the entry should be a full date, year only, or a date with time.

Enter a percentage weighting (required field), optionally declare the question as mandatory, and decide whether to allow file uploads.

To delete the entire question, click the trash bin button.

Question Option: Single Choice (Dropdown)

This option allows you to provide a predefined list of response options from which the supplier can select exactly one via a dropdown menu.

In the questionnaire, you can:

• Define any number of answer options

• Set the order of the options

• Optionally add a “no answer” or “not applicable” option

Purpose and Benefits:

The dropdown single choice is ideal for structured decision-making questions expecting only one valid answer.

• Standardization: Ensures uniform feedback for easier comparison

• Consistency: Avoids format deviations as with free text

• Easy Evaluation: Simplifies scoring or filtering in later stages

Typical Use Cases:

• Categorization
  “What type of company do you operate?”
  (e.g., Corporation / SME / Small business)

• Status checks
  “Do you have a valid ISO 14001 certification?”
  (Yes / No / In preparation)

• Project readiness
  “Can you take on the project in the desired timeframe?”
  (Yes / No / Under reservation)

• Country or language selection

Select Single choice (Dropdown) as a question option via the Add question button.

Enter a question text (required field). Write a question or request for which the supplier must choose one of your predefined dropdown options.

Enter a percentage weighting (required field), optionally declare the question as mandatory, and decide whether to allow file uploads.

To delete the entire question, click the trash bin button.

Question Option: Multiple Choice (Checkbox)

The Multiple choice (Checkbox) option allows you to provide a predefined list of answer choices from which the supplier can select one or more options simultaneously.
Unlike single choice (dropdown), this allows a combination of multiple applicable answers.

As questionnaire creator, you can:

• Define any number of response options

• Set the order of choices

• Optionally add a free-entry option like “Other (please specify)”

• Set whether selecting at least one option is mandatory

Purpose and Benefits:

• Flexible answers when multiple aspects may apply

• Structured data collection for complex topics without free text

• Simplified evaluation, e.g., by assigning weights or scores to each choice

Typical Use Cases:

• Certification queries
  “Which of the following certifications does your company have?”
  (e.g., ISO 9001 / ISO 14001 / ISO 27001 / EMAS / None)

• Service or product offerings
  “Which of the following services do you offer in-house?”
  (e.g., Development / Manufacturing / Assembly / Logistics / Maintenance)

• Technological competencies or materials used
  “Which materials do you regularly work with?”
  (e.g., Steel / Aluminum / Plastics / Composites)

Select Multiple choice (Checkbox) as a question option via the Add question button.

Enter a question text (required field). Write a question or request for which the supplier should select one or more options from your predefined list of checkboxes.

Enter a percentage weighting (required field), optionally declare the question as mandatory, and decide whether to allow file uploads.

To delete the entire question, click the trash bin button.

Find out more on the next page.