This article explains the different ways to send a Security Questionnaire to a supplier.
Sending a questionnaire
There are two ways to send a Security Questionnaire to a supplier:
Option 1: From Supplier Management
Navigate to the Suppliers Management tab.
Locate the supplier and click the settings icon on their row.
Select View Questionnaires.
Option 2: From the Supplier’s Page
Open the Supplier’s page.
Go to the Questionnaires tab.
Click Send Questionnaire in the top-right corner.
Option 3: Downloading the questionnaire
If the supplier does not want to submit the answers in Panorays, you can download the questionnaire as an XLS file from the Questionnaire Template Library by selecting Export to File. Before sharing the template, ensure that all weights, answer scores, and important question flags are removed.
Once the questionnaire has been completed and the file is returned, it must be sent internally so the answers can be applied to the questionnaire.
To send an Internal Questionnaire:
Navigate to the Supplier page for the relevant supplier and open the Questionnaires tab.
Select Send Questionnaire in the top-right corner.
Choose the questionnaire, applicable relationships (if relevant), and a due date, then click Select Recipient(s).
On this screen, you can also preview the questionnaire.
To send the questionnaire internally, select Internal Contacts, choose the internal users who will complete the questionnaire, and click Send.
The questionnaire will be sent to the selected internal contacts and will appear on the supplier’s questionnaire page.
Please note that an internal user must manually complete the questionnaire using the responses received from the supplier.
Alternatively, you can use the Smart Match feature and import the completed questionnaire file directly from the supplier.
Customizing the Questionnaire Before Sending
Before sending, you can:
Choose the questionnaire template you want to send.
Preview the questionnaire and the email your supplier will receive.
Review all included questions, which are customized based on the supplier’s Processes and Activities (Relationships).
Add a personal note for your supplier.
Resending a questionnaire
You can request that a supplier resubmit their Security Questionnaire responses (Resend Questionnaire). To do this, go to the Security Questionnaire Status page and click Resend Questionnaire.
For sending multiple questionnaires at once, use the bulk action option.
Automated Reevaluation
The Automated Reevaluation process allows you to automatically schedule and send supplier questionnaires on a recurring basis, based on the rules you define.
Open the Supplier Profile
Go to the supplier you want to configure.
Access Reevaluation Settings
Navigate to the Reevaluation tab.
Choose Questionnaire Templates
Select which questionnaire templates should be sent as part of the recurring reevaluation.
Review Suggested Date
Panorays will automatically propose a rescheduling date (default: one year after the last submitted questionnaire).
Save the Reevaluation Process
Once saved, the process will run automatically.
You’ll receive an email reminder two weeks before the reevaluation date.
Manage Reevaluations
At any time, you can edit or delete the reevaluation process to keep it aligned with your needs.
Questionnaire statuses
Important Notes
Remediation Plan: If you add Security Questionnaire items to a supplier’s Remediation Plan, the questionnaire will automatically be resent for completion. The specific items requiring remediation will be highlighted.
Default Questions: If you have not defined Processes and Activities (business relationships) when adding the supplier, only the default questionnaire questions will be sent. To customize this, edit the supplier and choose the relevant Processes and Activities before sending.
Template Weights and Scoring:
You can assign a weight to each questionnaire template based on internal requirements.
The total combined weight must equal 100%.
If not all templates are sent (e.g., 2 out of 5), the percentages will adjust automatically.
✅ Tip: Always ensure supplier contacts are added first and the email address is valid and related to the supplier's company; otherwise, questionnaires cannot be delivered.