Create and send an assessment in Titan Assess

This feature is included with Titan Assess.

An assessment sends a questionnaire, built from one of your templates, to a specific vendor so you can collect and review their answers. Use an assessment when you need information a vendor has to self-report, such as details about their internal controls, policies, or compliance certifications. Assessments are typically sent during vendor onboarding or as part of a periodic due diligence review.

This article covers how to create an assessment, what happens when you send it, and how to manage it afterward.

Create an assessment

1. Go to My Network > Assessments and select + Add new assessment.
2. Under Select a template, choose the template to use for this assessment. If you don't see the one you need, select Go to templates to create a new template first.
3. Enter the vendor's Vendor domain. This identifies which vendor the assessment is for.
4. Enter an Assessment name to help you identify this assessment later.
5. Due date is optional. Set one if you want to track a deadline for the vendor's response.
6. Select Save.

Saving creates the assessment as a draft. Nothing is sent to the vendor yet, so you can review it and change the template, name, or due date before it goes out.

Once your assessment is saved as a draft, you can optionally use AI to pre-fill answers before you send it to the vendor. See Use AI to pre-fill an assessment in Titan Assess for more information.

Send an assessment

Sending is a separate step from creating. To send, select Send to vendor. You can select whether to send only unanswered questions or the whole assessment. Then choose a contact to send it to: Internal shows contacts already on file within the vendor's contact domain, while External lets you search for and add a contact from outside that domain. Both options send the questionnaire to a vendor contact. If the contact doesn't exist yet, select Create new contact to add them.

When you send an assessment:

• Titan Assess generates a copy of the questionnaire for each vendor from the template you selected.
• An email invitation with a secure access link is sent to each vendor's primary contact so they can log in and complete the questionnaire.
• The assessment's status automatically changes from Draft to Active.

Once sent, each vendor's individual assessment appears under Active assessments, where you can track its progress. If you send to a batch of vendors, you can track the group separately under Batch assessments.

If a vendor loses or misplaces their invitation, you can resend it. This generates a new access link and invalidates the old one. However, you can't resend an invitation once the vendor has already accepted it.

Track progress

Each vendor's assessment moves through the same stages: Sent, In progress, In review, In remediation, and Complete. Select an assessment from Active assessments to open its summary page, where you can see which stage a vendor is at, and how many questions are answered, still need your approval, or are missing.

The summary page also includes a Failing responses table that gives you a condensed view of just the questions the vendor's answers failed, ranked by severity. 

For each one, you can:

• Open the question in the full assessment to review it in context.
• Select the speech bubble icon to mark the response as passing directly from the table (the same action as approving it in the full assessment) if you've reviewed it and it's actually acceptable.
• Select the checkmark icon to add feedback for your team or the vendor without leaving the summary.

Titan Assess also sends some automatic reminders: if a vendor hasn't accepted their invitation after a few days, they'll get a follow-up email. Separately, if you set a due date, your team gets a reminder about incomplete questionnaires as the deadline approaches. These aren't a substitute for checking in yourself on stalled assessments.

Manage an assessment after it's created

Assessments move through three statuses: Draft, Active, and Archived.

• You can edit an assessment's name and due date at any point, regardless of its status. You can change the template only while the assessment is still a Draft and before you've run Pre-fill with AI on it. Once it's Active, or once pre-fill has run, the template is locked.
• You can only delete an assessment while it's still in Draft. Once it's Active or Archived, you can no longer delete it.
• Because the template locks once an assessment is Active, the copy of the questionnaire a vendor already received is never affected by later template changes.

Note: Be careful deleting a template that's still linked to an assessment. Deleting it doesn't block the deletion or warn you; it just clears the template from any assessment that was using it. If that assessment is still a draft, you'll need to select a new template before you can send it.

Anyone signed in can view an assessment, but creating, editing, or sending one requires permission to manage due diligence questionnaires.