Portco user experience: Submitting data collection workflows (questionnaires)

Overview

This article walks through the end-to-end experience for a portfolio company (Portco) user completing a data collection questionnaire. It includes login steps, navigating the portal, completing workflows, and understanding progress indicators and resubmission requests.

Step 1: Email Invitation and Login

• Portco users receive an email inviting them to join the Data Collection Portal.

• Clicking Log In directs them to a page where they can reset their password and set up login credentials.

• After setting their password, they can log into the portal and land on the homepage.

Step 2: Portal Homepage

Once logged in, users will see:

• Data Collection Tab – for all assigned workflows.

• Knowledge Base (if enabled) – useful for accessing guidance, insights, and FAQs.

• Portco Directory (if enabled) – used to view relevant contacts, such as other Portco users or recommended service providers.

What appears here depends on what content the admin team has chosen to share.

Step 3: Accessing and Completing the Questionnaire

• Navigate to the Data Collection tab.

• Identify the workflow to complete (e.g., “Yearly ESG Data Collection”).

  • Workflows may be marked Overdue, In Progress, or Submitted.

• Click into the workflow to begin completing it.

Inside the workflow, users will see:

• Status bar (shows % completed)

• Due date

• Instructions (if provided)

Data Entry Options:

• Inline Questionnaire: Fill in fields section by section.

  • Input types include numbers, single-selects, and text.

• Excel Upload (optional): Download a pre-formatted Excel template, complete it offline, and upload it back to the portal.

Step 4: Submitting the Questionnaire

Once all required data is filled in:

1. Click Complete Questionnaire.

2. A confirmation pop-up will appear, showing:

   • The total number of unanswered metrics (e.g., “2 of 73 answered”).

   • A list of incomplete fields.

Users can scroll through to review any outstanding fields and make final changes.

1. Once satisfied, click Confirm Submission.

2. The workflow status will update to Submitted.

Step 5: Review and Resubmission (if required)

• The submission is reviewed by the assigned Approver.

• If the Approver deems the submission incomplete or unclear:

  • They may request a resubmission.

  • Comments will be left to guide the user on what needs to be revised.

• The Portco user can log back in, review the comments, make changes, and resubmit the workflow.

Summary