Ctrlk

Question Groups in Assessments

Question Groups allow you to organize related questions within an assessment into a named, repeatable set. When completing an assessment, care team members can add multiple instances of the same group — capturing the same structured fields for each entry without duplicating questions in the template.

Common use cases include medication lists (capturing name, dosage, frequency, and route for each medication), family history entries, surgical history, and allergy records.

Key Concepts

  • Question Group – A named set of questions within an assessment that can be repeated multiple times during a single completion

  • Group Instance – Each individual repetition added by the care team member during completion

  • Repeating Fields – The CDT fields within the group, captured separately for each instance

  • Group Ordering – Instances can be reordered via drag-and-drop during completion

Configuring Question Groups in Designer

Prerequisites

Before adding a Question Group, ensure:

  • The assessment/form template already exists in Visual Components > Forms

  • The CDT fields you want inside the group have been created

  • You are working in an active configuration draft

Step 1: Open the Assessment Template

  1. Log into Designer

  2. Click Create Draft or open an existing draft

  3. Navigate to Visual Components > Forms

  4. Select the assessment you want to edit, or click + New to create one

Step 2: Add a Question Group

  1. Inside the form editor, click + Add Element or + Add Group

  2. Select Question Group from the element type options

  3. Enter a clear, descriptive name — use a singular noun such as "Medication", "Allergy", or "Family Member"

Step 3: Add Fields to the Group

  1. Inside the group, click + Add Field

  2. Select the CDT fields to include in each instance

  3. Arrange fields in the order they should appear during completion

Step 4: Configure Group Settings

  • Group label – Name displayed above each instance (e.g., "Medication 1", "Medication 2")

  • Conditional logic – Question Groups support the same show/hide conditions as individual questions

  • Scoring – Individual fields within a group can contribute to the assessment's overall score

Step 5: Save and Publish

  1. Click Save and preview the assessment to verify the group appears correctly

  2. Click Publish to make the configuration live

Care Team Experience

When a care team member opens an assessment with a Question Group, the group appears as a labeled, collapsible section.

To add an instance: complete the fields in the first entry, then click + Add Another.

To remove an instance: click the trash icon on the entry.

Each instance is saved as a separate CDT record.

Conditional Logic and Scoring

Question Groups support the same conditional logic available for individual questions. You can show or hide the entire group based on a response elsewhere in the assessment, or show/hide individual fields within the group based on responses inside the same instance.

For scoring, each instance is scored independently and scores are aggregated per the assessment's scoring configuration.

CDT Constraints

Each CDT can only be used in one place within an assessment — either in a regular question or inside a group, but not both.

  • If a CDT is already used in a regular question, it cannot be added to a group

  • If a CDT is added to a group, it cannot be used in other questions or other groups

Prepopulation is not supported for groups. For regular questions, it is possible to set prepopulated answers — including values carried over from a previous assessment. Because groups can contain multiple instances, prepopulation raises logical conflicts and is not currently available for Question Groups. A single CDT cannot be used in both a group and a regular question for this reason.

Editing Assessments with Groups

When editing an assessment that does not contain groups, the corresponding CDT records are simply updated in place.

When editing an assessment that does contain groups, it is not possible to determine which specific CDT records to update. As a result, Welkin deletes all existing CDT records for the group and creates new ones on save.

This behavior has two important implications:

  • Automations — any automation triggered by CDT creation or deletion will fire when a grouped assessment is edited. Plan your automation conditions accordingly.

  • Audit log — the audit log will show entries for the assessment update, followed by deletion entries for each previous group record and creation entries for each new one.

Example: An assessment has a group with two existing records. A care team member edits the assessment and adds a third record. The audit log will contain 1 assessment update entry + 2 CDT deletion entries + 3 CDT creation entries.

Best Practices

  • Use singular nouns for group names — Welkin labels instances as "Medication 1", "Medication 2", etc.

  • Keep groups focused — include only fields that belong to a single logical entry

  • Set a minimum instance count of 1 if at least one entry is always expected

  • When using automations triggered by CDT creation or deletion, account for the re-creation behavior that occurs on grouped assessment edits

  • Always test with 2–3 instances before publishing to confirm data saves correctly

Related Topics

PreviousAdd Conditionality to AssessmentsNextVisual Components

Last updated

Was this helpful?