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# Using a Microsoft Excel spreadsheet template for external questionnaires

# Using a Microsoft Excel spreadsheet template for external questionnaires {#ariaid-title1}

Release version: Australia  
Updated September 10, 2026  
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## Summary of Using a Microsoft Excel spreadsheet template for external questionnaires

ServiceNow enables third parties and engagements to respond to external questionnaires using a Microsoft Excel spreadsheet template.
This method allows respondents to provide information outside the Third-party portal by downloading a questionnaire template, completing it offline, and then importing the file back into the portal.
Show full answer Show less  

## Accessing and Downloading the Template

Authorized users with the Third-party risk (TPR) assessor or TPR manager roles can download the questionnaire template from various interfaces:

* **Vendor Management Workspace:** Navigate to External risk assessments and select the questionnaire to download its Excel template.
* **Classic User Interface:** Access External risk assessments from Self-Service, select the desired assessment, and download the template via the Questionnaire related list.
* **Third-party portal:** The template is also accessible here for respondents.

Note that if the property `snsvdp.allowassessoredit` is enabled, assessors can submit questionnaires on behalf of third-party contacts.

## Completing the Questionnaire Template

The downloaded template is in `.xlsx` format and must be uploaded in the same format after completion. The file includes an Instructions tab to guide respondents on how to fill it out. Each questionnaire section corresponds to a separate tab where answers should be entered. It is critical to adhere precisely to the instructions, especially regarding question types and matching entries in columns such as Question Details, Depends On, and Required When.

## Importing the Completed Template

After filling out the questionnaire, users import the Excel file back into the Third-party portal by selecting the Import option. A progress dialog and import log provide feedback on the success of the upload. Any errors identified in the import log must be corrected before re-uploading.

## Important Limitations and Requirements

* Do not alter the document's structure or formatting; only enter data as instructed.
* Validation is limited---some question types may not be automatically checked for correctness.
* Mandatory questions must be fully answered to avoid incomplete submissions.
* Certain question types (Attachment, Reference, Image Scale, Template) cannot be completed via the Excel file and require use of the ServiceNow interface or assistance from a third party.
* Only plain text is supported; rich text formatting like HTML tags is not supported in imports.
* Conditional questions must be answered according to dependencies specified in the template.
* Filters in the template should be disabled to ensure all questions are visible and answered.
* Unauthorized modification or distribution of the template violates copyright agreements.
* Shared Assessments Standardized Information Gathering (SIG) questionnaire templates cannot be downloaded due to licensing restrictions.

## Practical Benefits for ServiceNow Customers

This Excel-based approach allows third-party respondents to work offline and at their convenience, improving flexibility and potentially increasing response accuracy. It also enables assessors with appropriate roles to manage questionnaire submissions on behalf of third parties, streamlining the risk assessment process.

## Additional Resources

For detailed instructions on responding and managing questionnaires, customers can refer to related guides such as responding using the Microsoft Excel template, configuring TPRM properties, and reviewing external questionnaire responses within ServiceNow.  
Third parties and engagements can use a Microsoft Excel spreadsheet to respond to questionnaires by downloading the template, completing it, and importing the final version into the Third-party portal. This enables respondents to provide information
outside the third-party portal.

## Downloading the questionnaire template {#tprm-excel-template-support__id_tth_kdf_rdc}

You can access the questionnaire template through the Vendor Management Workspace, Classic user interface, or through the third-party portal.

If you have the Third-party risk (TPR) assessor \[sn_vdr_risk_asmt.vendor_assessor\] or TPR manager \[sn_vdr_risk_asmt.vendor_risk_manager\] role, you can download the questionnaire template by navigating to the questionnaire you
want and selecting View responses. For more information on the questionnaire template process, see [Respond using a Microsoft Excel template](https://www.servicenow.com/docs/F6K4psiPvWPuwZuKUSPtFg "Use a Microsoft Excel template to respond to questionnaires by downloading the template, completing it, and importing the final version into the Third-party portal. The Microsoft Excel questionnaire template contains instructions for filling out the template.").

To view a questionnaire using the Classic user interface, select AllSelf-ServiceThird-party risk managementExternal risk assessmentsAll open, select the assessment you want, and then select View responses next to the questionnaire you want in the Questionnaire related list. After the questionnaire page has opened, select the
Download Excel template link.

To view a questionnaire using the Vendor Management Workspace, select WorkspacesVendor Management Workspace, select the list icon ![]() and then navigate to External risk assessments. After choosing the assessment you want, navigate to the Questionnaires and document requests section of the Risk overview tab and select the
questionnaire you want. After the questionnaire page has opened, select the Download Excel template link.  
Note:  
As TPR assessor or TPR manager you can submit a questionnaire after completing this process on behalf of a third party or engagement contact if the Allow assessors to answer/edit questionnaires for third-party contacts property (sn_svdp.allow_assessor_edit) is active. For more information on configuring this property and responding to questionnaires, see [Configure TPRM properties](https://www.servicenow.com/docs/9lJM8SW1APiGqRwL7gM6Zg "Configure property settings for a variety of TPRM operations."), [Respond to a questionnaire for a third party or engagement](https://www.servicenow.com/docs/X7PBK32XtZXi_JpdlrmE8g "Answer questions, modify responses, or submit external questionnaires for a third party or engagement by using Third-party Risk Management. You can save valuable time by responding for a third party or engagement when they have already provided the required information for a previous questionnaire."), and [Review responses to external questionnaires](https://www.servicenow.com/docs/oSBa1LG1iLdhUSUBfS3QSQ "Third-party contacts use the Third-party portal to complete assessments and collaborate with the TPR manager in the comments section for each question. When assessments reveal gaps, the TPR manager or the TPR assessor can generate an issue or task. In addition, the Vendor Management Workspace application can auto-generate issues.").

The following example shows the questionnaire page.
Figure 1. Sample questionnaire example  
Important:  
The questionnaire template is downloaded in the .xlsx format and after being completed must be uploaded in the same format.

## Completing the questionnaire template {#tprm-excel-template-support__section_s24_zdf_rdc}

You can view the instructions for filling out the template by navigating to the Instructions tab in the questionnaire template file. To add question data for each section of the questionnaire, go to the corresponding tab. Each tab is named after its section and contains the relevant question data.  
Important:  
You must follow the instructions for each question type and column entry. Entries in the Question Details, Depends on, and Required when columns must match the tag, question name, or action being referenced. Validation for the questionnaire template is limited.

## Importing the questionnaire template {#tprm-excel-template-support__section_j3q_pfg_rdc}

Import a completed questionnaire by selecting Import and then selecting the file from your file browser. A dialog box shows the progress status for your questionnaire template as answers are imported. After the import is
complete, you can review the results and select Copy to copy the import log to your clipboard if applicable. Review the import log and correct any errors before attempting to upload the updated
template.  
The following example shows the dialog box and import log.Figure 2. Import log example

## Limitations {#tprm-excel-template-support__section_ubj_kyn_zbc}

The questionnaire template has the following limitations and requirements.

* Don't modify the structure or formatting of the document; only make selections or enter content as instructed.
* Not all question types have validation, so some of your responses might not be checked for correctness or completeness.
* Answer all mandatory questions; leaving them unanswered can result in an incomplete submission.
* Complete certain question types, including Attachment, Reference, Image Scale, and Template, in the ServiceNow instance or with the help of a third-party representative, as the template doesn't support them.
* Rich text formatting (for example, HTML tags such as \<b\> or \<p\>) is not supported when importing questionnaire responses from an Excel file. Use plain text only.
* Follow the additional conditions specified in the Required When column for conditional questions, which depend on your answers to previous questions, as indicated in the Depends On column.
* Review the Question Details column carefully, as it provides additional context or information about the questions.
* Disable any filters in the questionnaire template to help ensure you see and answer all questions, as filters can hide questions.
* Avoid modifying or distributing the document without authorization, as this violates the copyright agreement and can result in penalties for you or your organization.

{#tprm-excel-template-support__ul_br5_zgj_xdc} For more information about questionnaire template requirements, see the Instructions tab in the questionnaire template file.

For instructions that you can send to third-party contacts, see
[Respond using a Microsoft Excel template](https://www.servicenow.com/docs/F6K4psiPvWPuwZuKUSPtFg "Use a Microsoft Excel template to respond to questionnaires by downloading the template, completing it, and importing the final version into the Third-party portal. The Microsoft Excel questionnaire template contains instructions for filling out the template.").  
Note:  
Due to license restrictions, you can't download Shared Assessments Standardized Information Gathering (SIG) questionnaire templates. For more information about using SIG questionnaires, see [Using the SIG questionnaire for a risk assessment](https://www.servicenow.com/docs/_PAntfWX755MlsrKV8ez_Q "Third parties can use the Shared Assessments Standardized Information Gathering questionnaire (SIG) to provide assessment documentation in the Third-party Risk Management application. The third-party contact can upload the pre-filled SIG spreadsheet or respond to a form-based questionnaire that is imported to the instance.").
**Related concepts**   

* [Managing the Third-party portal](https://www.servicenow.com/docs/0~pzVvr~IuJOCqkyFNmYfA "Third-party contacts respond to questionnaires, requests for documentation, tasks, and issues on the Third-party portal. The portal is the point of interaction between third parties and risk assessors.")
* [Using the SIG questionnaire for a risk assessment](https://www.servicenow.com/docs/_PAntfWX755MlsrKV8ez_Q "Third parties can use the Shared Assessments Standardized Information Gathering questionnaire (SIG) to provide assessment documentation in the Third-party Risk Management application. The third-party contact can upload the pre-filled SIG spreadsheet or respond to a form-based questionnaire that is imported to the instance.")  
**Related tasks**   

* [Respond to a questionnaire in the third-party portal](https://www.servicenow.com/docs/VXcbHZyM5PSqTxTKw_x_HA "As a third-party contact, respond to assessment questionnaires issued by your assessment team. You can answer questions directly in the portal, use a spreadsheet template, or use a SIG questionnaire format to provide your responses.")
* [Respond using a Microsoft Excel template](https://www.servicenow.com/docs/F6K4psiPvWPuwZuKUSPtFg "Use a Microsoft Excel template to respond to questionnaires by downloading the template, completing it, and importing the final version into the Third-party portal. The Microsoft Excel questionnaire template contains instructions for filling out the template.")

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