Using a Microsoft Excel spreadsheet template for external questionnaires

  • Release version: Zurich
  • Updated March 12, 2026
  • 3 minutes to read
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    Summary of Using a Microsoft Excel spreadsheet template for external questionnaires

    This feature allows third parties and engagements to respond to questionnaires by downloading a Microsoft Excel template, completing it offline, and then importing the completed file back into the Third-party portal. This approach enables respondents to provide information outside the portal, accommodating scenarios where direct portal entry is impractical.

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    Accessing and Downloading the Questionnaire Template

    ServiceNow customers with the Third-party risk (TPR) assessor or TPR manager roles can download the questionnaire template via multiple interfaces:

    • Vendor Management Workspace: Navigate to External risk assessments and select the questionnaire under the Risk overview tab.
    • Classic User Interface: Use the path All > Self-Service > Third-party risk management > External risk assessments, then select View responses next to the desired questionnaire.
    • Third-party Portal: Also supports template download.

    After opening the questionnaire page, select the Download Excel template link. The template is downloaded as an .xlsx file and must be uploaded in the same format after completion.

    Completing the Questionnaire Template

    The template includes an Instructions tab detailing how to fill out the form. Each section of the questionnaire corresponds to a separate tab named accordingly, containing relevant questions. Key points for completion include:

    • Follow instructions strictly for each question type and column entry.
    • Ensure entries in the Question Details, Depends on, and Required when columns match referenced tags or actions.
    • Validation within the Excel template is limited, so careful adherence to instructions is critical.

    Importing the Completed Template

    To import, select the Import function and choose the completed file. A progress dialog and import log display during the process. Customers should review the import log carefully and correct any errors before attempting to re-upload. The import supports copying the log content for review.

    Important Limitations and Requirements

    • Do not alter the document’s structure or formatting beyond allowed input fields.
    • Not all question types have validation; some responses may not be automatically verified.
    • Mandatory questions must be answered to avoid incomplete submissions.
    • Certain question types (Attachment, Reference, Image Scale, Template) cannot be completed via the Excel template and require input directly in the ServiceNow instance or assistance from a third party.
    • Rich text formatting is unsupported; use plain text only.
    • Follow conditional logic rules specified in the Required When and Depends On columns carefully.
    • Disable filters in the Excel file to ensure no questions are inadvertently hidden.
    • Avoid unauthorized modification or distribution of the template to comply with copyright agreements.
    • Shared Assessments Standardized Information Gathering (SIG) questionnaire templates cannot be downloaded due to licensing restrictions.

    Practical Benefits for ServiceNow Customers

    This Excel template method provides flexibility for third parties to respond to questionnaires offline, reducing reliance on portal access and potentially improving response rates and data accuracy. It is particularly useful in managing external risk assessments efficiently while maintaining control over questionnaire integrity and submission quality.

    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

    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.

    To view a questionnaire using the Classic user interface, select All > Self-Service > Third-party risk management > External risk assessments > All 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 Workspaces > Vendor 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, Respond to a questionnaire for a third party or engagement, and Review responses to external questionnaires.

    The following example shows the questionnaire page.

    Figure 1. Sample questionnaire example
    View of a sample questionnaire page. For the text description, refer to the text that precedes and follows this 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

    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

    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
    View of an import log. For the text description, refer to the text that precedes this example.

    Limitations

    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.
    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.

    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.