Watch: Manage a health authority question from upload to handoff
This article walks you through managing health authority questions in HAQ Manager. You will upload a question file, review what Weave extracted, prepare each question for authoring, and track the response after the handoff.
Note: Your program's Data Room should contain the source documents your team may need before you upload a question file. You need the HAQ Contributor role to upload questions, edit question details, and assign collaborators.
Upload and review the question file
1. Upload the question file
Open your program, go to HAQ Manager, and click Upload Question File. Select a PDF or DOCX file from the health authority.
You can also choose the Data Room folder where the question file should be stored. After upload, a progress card shows when Weave is uploading the file, extracting its metadata, and finding relevant response source files.
Uploading a health authority question file into HAQ Manager
Weave adds the file to HAQ Manager and extracts its questions into individual rows. Next, review the extraction before assigning work.
2. Review each extracted question
Open the uploaded file, then select a question. Click Expand Preview to compare the extracted question with the original file side by side.
Check the question text and question ID. If anything is incorrect or incomplete, edit it before you continue.
Comparing the extracted question with the original file
Note: Question sub-parts may remain together as one question so the full context is preserved. Make sure every sub-part appears in the extracted text.
Once the extraction is accurate, you can complete the tracking details for the question.
Prepare the question for authoring
3. Confirm the question details
Review the fields in the question panel or HAQ Manager table. A purple star means Weave AI populated the value. You can edit any AI-populated field.
Useful fields include:
- File ID and Question ID
- Jurisdiction
- Received date and Due date
- Type, such as Find & retrieve, Reanalysis, or Strategic
- Discipline
- Priority
- Notes
Reviewing and correcting question details
Tip: Type and discipline help your team filter and organize questions, but they are optional. They do not affect Similar Questions matching.
If a question applies to more than one jurisdiction, add the remaining jurisdictions manually. Weave AI initially selects one best-fit jurisdiction.
4. Assign authors, reviewers, and approvers
Select the people responsible for authoring, reviewing, and approving the response. Add the due date at the same time so everyone can see the expected timeline.
Assigning the response team and due date
Weave includes new assignments in its email notification digest. If your team uses interim authoring or review dates, record them in Notes.
5. Capture the response strategy
Use Expand Preview during your question-alignment discussion. The question-centric layout keeps the extracted question, original file, assignments, notes, and sources together.
In Notes, capture the agreed response strategy, key messages, required format, and any missing evidence. The author can use this information when customizing Response Guidance in the editor.
Recording the response strategy before authoring begins
Once the strategy is clear, confirm that Weave found the right supporting documents.
6. Review Similar Questions
Open Similar Questions to see related questions from the same program. Results are ranked High, Medium, or Low based on the similarity of the question text.
Open a result to review the past question and its submitted response. If that response would help with the new question, add the prior response file to Response Source Files.
Reviewing a similar question and reusing its submitted response
Note: Similar Questions becomes more useful as your program accumulates submitted responses. A new program may have few or no matches.
7. Confirm the response source files
Review the files under Response Source Files. Remove irrelevant files and add any missing documents from the Data Room.
Auto-selected files may display High, Medium, or Low relevance. These tiers are relative to the other files found for the question. A Medium or Low file may still be useful if it contains the evidence you need. Files added manually do not receive a relevance tier.
Confirming the source files for a question
Tip: Ask someone familiar with the evidence to review the source list before the response is created.
With the question, strategy, assignments, and sources confirmed, you are ready to hand the question to the author.
Create and track the response
8. Verify the setup
Click Verify after you have reviewed the question and its details. Verify is a tracking marker that shows the setup was checked. It does not generate content or move the question to the next workflow stage.
Marking a reviewed question as verified
HAQ Manager saves your changes automatically, so there is no final Save button.
9. Create the response
Click Create Response when the question is ready for authoring. The action creates the response document, changes the button to View Response, and moves the question to In Progress.
Creating the response document and handing it to the author
Important: Create Response captures the current HAQ Manager source selection as the response's starting point. Authors can still change sources for each question in the editor. Source changes made in HAQ Manager after this point do not update the response document.
Create Response does not generate the first draft. The author opens View Response, reviews the guidance and sources, and generates each section in the editor.
10. Attach the submitted response
Return to the question after the final response has been submitted to the health authority. Make sure the submitted response is in the Data Room, then attach it under Submitted Response Files.
Attaching the submitted response to close the loop
Attach the main submitted response, not its cover letter or supporting references. This file can appear with future Similar Questions.
Note: HAQ Manager is a reference for future response work. Your organization's document management system remains the authoritative record of the submission.
FAQ
Q: What happens if I click Create Response before reviewing the source files?
The response document starts with the source selection that existed when you clicked Create Response. The author can correct the sources in the editor, but reviewing them first gives the author a better starting point.
Q: Why are no results appearing under Similar Questions?
Similar Questions only searches questions available within the current program. A newer program may not have enough submitted responses yet.
Q: Can the same person upload the question and author the response?
Yes, if that person has the necessary access. Teams can separate the roles or assign the same person based on the size and complexity of the response.
Q: Why did a manually added source file not receive a relevance tier?
Only files selected automatically by Weave receive High, Medium, or Low relevance. Manually added files are still available to the author without a tier.
Q: Can an external collaborator access HAQ Manager?
It depends on your organization's login setup. Organizations without SSO can invite external collaborators directly. Organizations using SSO need to coordinate access with their IT team and Weave.
Quick Reference: Manage a question in HAQ Manager
- Open HAQ Manager and upload the PDF or DOCX question file.
- Compare each extracted question with the original file in Expand Preview.
- Correct the question details and AI-populated fields.
- Assign the author, reviewer, approver, and due date.
- Capture the response strategy in Notes.
- Review Similar Questions and Response Source Files.
- Click Verify to mark the setup as reviewed.
- Click Create Response to hand the question to the author.
- Monitor the question from HAQ Manager.
- Upload the submitted response to the Data Room and attach it under Submitted Response Files.