Knowledge Base

Popular Search testhow tostart testcertificatereport

How to Create and Use Question Pools

Table of Contents

This article provides a guide on creating and organizing questions into question pools. A question pool, or question bank, is a collection of questions that facilitates the convenient and efficient addition of questions into one or more tests simultaneously. These pools can be structured hierarchically, allowing users to create multiple sub-pools, with the questions from sub-pools also visible in the main pool.

Creating/Importing Question Pools #

To create a question pool:

  1. Go to the Tests section in the main menu.
  2. Select Question pools option.
  3. If you want to create the question pool directly within the application, click on the New button.
  4. Alternatively, you can import existing question pools from JSON and Excel files.

Creating Question Pools Directly Within the Application #

    After clicking on the “New” button, a pop-up will appear, and within it, you can:

    1. Enter the name. The pool name must be unique.
    2. Optionally, add the description to provide more information about the pool.
    3. Optionally add the External ID. The external ID must be a unique identifier assigned to a question pool, which can be used to integrate it with other external systems.
    4. Enable Generate questions with AI.
    5. You’ll be prompted to choose the resource for question generation. You can opt for the Global knowledge base or the Local library, which is integrated into the application.
    6. Choose the Question type. There are 7 supported question types: Single choice, Multiple choice, Ordering, Fill in the blanks, True/False, Matching, and Open-ended questions. Check these articles to learn more about question types.
    7. Define the Topic.
    8. Set the number of required questions.
    9. Click the Save button. It will take a couple of minutes before you see the previously defined question types.

    Once the question pool is created, the Information tab with the following will be displayed where you can edit information:

    1. Pool name – A unique name of the question pool.
    2. Pool path – The hierarchy and relationship between parent and sub-pools within the application’s question management system.
    3. Pool description – Provides more information about the pool.
    4. External ID is a unique identifier assigned to a question pool, which can be used to integrate it with other external systems. This identifier allows the external systems to access the question pool’s information and reference it, without having to use the ID assigned within the original database. The external ID provides a standardized way of referencing the question pool across different systems.
    5. Select workspace – shows the workspace pool is assigned to. The pool is visible/accessible only to the managers and members of the chosen workspace. In other words, pool managers can be members of different workspaces, and the pool would still be visible/accessible. You can reassign the pool at any time. Available workspaces depend on user’s permissions. If the user has global “Create pool” permission, all workspaces will be available here (doesn’t matter if the user is not member of all workspaces). If the user has workspace “Create pool” permission/s, workspaces where user has this permission will be available. Pools without the workspace are global pools. Only users with global “Create pool” permission can make a pool global.
    6. Your role – The user role in a pool can be Modify or Read-only.

      • The Modify role allows users to manage the question pool and its questions. When a user creates a pool, it will be automatically assigned the Modify role.

      • The Read-only role allows users to use questions from the pool in your tests.

    7. Pool type – The user can see if that question pool belongs to a test or survey.
    8. Created by – Name of the user who created the pool.
    9. Updated by – The name of the user who updated the pool.
    10. Pool ID – A unique number of the question pool.
    11. Creation time – The time and date when the pool was created.
    12. Update time – The date when the pool was updated.
    13. Delete – Delete the question pool. Note: The pool cannot be deleted if it or at least one of its sub-pools or questions has been assigned to a test.
    14. Export to JSON file – Export the JSON file of the question pool.
    15. Make a copy – Copy the question pool with all its questions.

    Creating a Sub-Pool #

    To create a sub-pool to the existing pools, follow these steps:

    1. Click the New sub-pool button in the top right corner.
    2. Pool path – Displays the higher level pools (parent) to the sub-pool being created belongs.
    3. Enter the sub-pool Name.
    4. Enter an optional sub-pool description to provide more information about the sub-pool.
    5. Enter an optional sub-pool external ID. The external ID is a unique identifier assigned to a sub-pool, which can be used to integrate it with other external systems.
    6. Select desired workspace. If no workspace is selected, a question pool will be available in all workspaces.
    7. Generate questions using AI.
    8. Click the Save button to create the sub-pool.
    9. Click on the Cancel, if you’re choosing not to proceed with creating the sub-pool.

      Note: All users assigned to the parent question pool are automatically assigned to the sub-pool created.

      Importing Existing Question Pools from JSON and Excel files #

      Question pools can be imported from:

      1. JSON file
      2. Excel file

      Importing question pools from JSON file #

      This option allows you to import exported JSON files into another GetCertified application. This is suitable for data migration between different GetCertified environments.

      To import the question pool from the JSON file, follow these steps:

      1. Select workspace. If no workspace is selected, a question pool will be available in all workspaces.
      2. Choose the desired JSON file by clicking the Select file button.
      3. Click the Upload button to import the question pools.

      Importing Question pools from Excel file #

      Users can import multiple question pools from an Excel file. This loader supports the upload of question images from an image folder. The uploaded file must be in a .zip format and contain the correct structure (one Excel file and one folder with images).

      To import the question pool from the Excel file, follow these steps:

      1. To view the correct structure, download the sample.
      2. Select workspace. If no workspace is selected, a question pool will be available in all workspaces.
      3. Choose the question categories you wish to include in the excel import. Question categories are used to connect the questions with similar characteristics. Use them to provide better question organization and easier search. For more information, please read this article.
      4. Choose the desired Excel file by clicking the Select file button.
      5. Click the Upload button to import the question pools.

      Adding Questions into a Question Pool #

      There are three following options for adding questions into question pools:

      1. Generate questions with AI – Use artificial intelligence to automatically create questions. For more information on how to do that, check this article.
      2. Using the Add question button – Recommended way of creating questions; allows adding all question types. For more information, please read this article.
      3. Using the Load questions button – Add questions using a predefined Excel template. Hot spot, matrix and, branching questions cannot be added using this method. For more information, please read this article.

      Add Question Pool to the Test #

      Once you have created the question pool(s), you can use them to import the questions from the pools to the test. You can start creating a test as shown in the following article, with the note that, when adding questions, you should select Pick questions from pools.

      On the next step, click the Import from pools button to select your desired question pool.

      Note: You can reuse questions from the pools an indefinite number of times – you can add the same questions to as many tests as you want.

      For more related instructional material, please see these links:

        What are your Feelings

        Powered by BetterDocs

        How to Configure Test Retake AttemptsHow to Import QTI Package into the Question Pool