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How to Create and Use Question Pools

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 allows easy addition of questions into one or more tests. These pools can be structured hierarchically, and questions in sub-pools are also accessible from the main pool.

Creating and Importing Question Pools

You can create a new pool or import an existing one using the steps below:

  1. Go to the Tests section in the main menu.
  2. Select the Question Pools option.
  3. To create a question pool directly within the application, click the New button.
  4. Alternatively, click the Import button to upload existing question pools from JSON or Excel files.

Create a Question Pool in the Application

 After clicking the New button, a pop-up window will appear. Complete the following fields:

  1. Enter the Name: Provide a unique name for the question pool.
  2. Add a Description (Optional): Enter additional information about the pool.
  3. Add an External ID (Optional): The external ID is a unique identifier assigned to the question pool, which can be used to integrate it with other external systems.
  4. Select Workspace: Assign the question pool to a workspace. The pool will only be available to users in that workspace. If no workspace is selected, the pool will be visible to all users.
  5. Enable Generate Questions with AI (Optional):
     If you choose to enable AI-based question generation, you will need to complete the following steps:

    • Select the Resource: Choose either the Global knowledge base or the Local library integrated into the application.
    • Select Question Type: Choose from the 7 supported question types: Single choice, Multiple choice, Ordering, Fill in the blanks, True/False, Matching, and Open-ended questions. For more details, refer to these articles on question types.
    • Define the Topic: Specify the topic for the questions.
    • Set the Number of Required Questions: Specify the number of questions you want in the pool.
  6. Save the Pool: Click Save. If Generate Questions with AI is enabled, the system may take a few minutes to generate the questions.

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

  1. Create a New Sub-Pool – A pop-up window will open with the same fields as when creating a question pool. Fill it out to create the sub-pool.
  2. Delete – Delete the question pool.

 Note: You cannot delete a pool that has been assigned to a test, or if any of its sub-pools or questions have been assigned.

  1. Export to JSON File – Export the JSON file of the question pool.
  2. Make a Copy – Copy the question pool along with all its questions.
  3. Pool Name – Change the name of the question pool if needed.
  4. Pool ID – Displays the unique number of the question pool.
  5. Pool Description – Change the pool description or create one if it was not set.
  6. External ID – Assign a unique identifier to the question pool. This allows external systems to access and reference the pool’s information without using the internal ID.
  7. Select Workspace – Change or assign a workspace for the pool.
  8. Your Role – Displays the user role in the pool:
    •  Modify – Full management of the pool and its questions. Automatically assigned to the user who creates the pool.
    • Read-Only – Allows using questions from the pool in tests but does not permit modifying the pool or its questions.
  1. Pool Type – Indicates whether the question pool belongs to a test or survey.
  2. Created By – Name of the user who created the pool.
  3. Creation Time – The time and date when the pool was created.
  4.  If any changes were made, click the Save button to apply them.

Creating a Sub-Pool

To create a sub-pool within an existing pool, follow these steps:

  1. Click the New sub-pool button.
  2. The Pool path will display the higher-level pools (parent) for the sub-pool being created.
  3. Enter the sub-pool name.
  4. Optionally, enter a sub-pool description.
  5. Optionally, enter a sub-pool external ID.
  6. Select the desired workspace.
  7. Optionally, enable Generate questions using AI if you want the system to generate questions automatically.
  8. Click the Save button to create the sub-pool.
  9. Click Cancel if you do not wish to create the sub-pool.

    Note: All users from the parent question pool are automatically added to any sub-pool you create.

    Importing Existing Question Pools from JSON and Excel files

    Question pools can be imported using:

    • JSON file
    • Excel

    Importing Question Pools from a 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 a question pool from a JSON file, follow these steps:

    1. Select the desired workspace. A question pool will be available in all workspaces if no workspace is selected.
    2. Select your desired JSON file to upload.
    3. Click the Upload button to import the question pool.

    Importing Question Pools from an Excel File

    You can import multiple question pools from an Excel file. The loader also supports uploading question images from an image folder. The uploaded file must be in .zip format and contain one Excel file and one folder with images.

    To import a question pool from Excel, follow these steps:

    1. Refer to the instructions for uploading multiple images per question.
    2. Download the sample file to see the correct structure.
    3. Select the workspace. If no workspace is selected, the imported question pool will be available in all workspaces.
    4. If question categories have been created, select the categories to include in the import. Categories help organize questions with similar characteristics, making them easier to find. For more information on how to Create Question Categories, please read this article.
    5. Select the Excel file you want to import.
    6. Click Upload to complete the import process.

    Adding Questions into a Question Pool

    Once a question pool is created, you can add questions to it. To do so:

    1. Navigate to the Questions tab.
    2. In this tab, you have three options for adding questions to a question pool:
      • Generate questions with AI – Use artificial intelligence to create questions automatically. For more details, see this article.
      • Import questions – Add questions using a predefined Excel template. This method does not support hot spot, matrix, and branching question types. You can add questions with or without images. You can also import questions from a QTI package. For more information, refer to this article.
      • Add question manually – This method allows you to add all question types and is the recommended way of creating questions. For more details, please visit this article.

    Add Question Pool to a Test

    With your question pools set up, you can now import questions from these pools into a test

    You can start creating a test as shown in the following article.

    Note: When adding questions from a pool, you should select Pick questions from pools or create them manually as the method.

    Once the method is chosen, on the Add Questions 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:

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