Applies To:
KnowledgeSmart Principal Administrators and Library Administrators.
Common Causes/Issues:
You want to make offline edits to existing KnowledgeSmart Skills audit library content, and/or create custom questions for batch uploading into the Draft content area of your KnowledgeSmart admin dashboard.
Solution Overview:
The Batch edit function available within the KnowledgeSmart dashboard allows the offline editing and creation of questions using MS Excel.
Editing Questions
Batch edit functionality is only available for draft Skills audits and questions. It does not work for the published KnowledgeSmart off-the-shelf Skills audits.
Therefore, the starting point for downloading and offline editing of questions is in the Draft Skills audits area. The green ‘X’ icon to download the questions is indicated below by the red arrow. Hover your mouse pointer over that icon and it will display “Batch edit question export”.
Click on the icon to download the questions for a Skills audit. The columns of the download file are shown below.
Note that the Question ID has been downloaded. Do not change this number as it will be used by the KnowledgeSmart system during the upload process to look for updates to existing questions.
Uploading the edited questions
Go to Skills > Library > Draft content > Batch edit, as below, to find the Batch import function.
Locate your edited question file by clicking in the box shown above by the red arrow. You will be taken
to File Explorer to locate the upload file.
Click on the ‘Upload’ button. You will be presented with a list of all questions to be uploaded. A new question will have a blank QuestionID column. An existing question will show the Question ID.
At the bottom of the list of questions is an orange ‘Import Questions’ button. Click on this button.
The KnowledgeSmart system will automatically create a new group for all imported questions from this file.
You will be able to view imported questions using the link below:
Changes made to questions can be previewed in the normal way.
Creating New Questions
The same download file used for editing questions can also be used for creating new questions. When
creating a new question complete all the required columns for each question, except, leave rows under
the QuestionID column empty. During the import process, the KnowledgeSmart system will know that
this is a new question and assign it a Question ID. You will distribute the newly imported questions to
modules and Skills audits.
For all questions, the QuestionName, RatedSkill and QuestionText values are mandatory. Enter your
category tags and training tags in the columns provided. Separate each entry with a comma.
Batch Edit Character Limits
When editing existing questions or creating new ones it is important to keep the contents of each column in the Batch Edit Excel file within the limit for the number of characters for that field within the
KnowledgeSmart Library.
Exceeding the character limit may lead to an error at Upload, or truncation of the text within the question.
These limits are listed below:
QuestionName:
50 characters limit
RatedSkill:
100 characters limit
QuestionText:
3,000 characters limit
CategoryTags and TrainingTags:
400 characters limit
Related Article(s):
KnowledgeSmart library question types
Adding additional titles to your KnowledgeSmart library
How to invite users to a Skills assessment, Survey or Skills audit
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