Applies To:
KnowledgeSmart Principal Administrators and Library Administrators.
Common Causes/Issues:
You want to make offline edits to existing KnowledgeSmart Survey 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 Surveys and questions. It does not work for the published KnowledgeSmart off-the-shelf Surveys.
Therefore, the starting point for downloading and offline editing of questions is in the Draft surveys area. The green ‘X’ icon to download the questions is indicated below. 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 Survey. 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 Survey > Library > Draft content > Batch edit to find the Batch import function.
Locate your edited question file by clicking in the box shown above. 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:
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 Surveys.
The column names of your spreadsheet must match the column names in the template file. The first column denotes the question type. This can be one of 4 values: FC, YN, SO, or SM. These represent the question types: free comment, yes/no, multi-choice (select one), and multi-choice (select many) respectively.
Free Comment
For free text questions, the answer columns should be left empty.
Yes or No
For Yes or No questions, the answer columns should be left empty.
Multi-choice (select one) & Multi-choice (select many)
For multi choice questions, enter the available options in the columns Answer1 through to Answer10.
The QuestionName and QuestionText values are not mandatory. Enter your category tags in the column 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
QuestionText:
3,000 characters limit
CategoryTags:
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