Quizzes: create and manage question pools

Introduction

Question pools are repositories of questions that are created and stored in the Learn365 Admin Center and can be repeatedly used in quizzes across multiple catalogs in your Learn365 solution. The course admin decides how many questions from one or more questions pools will be used in a quiz, and whether these will be shown in a predefined order or chosen randomly.

In this guide, we'll go through how to create and manage question pools in Learn365. 

 

The Question pools page 

Required role: catalog admin or course admin.

 

 

To find the Question Pools page, navigate to the Learn365 Admin Center > Content > Question Pools.

Catalog and course admins have access to the Question Pools page, which provides a list of all question pools created in all catalogs of the tenant with the information arranged in the following columns:

• Title. The name of the question pool helps admins find and identify individual question pools.
• Description. The description of a question pool provides additional information and notes about a question pool to other admins. 
• Questions. The number of questions in the question pool.
• Categories. The categories of the question pool (if any applied).
• Managed by. The users who can manage the question pool. Users are assigned as managers via the Reassign Question Pool option.
• Created by. The user who created the question pool.
• Created on. The date and time the question pool was created.

Select a column title to sort the information. The Questions column has a filter that enables you to find question pools based on the number of questions in the pool. The filter allows for multiple selections and contains only values that reflect the numbers of questions available in question pools in your tenant.

 

 

Create a question pool

Required role: catalog admin or course admin.

There are several ways to start creating a question pool:

• When you add questions to a quiz while creating or editing a quiz.
• From the Question Pools page.

In all the scenarios, you go to the Create question pool page to complete the setup of the question pool.

 

To create a question pool from the Question Pools page, follow these steps:

1. In the Learn365 Admin Center, go to Content > Question Pools. 

2. From the opened Question Pools page, select Create question pool. The Create question pool panel opens.

 

 

3. Select the Details tab and complete the fields:

• Title. The title of the question pool is used by admins to find and identify question pools.
• Categories. Categories help admins find and identify relevant question pools. When typing, previously used categories of the same spelling will appear for you to select. If an existing category doesn't match what you type, you can create a new one.
• Description. The description of a question pool is used by admins to provide additional information and notes about a question pool to other admins. Also, admins can find and identify relevant question pools based on the description.

4. Add questions to the question pool.

Use the question pool editor to manage questions in the question pool.

There are several ways to add questions to a question pool:

• Select a question type to open the quiz question form, where you create the question and add it to the question pool.
• Select QTI import to import questions to the question pool.
• Generate questions with AI assistance. The generated questions are automatically added to the question pool. For more information about generating questions with AI assistance, see this article.

From the question pool editor, you can edit, delete, and reorder the added questions using drag-and-drop. The order set will affect the order of questions when the question pool is added to a quiz.

5. Select Create to save the question pool or Create and close. Otherwise, select Discard and confirm.

The created question pool will be added to the list on the Question pools page and will be available in all course catalogs on this tenant. The person who created the question pool is specified in the Created by column on the Question pools page.

Additionally, you can assign more users to manage this question pool via the Reassign question pool function.

 

Manage question pools

Required role: catalog admin; course admin - if they created this question pool or were assigned to manage this question pool via the Reassign question pool function.

From the Question Pools page, you can edit, reassign, or delete question pools. 

To perform any of these actions, select a question pool, and then the relevant action from the opened Actions panel.

 

Edit a question pool and questions in it

Required role: catalog admin; course admin - if they created this question pool or were assigned to manage this question pool via the Reassign question pool function.

To edit a question pool, follow these steps:

1. In the Learn365 Admin Center, go to Content > Question Pools.

2. From the opened Question Pools page, select the relevant question pool to open its Actions panel.

3. From the opened Actions panel, select Edit question pool.

4. In the opened Question pool editor, make relevant changes.

• To edit a question in a question pool, select the relevant question and select the Edit icon. This action calls out the question editor form, where you make changes.

The affect of editing question pools depends on the method of choosing questions—Specific or Random—set while adding questions from the question pool to the quiz.

If the Specific type is applied, when questions from this question pool are added to a quiz, all further changes made in this question pool won't affect the existing quiz. With the Specific type, the questions will be copied to the quiz in question and will be isolated from further changes made to the question in the question pool or the question pool it was part of. Also, if changes are made to the question in the quiz, this won't affect the question in the question pool.

If the Random type is applied, when questions from a question pool are added to a quiz, all changes made to this question pool and the questions within it will be synced and applied to all quizzes that employ this question pool.

• To delete a question from the question pool, select the Delete icon, then select Delete to confirm.
• To generate questions with AI assistance (if this feature is enabled), select AI assistance. For more information about generating questions with AI assistance, see this article.
• Follow this guide if you want to add a question from a question pool to a quiz, or if you want to import certain types of questions from QTI packages into a quiz. 

Reassign a question pool

Required role: catalog admin; course admin - if they created this question pool or were assigned to manage this question pool via the Reassign question pool function.

You can enable other users to manage a question pool without being a catalog admin. For this, you'll need to specify the users to whom you want to reassign the question pool.

The assigned users will be able to manage this question pool from a course catalog where they have a role of a catalog or course admin. 

 

To reassign a question pool, follow these steps:

1. In the Learn365 Admin Center, go to Content > Question Pools. 

2. From the opened Question Pools page, select the relevant question pool to open its Actions panel.

3. From the Actions panel, select Reassign question pool.

4. On the opened Reassign Question Pool panel, enter the names or email addresses of the relevant users.

5. Select Save.

The assigned users will be displayed in the Managed by column on the Question Pools page.

 

 

Delete a question pool

Required role: catalog admin; course admin - if they created this question pool or were assigned to manage this question pool via the Reassign question pool function.

 

To delete a question pool, follow these steps:

1. In the Learn365 Admin Center, go to Content > Question Pools. 

2. From the opened Question Pools page, select the relevant question pool.

3. From the opened Actions panel, select Delete question pool.

4. From the Delete Information message, select OK to proceed. To cancel the action, select Cancel.

When deleting a question pool where from it are added to a quiz via the Random selection method, you'll see a Delete Information message. Follow these steps to proceed:

1. To proceed with deletion, select the Edit icon (pencil icon) to be redirected to the quiz edit page.
2. On the quiz edit page, change the selection method to Specific or delete the question pool from the quiz.
3. Repeat steps 1 and 2 to remove all the quizzes listed on the Delete Information message.
4. Return to the Questions pool page, refresh it, and delete the question pool.