When using the Question Pools in UKG Pro Learning, you have the option to update your pool questions and then sync their updated version to the exams they are connected to!
Before jumping in to check the process in more detail, let's see what versioning is:
With versioning, you are able to update your pool questions, and sync a different version of them to each of your exams. When a user of your academy accesses an exam they will see the latest version of the exam questions. Once the user starts an attempt, they will see the exam questions' versions that were existing at the time they started the attempt, even if the questions have been updated on your end. If the user finishes the attempt and retakes the exam, they will then be able to see the latest exam questions' versions.
Now let's check how you can accomplish this and manage your pool questions' versions!
To find your Academy's Question Pools, head to an exam and click on Question Pools from the Exam Panel. On this page, you will be able to see the Add to Exam button next to each pool question. Other options for each question are the following: Edit, Delete, Exams, History.
Add to Exam
Just click this button to add this question to the exam you are currently in. You can add a question to the same exam as many times as you want! Clicking the Add to Exam button will add the current version of the question to the exam. If your exam is a Video exam, you will also have to select the time point at which the question will be added.
By clicking the Edit button, you will be able to Edit the relevant question. You can update this question in terms of Question, Answers, Points, etc. Once you click Save, a new version of this question will be created, which will be the current one.
By clicking Delete, the question will be deleted from the pool you are in at this moment. You can filter and see the pool you are in at the moment, by the selection filter on the top of the page.
Under the Exams option, you will be able to see all the exams that this question has been added to. Next to the Exam title, you will see the version of the question that was added to this exam, the date it was added, and the actor field that displays the user that added/synced the question from the pool to the exam.
Last but not least, for each exam either a Synced indication will be displayed or a Sync button.
-If you see a Synced indication, this means that the exam question has been synced to the current (latest) version of the pool question.
-If you see a Sync button, this means that the question in the exam is a past version one. By clicking Sync the question in this specific exam will be synced to the current (latest) version of the pool question.
Under the History option, you will be able to see all the updates and different versions you have applied to your pool question! Next to each version number, you can check the date this version was created and what changes have been applied. By clicking the View button, you will be able to see what was the state of the pool question at that version point.
Please note that if an exam question that is already connected to a pool question (the exam question was added to the exam from the pool, or the pool question was generated from the exam question) is edited independently and within the exam scope, the connection between the exam question and the pool question will be lost. This means that in the Exams tab of the pool question, this exam connection will not be visible anymore.
Please note that you have the option to report on the different question versions and which exams they are connected to, on the Report Builder. Through the "Questions Pools Per Exam Report" you may now track which questions from a question pool are added to which exams. For example, if one question from one pool is added to three different exams, the report will identify all the exams in which the question is included – along with the user who added it actor, on which date, and which exam version.