Uploading Questions

Modified on Mon, 10 Oct 2022 at 02:44 AM

To import questions into EASE, navigate to Managethen click on Question Library on the menu at the top of the screen.


At the top right of the screen, there will be an upward facing arrow. 


Once this is clicked, a new menu will appear.


 

To download the template, click on either the CSV or XLSX link. 


The file should look like this: 


Next, use the table below to input the values specific to the organization. 


For certain columns, the system will provide a dropdown menu with the eligible values to be used. 


  • Bold lettering denotes the value that goes into the excel cell. 
  • Required/Optional: The (*) next to some column names means this value must be filled out before the question can be uploaded into the system. Other columns are optional and can be left blank if desired. All of these values can be altered from within the system once the questions have been uploaded.


Column

Purpose

Eligible Value (pick one if multiple are listed)

Required or Optional

Audit Type*

Determines which type of audit this question will pertain to. 

The name in this field must match one of these or match a custom template type that had previously been created: Examples: LPA / 5S / Safety.

Required

Title

Create a title for the question.

Text

Required for the following languages: Japanese, Chinese, Korean, Thai, and Arabic. Optional for other languages, and we will auto-generate a title.

Question*

The actual question in the audit. 

Text

Required

Reason

Why is this question being asked?

Text

Optional

Reaction Plan

The immediate response that appears once a question has failed.

Text

Optional

Response Type*

The scoring system used for this question. LPAs will always use the Pass/Fail response type. 

Pass_Fail / Score / Free_Form

Required

Required

Is this question required to complete the audit?

Yes / No

Optional. No value defaults to Yes.

Photo Input

Is a photo needed for this question?

Off / Optional / Required / Required_Fail

Optional. No value defaults to Optional.

Mitigation

If the question fails, a mitigation, or nonconformance, can be inputted into the system for further investigation

Off / Optional / Required_On_Fail

Optional. No value defaults to Required_On_Fail for Pass/Fail and to Off for Score if no value is entered under 'Minimum Passing Score.’

Alternate Responsible Party

Can a user be assigned to the mitigation of this question?

Off / On

Optional. No value defaults to Off.

Score

The scale of the scoring system. The number inputted will be the highest score available.

Integer (1-10)

Required if the Response type is Score. must be empty otherwise.

Minimum passing score

What is the lowest acceptable score in order for this question to pass?

Integer (0-10)

Optional. If empty, then no pass range is defined. Must be empty if the response type is not Score.

tag1

Adding tags helps categorize and sort the question within the question library.

Text

Optional. If the tag does not currently exist, the system will create it.

tag2

The system limits the number of tags to 5 per question.

Text

Optional. If the tag does not currently exist, the system will create it.

tag3


Text

Optional. If the tag does not currently exist, the system will create it.

tag4


Text

Optional. If the tag does not currently exist, the system will create it.

tag5


Text

Optional. If the tag does not currently exist, the system will create it.

Scope

Determines the question’s location on the org tree.

Text. Name of specific site, area, work center, etc.

Optional. Must be one of the scopes listed under Admin / Organization / Scopes. No value defaults to the entire site.

Allow N/A Response

Can the auditor mark a question as not applicable? 

Yes / No


Optional. No value defaults to Yes.

Question Comment Option

Can the auditor add a comment to the question?

Yes / No

Optional / Required / Required_on_Fail

Optional. No value defaults to Optional.

Mitigation Requires Attachment

When attempting to close a mitigation, is a file attachment required?

Yes / No

Optional. No value defaults to No. 

CriticalThis item is so important that a fail here will fail the complete test, regardless of any other results.Yes / NoOptional. No value defaults to No.


If your Excel region has semicolons (;) as the default delimiter in CSV files, you will have to convert them to commas (,). On Windows, you can change the List separator setting in the Regional and Language Options as specified on the Office support website:

    • Change the separator in a CSV text file.
    • Click the Windows Start menu.
    • Click Control Panel.
    • Open the Regional and Language Options dialog box.
    • Click the Regional Options Tab.
    • Click Customize / Additional settings (Win10).
    • Type a new separator in the List separator box.
    • Click OK twice.
    • *Note: this only works if the Decimal symbol is not designated as a comma (in line with the Wikipedia citation above). If it is, Excel will not use a comma as the List separator, even if chosen. For many non-United States regions, a comma is the default Decimal symbol.


Once completed, save this worksheet as a CSV or XLSX file, then navigate back to the Upload Questions menu and select Browse File.


Search for the correct file and click upload. 


If a question fails to upload, the system will provide an error message with the reasoning for the upload failure that is specific to the individual question.


Error Message

Reasoning

LPA audit types must have Pass_Fail response.

LPA audit types cannot have Score or Free_Form as their response type. Pass_Fail is the only eligible response type.

Record ignored, duplicate question for that audit type.

The same question has been inputted twice. The system will only upload one of the duplicated questions for a specific audit type.

Invalid File attached. Download our template and please check that all required columns are present and have valid data (see our help docs for more info).

Audit Type, Question, and Response Type must be filled out with eligible values for a question to be uploaded.   

Audit Type fields are required.

Please input an existing audit type under the Audit Type column.

Record Ignored. Audit type is not enabled.

The audit type inputted has not been enabled within the system.

Title truncated to max length.

The title for this question is too long. The system has automatically shortened its length. 

Question fields are required.

Please input the question into the question column.

Question truncated to max length.

The question is too long. The system has automatically shortened its length.

Reason truncated to max length.

The reason for this question is too long. The system has automatically shortened its length.

Score values outside the allowed range.

The scoring range must be between 1 and 10.

Score fields are required.

If the question’s response type is Score, the score column must have an integer between 1 and 10.

Tag truncated to max length.

The tag for this question is too long. The system has automatically shortened its length.

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