Uploading Questions

Modified on Thu, 18 Apr 2024 at 07:35 AM

To import questions into EASE, navigate to Library, then 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
Program*	Determines which type of assessment 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 assessment.	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 assessment?	Yes / No	Optional. No value defaults to Yes.
Attachments	Is an attachment needed for this question?	Off / On / Optional / Required On Fail	Optional. No value defaults to Optional.
Finding	If the question fails, a finding, or nonconformance, can be inputted into the system for further investigation	Off / Optional / On	Optional. No value defaults to On 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 finding 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, as it appears under the Scopes tab in Organization.	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 assessor mark a question as not applicable?	Yes / No	Optional. No value defaults to Yes.
Question Comment Option	Can the assessor add a comment to the question?	Optional / Required / Required on Fail	Optional. No value defaults to Optional.
Finding Requires Attachment	When attempting to close a finding, is a file attachment required?	Yes / No	Optional. No value defaults to No.
Critical	This item is so important that a fail here will fail the complete test, regardless of any other results.	Yes / No	Optional. No value defaults to No. LPA questions must be marked as Yes.
Failure Category Option	If this question fails, does the assessor need to categorize this finding using predetermined failure categories?	Optional / Required	Optional. No value defaults to Optional.

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.

*Note: If using the CSV upload template, questions in Mandarin, Spanish, Hungarian, Portuguese, etc may be incorrectly displayed in the Question Library.

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 assessment programs must have Pass_Fail response.	LPA programs cannot have Score or Free_Form as their response type. Pass_Fail is the only eligible response type.
Record ignored, duplicate question for that assessment program.	The same question has been inputted twice. The system will only upload one of the duplicated questions for a specific assessment program.
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).	Program, Question, and Response Type must be filled out with eligible values for a question to be uploaded.
Program fields are required.	Please input an existing program under the Program column.
Record Ignored. Program is not enabled.	The program 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.