Manage Question Approval

Manage Question Approval

Some organizations require question approval.  Approvers might be course administrators, instructors or subject matter experts. There are two options for requesting approval, depending on how it is set up for your organization:
  • Simple Mode - Review of the question is optional.  It can be approved in question set up.
  • Approval Mode - This requires the question to go through an approval workflow.  

Important Notes: As the question owner, or another user with unrestricted access permission, you can retire the question so that it can no longer be selected for exams. You can also open an approved question for editing. This creates a new version and changes its status back to Work in Progress.

As the question reviewer, you can mark a question as reviewed or reject it, adding review comments if necessary.

As the question approver, you can update the question status to approved, so that it can be selected for exams.


When you approve an edited question that has previously been approved, a new version is created.  The previous version of the question is archived. 

For more information about the Question Approval Mode System Configuration setting, see System Configuration—Exams Category.


Approval Actions

To take approval actions on a question

  1. Go to Manage Center Learning Exam and Question Manager Questions.
  2. Locate the appropriate question and select Edit from the action menu.
  3. Click the Preview/Approval tab.
  4. Take the appropriate action. The table below describes the various actions that can be taken, depending on whether your organization uses Simple Mode or Approval Mode (and in the case of Approval mode, the question's progress through the approval workflow).
Question StatusActionHow
AnyAsk another LMS user who is physically present to approve the question.Click Activate Temporary Approver. A login dialog opens. The approver logs in and then either approves or rejects the question.
Work in ProgressIndicate that the question is ready for review.Click Ready for Review. The question status is updated to Ready for Review. The question list in the Exam and Question Manager can be filtered by Status to show questions ready for review.
Work in ProgressApprove your own question.Click Approval Override. The question status is updated to Approved. It can now be selected for exams. The Allow Question Approval Override feature must be enabled in System Roles (Data Access Control Role General Permissions).
Ready for ReviewMark question as reviewed.Click Review. The question status is updated to Reviewed.  The Allow Question Review feature must be enabled in System Roles (Data Access Control Role General Permissions).
Ready for ReviewReject the question.

Click Reject Question. The question status reverts to Work in Progress.

The Allow Question Review feature must be enabled in System Roles (Data Access Control Role General Permissions).

ReviewedApprove the question.

Click Approve. The question status is updated to Approved and it can now be selected for exams. 

The Allow Question Approval feature must be enabled in System Roles (Data Access Control Role General Permissions).

ReviewedReject the reviewed question.Click Reject Question. The question status reverts to Work in Progress. The question will need to be updated and reviewed again. The Allow Question Approval feature must be enabled in System Roles (Data Access Control Role General Permissions).
ApprovedRetire the question.Click Retire. The question can no longer be selected for exams. It will not be used in randomized exam sections.
ApprovedEdit the question.

Click Open for editing. A comment box is provided to add any relevant comments.

Click OK. The a new version of the question is created, its version number is increased by one and its status is set to Work in Progress.

The Allow Open for Editing feature must be enabled in System Roles (Data Access Control Role General Permissions).


External Approval

Important Information: To access this feature, the user's system role must have the Is External Approver Role General Permission enabled in System Roles Data Access Control.

Reviewers and approvers can mark a question as needing review, adding a comment if required. This feature is available in the Preview/Approval tab in both Approval Mode and Simple Mode, and at any time, regardless of a question's status.

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