SAP Knowledge Base Article - Public

2643722 - How to add / edit / import questions on Question Library - Recruiting Management

Symptom

  • How to grant permission to manage question library
  • How to add new questions to an existing question library
  • How to edit questions to an existing question library
  • How to import a question library

"Image/data in this KBA is from SAP internal systems, sample data, or demo systems. Any resemblance to real data is purely coincidental."

Environment

SAP SuccessFactors Recruiting Management

Resolution

  1. Make sure that you have permission to manage the question library.

Pre-requisite: Question Libraries require initial configuration in the back-end/provisioning. The following setting needs to be enabled in provisioning, which can be done by support/your partner:

question object management.png

1.1. Go to Admin Tools > Manage Permission Roles
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1.2. Search for and select the permission role to which you will be granting permission to manage question library.
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1.3 Once selected click the "Permission..." button
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1.4 On the left column, search for and select "Manage Question Library". Then on the Right side select the desired permission.
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  1. Adding a Question from Admin Center

2.1. Go to Admin Tools > Question Libraries
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2.2. Select the question library to which you want to add a new question.
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2.3. Type the question under "Create new question" field (A); select which category you want to put this question (B). Once done, click “Create” button.
If you want to create a new category for questions, select “New category”. When you save it, a window asking you to create a new folder name will pop up.
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  1. Modifying a Question

3.1. Click the newly/Previously created question to modify the question parameters
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3.2. Answer format allows you to make the question as a text or multiple choice.

Initially, the format "Free Text" is set for every newly created question and the "Maximum number of characters allowed" is defaulted to 200 characters.
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3.3. If you create a multiple choice question, you may add the different answer range on the text boxes, as shown on the screenshot. Whenever a new answer option is required, click “Add another answer".
** Remember to select a "Correct Answer", specially if you want to make this a disqualifying/scored question. **
3-3.png

3.4. Save when you are done with the changes.

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  1.  Importing Questions from CSV file.

4.1. Granting permission to import (step 1.1 to 1.4 of this article)

4.1.1. Navigate to Admin Center> Manage Permission Roles.

4.1.2. Select the role you need to enable the Manage Question Library permissions for.

4.1.3. Locate and select Manage Question Library link

4.1.4. Make sure the option "Import New Question Library" is checked.

4.2. Importing Question Library (CSV File)

4.2.1. In Admin Center, select 'Import Question Library'.
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4.2.2. Select the file you wish to upload

4.2.3. Name the Library (you can either create a new library or insert the name of an already created library to insert a new question -- in case the latter is the chosen, make sure that the file has only the question you want to add)

4.2.4. Select whether this library should be editable

4.2.5. Select the type of encoding the file is saved (Recommended is Unicode (UTF-8))

4.2.6. Click import
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4.3. Instructions on Question Library columns for CSV File

The Question Library import file must be set up as below*, with no header row (meaning, row 1 should be an actual question you wish to import).

*Sample Question Library file attached  in this KBA

Column  Content Type Details
A Question Type

Only four question types are presently supported:
○ QUESTION_MULTI_CHOICE
○ QUESTION_NUMERIC
○ QUESTION_TEXT
○ QUESTION_RATING

In case the import doesn't work, please make sure that the question type is set up as above (in upper case).
B Category

All questions must be placed in a cate­gory. Either a new or existing category can be used. The category value can be any alphanumeric string, preferably short.
C Parent Question

This is optional; only use when you in­ tend to set this row up as a child ques­tion in a set of cascading questions. If used, specify the exact name of a question that already exists in the instance or is defined as a new question earlier in the file.
D Name of Question Any alphanumeric string.
E Description of Question Any alphanumeric string.
F Valid Rating Scale ID

The exact name of a rating scale set up in the instance.
Example:
○ Pre-Screen Rating Options
G Answer Option

Use only for multiple choice questions. Specify a comma-separated list of val­ues from which the applicant can pick. 
Example:
○ "Yes,No,Maybe,Probably" (options must be separated by comas and quoted - as the example)
H Expected Right Answer 

Use for questions that have a right answer. Questions can only have a single right answer specified. Specify the right answer’s place in the answer option list. The answer option list counts up from zero.

Multiple Choice Example: 
If the answer  “Maybe” in the prior list is the right answer, then the expected right answer would be:
○ 3

Numeric Example:
○ 150

Rating Scale Example: specify the rat­ing scale number that is the right an­swer:
○ 4
I Expected Correct Answer Direction 

For numeric and rating scale questions it is possible to specify that the right answer is “x or higher” or “x or lower”. 

Allowable values, therefore, are:
○ higher
○ lower
These should be lower-case when in­cluded in the import file.
J GUID for the Question

Any alphanumeric value. Spaces and special characters should be avoided. These values should be unique. Otherwise, you won't be able to import the questions.
K

Locale in which this copy of the ques­tion is translated

Any locale enabled in the instance in Provisioning > Company Settings, and Admin Center> Recruiting Languages

Example: en_US

If translated questions are desired, de­fine the question multiple times in the import file, using the same GUID each time but specifying a different locale value on each import row.
L Parent Response 

This is optional; only use when you in­tend to set this row up as a child question in a set of cascading questions. If used, specify the answer the appli­cant needs to give to the parent ques­tion in order to reveal this row as a child question.

A child question can only be tied to a single right parent answer. This means if multiple parent answers need to re­veal the child question, the child question actually needs to be set up multiple times in the library, once per right pa­rent answer.

The Parent Response value must match exactly the value of the Answer Option value (Column G). For example, if the parent answer options are "Yes,No,Maybe So,Probably" and the correct response is "Yes", the value imported here will be "Yes", different from the Expected Right Answer value (Column H), in which the system would be expecting "0" instead of "Yes".

NOTE: It's not possible to modify any attribute from the Child Question, such as the Parent Response value. For more details, please refer to the KBA: 3196144 - Is it Possible to Change the Child's Parent Question Response Value in Question Library - Recruiting Management

Note: If creating a new library and facing an issue with cascading questions on the job req:

1. First import en_US questions alone,
2. Then import other translations once the en_US questions import is successful
3. Add questions to job req
4. Provide the right answer to the questions

See Also

2573342 - Saving Import Files in Unicode (UTF-8) for Question Libraries

2411181 - Types of requisition pre-screen questions and definitions

2080964 - Behavioral Interview Questions Library - Recruiting

2081565 - Screening Questions - Recruiting

Keywords

question library, RCM, new questions, edit question, import question, manage question library, question csv , KBA , LOD-SF-RCM-ADM , Admin Center, RBP, Permissions and Settings , LOD-SF-RCM-JOB , Job Postings & Requisitions , How To

Product

SAP SuccessFactors Recruiting all versions

Attachments

Question Library Example.csv