Tests – Quizzes, Knowledge Assessments
Overview
The Tests module (knowledge tests, quizzes, knowledge verification, electronic testing) is used to create tests and quizzes and to assign them to employees, job applicants, or the general public. The person being tested completes the test online by answering questions displayed one after another, and the system evaluates the answer immediately. The test administrator can then see summary and detailed results for everyone who completed the test, and can export the answers, print them, or in justified cases correct them manually.
The module is used both for internal purposes – entry tests for new employees, refresher tests linked to training – and for tests made available to anyone via a public link, for example to test job applicants or customers.
Key features of the Tests module
- Creating tests with 7 question types – text and numeric answer, selecting one or more options, selecting an image, filling in words or letters
- Making a test available to selected users, the whole company, anyone via a public link, or users assigned to a specific training
- Time limits for the whole test and for individual questions, random ordering of questions and answers, random selection of a subset of questions
- Automatic scoring and pass/fail evaluation, automatic creation of a PDF file with the result
- Export of results to XLSX and printing of the test and results to PDF
- Test templates that can be copied into your own tests
- Integration with the Training module, including an automatic email on failure
Access and settings
The Tests module has its own settings page, where the access rights of individual users and groups are managed, along with the behavior of the overview of recently completed tests on the dashboard. Access to the individual tabs of the module (My tests, Test Results, Test Management, Test templates) differs depending on the permission the logged-in user has been assigned for the Tests module.
How to access the Tests module
Open the Tests module from the main menu item Tests. Once opened, four toggle tiles are displayed at the top of the screen – their visibility depends on which permission for the Tests module the logged-in user has been assigned.
Tests module settings
You can find the settings for the Tests module under Settings → Tests. The settings have three tabs:
- User rights – a table in which one of three access levels is set for each user group and for each individual user: "No access", "No access to test management" or "Create new tests and view results". Above the table there is a notice that if access is set for both a group and a specific user at the same time, the higher of the two set levels is used.
- General settings – the only option is "Number of most recently completed tests on the dashboard": a number indicating how many recently completed tests are shown in the overview on the dashboard. If you leave the field empty or set it to zero, the overview is not shown on the dashboard at all.
- Rights history – an overview of when and by whom access rights to the Tests module were changed in the past.
Permissions and access rights to the Tests module
Access to the Tests module has four levels. Access rights can be set both for an entire user group and for an individual user separately – if both are set at the same time, the higher of the two applies.
| Permission level | What a user with this permission can see and do in the Tests module |
|---|---|
| No access | Cannot see the Tests module at all, not even tests assigned to them on the dashboard. |
| Default (basic) access | Sees only the My tests tab and the overview on the dashboard. Can complete tests assigned to them, but does not see results or test management. |
| No access to test management | Additionally sees the Test Results tab with summaries and details of the results of all tests in the company. Cannot create, edit, or delete tests or questions, and cannot work with templates. |
| Create new tests and view results | Full access: creating, editing, and deleting tests and questions, working with templates (copying into your own tests), exporting results, deleting answers, and manually editing results if enabled for the given test. |
Adding tests to templates, editing a template, and removing it is reserved solely for the system operator; regular companies do not have access to this. The option to manually edit submitted answers and points, and the option to add a trainer's/examiner's note to the results, is switched on and off separately for each individual test – it is not a general user permission.
User interface
The main screen of the Tests module is divided into four toggle tiles at the top – My tests, Test Results, Test Management and Test templates. Their visibility depends on the assigned permission. After switching a tile, a table with the corresponding tests and columns described under each tab below is displayed.
My tests tab
The My tests tab in the Tests module is visible to everyone who has any access to the module at all. It shows the tests currently assigned to the logged-in user and valid according to the "Allowed from" and "Allowed until" dates, and according to who the test is made available to. Table columns: Name, Allowed from, Allowed until, Completed (how many times, or a dash if not yet), Logo, Questions, Actions. In the Actions column there is either a green checkmark labeled "Already completed" for a test that cannot be filled in again, or the "Open test" icon, which opens the test in a new window.
Test Results tab
The Test Results tab in the Tests module is visible to users with "No access to test management" permission and higher. It shows a table of all the company's tests with summary figures: ID, Name, Questions, Completed tests, Last completed, Actions. If a test has at least one completed attempt, the Actions column contains three icons: "View results by user", "View results by question" and "Delete answers" (deletes all answers for the given test, after confirmation). If no one has completed the test yet, only an information icon is shown, explaining that answer statistics can be viewed, or answers deleted, once the test has been completed.
Test Management tab
The Test Management tab in the Tests module is visible only to users with "Create new tests and view results" permission. Above the table are the "Create new test" and "Deleted" buttons (a link to the trash of deleted tests). Table columns: ID, Name, Allowed from, Allowed until, Allowed to (a text description of who the test is made available to), Logo, Questions (the count as a badge, or in the form "X / Y" if the test uses a random selection of X questions out of all Y, with an "Edit questions" button; if the specified selection is higher than the actual number of questions, a red warning is shown), Actions. The Actions column contains the icons "Open test", "Edit test", "Copy", "Print Test PDF", "Print Test PDF including correct answers at the end of the test" and "Delete record" (with confirmation).
Test templates tab
The Test templates tab in the Tests module is accessible with the same permission as Test Management. At the top there is an information message that the templates are available for your own use – you can copy them into your own tests and use them, for example, to test job applicants, employees or students. The "Add test to templates" button is visible only to the system operator. Table columns: Group, Name, Description, Number of questions, Actions. The Actions column contains, depending on permission: "Open test", "Copy to my tests" (visible to everyone with access to this tab), "Edit template" and "Remove from templates" (the last two only for the system operator).
Basic operations
Basic work in Test Management in the Tests module includes creating a new test, adding and editing questions, copying an existing test, and deleting it or restoring it from the trash. All of these actions are available only to users with "Create new tests and view results" permission.
Procedure: Creating a new test
- On the Test Management tab, click the Create new test button.
- Fill in the Name field and the validity period Allowed from and Allowed until (preset to today and 14 days ahead).
- Select who the test is available to, or select specific users.
- Set the behavior of the test – time limits, random ordering, selection of random questions, showing correct answers, step back, repeated completion, logo, introductory and final text, follow-up test, test administrator permissions.
- Click Save.
Tip: A newly created test in the Tests module has no questions – right after creating it you therefore need to add at least one question using the "Edit questions" button, otherwise the test cannot be meaningfully completed.
Test form fields – basic information and access
| Field | Required | Description |
|---|---|---|
| Name | yes | Name of the test |
| Allowed from / Allowed until | yes | The date range during which the test is available on the My tests tab, in day.month.year format |
| Available to users | yes | Selection: "All eIntranet users from your company", "Selected eIntranet users from your company", "Anyone – we will generate a unique link for you to pass on, e.g. to customers" or "Employees in training – Users assigned to a training" (the last option only if the Training module is active) |
| List of users (for the "To selected users" option) | at least one | Checking specific company users who will see the test |
| Force completion – Email / Last name / Name / 2× custom field (for the "Anyone" option) | no | Which identification fields must be filled in by someone who does not have an eIntranet account before they can start the test; for custom fields you can also specify a custom field name |
Test form fields – behavior and evaluation
| Field | Required | Description |
|---|---|---|
| Time limit | no, 0 = unlimited | Maximum time to complete the whole test, in minutes |
| Time limit per question | no, 0 = unlimited | Maximum time to answer a single question, in seconds; takes precedence over the limit for the whole test |
| Random question ordering | no | Questions are shown to each test taker in a different order |
| Random order of answers | no | Answer options are shown in a random order |
| Selection of random X questions for the test | no, 0 = all are used | How many questions are randomly selected from all the specified questions |
| Selection is performed in groups of questions; each group contains X questions. | no, 0 = not used | Ensures that the random selection is done in contiguous blocks of X questions |
| Show correct answers | no, default "No" | "No" / "After answering (cannot go back)" / "After completing the entire test" |
| Allow step back | no | Lets the test taker return to the previous question; does not work together with showing the correct answer after each question, question explanations, or a time limit per question |
| The test can be taken multiple times | no | Without checking this (and without deleting the results), the same person cannot complete the test a second time |
| Provide explanations for questions | no | For each question you will be able to enter an explanation of the correct answer, shown to the test taker after answering and in the summary at the end |
| Show passed/failed at the end of the test | no | At the end of the test, it shows whether the test taker passed based on their points |
| Minimum number of points required to pass the test | yes, if the above is enabled | The point threshold from which the test is counted as passed |
Test form fields – texts, follow-up, and administrator rights
| Field | Required | Description |
|---|---|---|
| Logo | no | Image shown in the top right corner during the test, recommended size 300×150 px |
| Introductory text | no | Text shown before the first question, not shown if empty |
| End text | no | Text shown after the last question, not shown if empty |
| Automatically proceed to next test after completion | no | Selection of the test that automatically follows once this test is completed |
| Minimum number of points required to successfully complete the test | yes, if the above is selected | The success threshold for the sum of points from all follow-up tests |
| Display Completion ID | no | Whether a unique completion ID is shown to the test taker and in the results |
| Custom ID for questions | no | Allows a custom ID, for example a tracking ID, to be entered for each question |
| Show Custom ID on Questions | no | Whether this custom ID is also shown to the test taker |
| The Test Manager can edit completed tests | no | Allows the answers and points entered to be changed manually in the results |
| The test administrator can add a note to the results | no | Allows a trainer's/examiner's note to be added to each answer |
Procedure: Adding and editing test questions
- In the Test Management list of the Tests module, click the Edit questions button below the question count of the given test.
- The "Questions in test [Name]" screen opens, showing a list of existing questions and their order.
- Add a new question with the Add another question button, or edit an existing one using the pencil icon next to the row.
- Fill in the question text, optionally an image for the question, choose the answer type, and depending on the chosen type enter the options and mark the correct answer, and set the number of points for a correct answer.
- Save with the Save button – the dialog window closes and returns to the list of questions.
- The order of questions can be changed using the up and down arrows directly on the question row.
- A question can be deleted using the trash icon, after confirming "Delete? – Are you sure you want to delete this record?".
Question form fields
| Field | Required | Description |
|---|---|---|
| Custom ID | no, shown only if "Custom ID for questions" is enabled for the test | Custom text label for the question |
| Question | yes | The wording of the question; for the "Fill in words/letters" answer type, the words or letters to be filled in are written between vertical bars |
| Image for question | no | Image shown with the question, can also be removed by checking "Remove", recommended maximum size 500×500 px |
| Answer type | yes | One of 7 answer types |
| Correct answer / Enter the individual options / Upload the individual images | depends on the type | The content of the field differs depending on the chosen answer type |
| Explanation | no, shown only if "Provide explanations for questions" is enabled for the test | Text explaining the correct answer, shown to the test taker after answering |
| Points for correct answer | yes, default 1 | How many points are awarded for a correct answer |
| Points are calculated for each correct part | no, only for types with multiple options or fill-in | When checked, points are awarded for each correctly checked or filled-in part separately, not only for a fully correct answer |
Answer types for questions
In the "Answer type" field, the Tests module offers seven question types: Text Response, Numeric answer, selecting one of several given options, selecting several options from the given options, selecting one image from the given ones, filling in words or letters (the text to fill in is specified in the question between vertical bars), and selecting several options from the given ones with the number of selections limited to the maximum number of correct answers.
Procedure: Copying test
- In the Test Management list of the Tests module, click the Copy icon next to the test.
- An information message appears stating that you are copying the test into a new test and that saving will create a new test including its questions, and a form pre-filled according to the original test is shown.
- After saving, a completely new test is created with all questions, images, and settings copied from the original.
Editing an existing test
You edit a test in the Tests module using the Edit test icon next to the relevant row on the Test Management tab. The same dialog opens as when creating a new test, pre-filled with the current values. After making changes and saving, the new settings take effect for the test immediately, including who has access to it and how it behaves.
Deleting and restoring a test
- In the Test Management list of the Tests module, click the trash icon next to the test and confirm the deletion.
- The deleted test appears after clicking the Deleted button above the list – from there you can restore it back among the active tests using the restore icon.
Completing a test
A test taker to whom a test has been assigned in the Tests module completes it on the My tests tab, or via the public link if the test is set to "Anyone". Completion proceeds question by question, and the system evaluates the answers automatically.
Procedure: Completing a test
- On the My tests tab, click the Open test icon next to a test you have not yet completed.
- The test opens at a separate public address – it can also be sent to another person if the test is set to "Anyone".
- If the test is set to "Anyone" and has enforced identification fields, a form for email, first name, last name or custom fields is shown first, and only then does the test begin.
- If an introductory text is filled in, it is shown first.
- The individual questions are then shown one after another. The answer is saved with the Save & next button (on the last question "Save & finish (this is the last question)", or "end this section" for follow-up tests).
- After answering the last question, if the relevant options are enabled, the end text, information about success or failure based on the number of points achieved, and the correct answers to individual questions are shown.
Note: For question types with a limited number of selectable options, checking more options than the number of correct answers shows the message "You can select up to X options!" and the test taker must uncheck the extra option.
Time limits and step back when completing a test
If a test in the Tests module has a time limit set for the whole test or for an individual question, once it expires the test automatically moves on to the next question or ends, regardless of whether the test taker managed to answer. If step back is enabled, the test taker has the Back button available – but only if the test does not have showing correct answers after each question, question explanations, or a time limit per question enabled.
Follow-up tests
If a test in the Tests module is followed by another test (the "Automatically proceed to next test after completion" option), the system starts the follow-up test directly after the first test is completed, without any further action from the test taker. At the very end of the last test in the sequence, an "Overall result" for all the follow-up parts together is also shown, evaluated according to the minimum number of points set for the whole sequence.
Results and evaluation
Results of completed tests in the Tests module are viewed on the Test Results tab, both as a summary and for individual test takers. For tests with the relevant setting enabled, answers can also be manually corrected or supplemented with a note after completion.
How to: Viewing test results
- On the Test Results tab, click View results by user next to a test – a table of individual completions is shown, with name or email, date, number of questions answered, time spent on the test, total number of points, and a pass/fail flag.
- Or click View results by question – for each question, the correct answer is shown along with a table of who answered how and whether correctly; it can be exported to PDF or printed.
- In the "by user" detail, you can click the View Test icon next to a record – an overview of the submitted answers is shown, with the correct answer for incorrect ones, any explanation, and the trainer's or examiner's note; there is also a link to download the result in PDF.
Manually editing answers and points
Answers and points in the Tests module can only be manually corrected for a test that has "The Test Manager can edit completed tests" enabled in its settings.
- In the "View results by user" overview, click the pencil icon next to a record.
- In the "Modification of a completed test [name] [date]" dialog window, you can edit the submitted answer, the number of points for an individual question, and, if "The test administrator can add a note to the results" is enabled, add a trainer's or examiner's note.
- Saving recalculates the participant's total number of points.
Deleting answers
Answers in the Tests module can be deleted for a specific participant using the Delete answers icon in the results detail, or in bulk for the whole test using the identically-named icon directly on the Test Results tab. Both actions require confirmation in a dialog window and delete the answers irreversibly – after deletion, the same person can complete the test again, even if repeated completion would otherwise not be allowed.
Advanced features
In addition to basic test creation, the Tests module offers working with shared templates that can be copied into your own Test Management, and exporting results to a file for further processing outside the application, for example in a spreadsheet program or for archiving by a customer or auditor. Both features are available to users with "Create new tests and view results" permission.
Procedure: Working with test templates
- On the Test templates tab of the Tests module you will find tests offered for use, sorted into groups.
- Clicking Copy to my tests and confirming the dialog window copies the template into your own Test Management along with all its questions. The copied test is by default valid for one year from the copy date, available to all company users, and can be completed repeatedly.
- Adding a test to the templates using the Add test to templates button, editing a template, and removing it may only be done by the system operator, not by regular companies.
Export: Export results to XLSX
Exporting results is used to download a complete overview of the answers and evaluation of a test outside the Tests module, for example for further processing in a spreadsheet program or for archiving.
- On the Test Results tab, open the View results by user screen for a test.
- Click the Export Results to XLSX button in the top right corner of the card.
- The file is downloaded to your computer.
The export contains the answers and evaluation for all test participants, including the summary count and percentage of correct answers for each individual question.
Output format: XLSX
Test statuses and automatic behavior
Most statuses in the Tests module are managed automatically based on the test's dates and the progress of completion – the user does not switch them manually, only creates and deletes records. The system itself decides whether a test is currently valid, whether the test taker is in the middle of completing the test or has already finished it, and whether they passed based on the points achieved. An overview of the individual statuses and of what happens automatically in the Tests module is given in the following two tables.
Test and completion statuses
| Status | What it means | How a record enters this status |
|---|---|---|
| Test valid / not valid | Whether the test is currently offered to users on the My tests tab | Automatically, based on comparing today's date with the "Allowed from" and "Allowed until" fields |
| Completion – in progress | The user has opened the test and is answering questions | Created automatically when the test is opened |
| Completion – finished | The user has answered the last question, or the time limit has expired | Automatically after the last question or after the time limit elapses |
| Succeeded / Failed | Whether the test taker reached the minimum number of points set for the test | Evaluated automatically after the test is completed, shown to the test taker and in the results |
| Deleted test | The test is in the trash and is not shown in any list or on My tests | By clicking "Delete record" in Test Management |
What the Tests module does automatically
The answer to a question is evaluated and points are awarded for it automatically as soon as it is saved – the test taker immediately sees feedback on whether they answered correctly, if the test settings allow this. After answering the last question, or after the set time limit expires, the test completion is automatically closed, the total number of points is calculated, and success or failure is evaluated according to the set minimum number of points. For every completed and displayed test result, a PDF file is automatically created with the questions, answers, correct answers, and points achieved, which can be downloaded. The link for completing a specific test is generated automatically the first time the test is opened or saved.
Integration with other modules
The Tests module has a direct link to the Training module, into which the tested employee's result is recorded from the given test. In addition, data from completed tests also affects the overview of recently completed tests on each user's dashboard. No other connection with other modules was found in the Tests module.
Training module
In the Tests module, a test can be set in the "Available to users" field to the "Employees in training" option, which makes the test part of the Training module. The result – pass or fail – is recorded back into the training once the test is completed. If an employee fails such a test and the relevant training allows repetition, they automatically receive an email informing them of the failure.
Dashboard
An overview with the user's recently completed tests can be shown on the dashboard. Whether it is enabled and the number of items shown is controlled by the "Number of most recently completed tests on the dashboard" option in the Tests module settings – if left empty or set to zero, the overview is not shown on the dashboard at all.
Troubleshooting
This section summarizes the most common messages and situations encountered in the Tests module both by the test administrator when preparing and evaluating tests, and by the test taker when completing them. For each one, the reason it occurs and how to resolve it is given.
Frequently asked questions about the Tests module
Question: When saving a "Select multiple options from the given options" question, the message "No correct answer was specified, evaluation will not work correctly!" is shown. What should I do?
Solution: Go back to editing the question in the Tests module and check at least one option as correct, otherwise the system has nothing to evaluate the answer against.
Question: A red warning "You have specified fewer questions in the test than you want to display!" is shown for a test in Test Management. What does this mean?
Solution: The "Selection of random X questions for the test" field is set to a higher number than the test actually has questions. Reduce the number of selected questions, or add the missing questions.
Question: The test taker received the message "You have already completed this test and cannot take it again!". How can I let them complete the test a second time?
Solution: The test does not have repeated completion enabled. In Test Management, either check the "The test can be taken multiple times" option for the test, or delete that person's earlier answers in Test Results.
Question: The test taker does not see the "Back" button for step back, even though "Allow step back" is checked in the test settings. Why?
Solution: Step back in the Tests module does not work together with showing the correct answer after each question, with question explanations, or with a time limit per question – if any of these is enabled, the Back button will not be offered regardless of the step back setting itself.
Question: Why can't I edit the test taker's answer in the results, even though I have "Create new tests and view results" permission?
Solution: Manually editing answers and points is switched on in the Tests module separately for each individual test using the "The Test Manager can edit completed tests" option – it is not a general user permission. Check this setting in the editing screen of the specific test.
Tips for working effectively with the Tests module
- Before making a test available to test takers, review it using the "Print Test PDF" button – you will see what the questions actually look like, including images.
- If you plan to repeatedly assign a similar test to different groups, consider adding it to the templates (via the system operator), or simply copy it using the "Copy" button and edit the copy.
- For public tests via the "Anyone" link, always consider enforcing at least an email or name – it will make it easier to match results to a specific person.
- The system does not allow combining a time limit per question with step back – if you want to let the test taker go back within the test, set the time limit for the whole test only, not per individual question.
- Before bulk-deleting answers for a test, consider whether you want to first download an XLSX export – deleting answers is irreversible.