How the question submission workflow works — from contributor draft to supervisor approval and entry into the Question Bank.
The question submission workflow lets external contributors — assigned the Question Author role — propose questions through a dedicated interface. A Question Bank Supervisor (or Admin or Manager) reviews each submission before it enters the live bank, ensuring quality control at scale without giving contributors direct access to your question library.
Submission Statuses
Each submission moves through the following statuses:
- Draft — the contributor is working on the question. It can be edited or deleted at any time.
- Submitted — sent for supervisor review. The record is locked for the contributor; no further editing is possible until the supervisor acts.
- Approved — accepted by the supervisor. The question is added to the Question Bank and linked to the submission record.
- Revise — returned with supervisor feedback. The record is unlocked; the contributor can edit and resubmit.
- Rejected — permanently declined. The record is locked; no further action is possible.
The flow is: Draft → Submitted → Approved / Revise / Rejected. When a submission is returned for revision, the contributor edits and resubmits, and the supervisor reviews it again.
The Contributor Experience
Question Authors work in a dedicated Submissions view — they do not have access to the main Question Bank.
- Two tabs: Working (Draft and Revise submissions) and Submitted (Submitted, Approved, and Rejected)
- Can create any question type and fill in content, answer choices, and scoring
- Clicking Submit sends the question for review and locks the record
- When a submission is returned for revision, the supervisor's feedback appears alongside the question so the contributor knows exactly what to address
- A message log on each submission shows the full history of status changes and feedback
The Reviewer Experience
Supervisors access Submission Reviews — a tab visible in the Question Bank to Admin, Manager, and Question Bank Supervisor roles.
- Two tabs: Pending (Submitted, awaiting review) and Resolved (Approved, Revise, Rejected)
- Multiple submissions can be selected for bulk action
- Approve — adds the question to the bank. The supervisor can keep the contributor's folder and tag directory as-is, or override it before approving. Language and labels can also be set at this point.
- Revise — returns the submission with a required feedback message. The record is unlocked so the contributor can edit and resubmit.
- Reject — permanently declines the submission with a required feedback message. The record is locked.
Setting Up the Workflow
Assign the Question Author role to external contributors in Organization → Users. Assign Question Bank Supervisor to your reviewers, or use an existing Admin or Manager who already has review access.
The submission workflow lets you scale question authoring across a large contributor pool — subject-matter experts, freelancers, or department leads — while keeping a single quality gate before any question reaches your live bank.