Item Workflow
How to create and manage items in the workflow system.
Access to certain features is restricted based on role type in an effort to reduce item exposure and promote process integrity. Please see the member role description page for information on permissions.
What is Item Workflow?
The Workflow serves as a structured process for managing the life cycle of items within Webassessor.
The workflow ensures consistency and standardization in the item development process. This structured process helps maintain quality and coherence across all items, reducing potential errors.
Must be assigned one of the following roles:
Site Administrator
Region Administrator
Assessment Manager
Item Writer
Workflow Steps
Item Written State
Assign the newly created Item and saved items in a Workflow-enabled item bank or item folder. You can transfer items in this state to the INITIAL EDIT / PSYCHOMETRIC REVIEW state or the TECHNICAL REVIEW state.
Initial Edit/Psych Review State
The Item is ready for its first evaluation by a psychometrician (or trained item writer). Emphasis is on grammar and appropriateness of language and logic. One of the two states to which you can transfer an ITEM WRITTEN item.
Technical Review State
You can transfer items in this state to any one of four other states: INITIAL EDIT, REJECTED, ON RESERVE and FINAL EDIT.
Final Edit/Psych Review State
The Item is ready for a last style and grammar check following TECHNICAL REVIEW by client SMEs. Following this review and any applicable corrections, then send this item to the next state: CLIENT REVIEW.
Client Review State
In this phase the Item is ready for a final evaluation by the client after having been transferred from the FINAL EDIT / PSYCHOMETRIC REVIEW state.
Transfer items in this state to any one of three other states:
REJECTED
ON RESERVE
ACTIVE
On Reserve State
The Item is not available for immediate use in a test form. However, you can transfer it to TECHNICAL REVIEW.
Rejected State
Item is permanently discarded and cannot be retrieved for use.
Enable Workflow
On the Item Banks page, Site and Regional Administrators will see an ‘Enable WF’ button above the results table.
Eight Steps to Success
Step 1: Add Item into workflow
Add or Create a new item in your Workflow-enabled item bank.
Alternatively, you can copy or move an existing item into the bank.
Webassessor will automatically assign the item an ITEM WRITTEN state.
Step 2 INITIAL EDIT / PSYCH REVIEW
Action: Assign the item to the INITIAL EDIT / PSYCH REVIEW state.
Navigate to the item’s Item Details mode and select the item record.
Select Workflow Action(s) > Send to Initial Edit.
Use the Comments field if necessary.
Click the SUBMIT button.
Step 3: Technical Review
Assign the INITAL EDIT item to the TECHNICAL REVIEW state.
Navigate to the item’s Item Details mode and select Workflow Action(s) > Send to Technical Review.
Fill out the Comments field as necessary.
Click the SUBMIT button.
Step 4: Next State
Assign the TECHNICAL REVIEW item to the next appropriate state. What is the next appropriate state?
Approve (ACTIVE state)
Return to Initial Edit (INITIAL EDIT/PSYCH REVIEW state)
Reject (REJECT state)
Put On Reserve (ON REVERSE state)
Access the item’s Item Details mode > item record.
Fill out the Comments field if necessary.
Click the SUBMIT button.
Step 5: Client Review
Assign the FINAL EDIT item to the CLIENT REVIEW APPROVE state.
Navigate to the item’s Item Details mode and select the item record and select Workflow Action(s) > Approve.
Fill out the Comments field as needed.
Click the SUBMIT button.
Step 6: Final State Assignment
Assign the ACTIVE item to the next appropriate state.
Navigate to the item’s Item Details mode and select the Workflow action.
Approve (ACTIVE state)
Return to Initial Edit (INITIAL EDIT/PSYCH REVIEW state)
Reject (REJECT state)
Put On Reserve (ON REVERSE state)
Fill out the Comments field as necessary.
Click the SUBMIT button.
Step 7: Add to Test Form
Add the ACTIVE item to a Test Form.
Note: Only items in the ACTIVE state can be included in a test form.
If you haven’t created a test form yet, refer to Step 1 of the Create a Test Form instructions.
If you have already created a test form, follow Step 5 of the same instructions to insert the item into a topic.
Step 8: Final Status Assignment
Assign the ACTIVE item to ON RESERVE or REJECTED state.
Navigate to the item’s Item Details mode and select the item record (Item detail mode and Workflow action appears on the header of the workflow-enabled item bank at the top)
Choose a Workflow Action(s) option (choose initial edit or technical review)
Fill out the Comments field if necessary.
Click the SUBMIT button.
Webassessor will reopen the item detail mode>item folder. The item’s Current Status will update according to the state you selected.
Item Workflow Flowchart
