How to Create Standard Item Lists

'Item Search' allows you to use multiple search criteria to create a comprehensive list of items/item sets that you can access outside the search results screen. These are 'standard lists' and can be saved to the 'Item Lists' tab of 'Item Authoring', enabling you to quickly navigate to certain items/item sets without needing to go through the lengthy search process each time. This article explains how to create item lists using the 'Item Search' functionality of 'Item Authoring'.

You can only create and manage lists if you have both the 'Item Search' and 'Manage Item Lists' roles.

Step 1: Create Your Standard List

You can search elements of your items/item sets using free-text to create a list. Elements available to be searched are: 'Question Text', 'Item Name', 'Feedback Text', 'Item Comments', 'Answer Options', 'Citations', and 'All' (which includes all searchable fields).

You can use additional search criteria to further refine your list. Select the add ('+') icon to access a drop-down menu of filter options. You can choose from: 'Question Type', 'Item Purpose', 'Centre', 'Subject', 'Marking Type', 'Created By', 'Item Owner', 'Last Edited By', 'Status', 'Last Edited At', 'Created At', 'Mark', 'Tags', 'Tag Collections', and 'Relationships'.

You can apply as many or as few search criteria as you desire to create your list. For more information on filtering items/item sets, see the Knowledge Base article How to Use Item Search.


Step 2: Save items as a Standard List

Once you're happy with the list of items/item sets you have created using the search parameters (using the check-boxes to remove any unwanted results), select 'Save'. This presents a drop-down menu asking whether you want to 'Save results to a list' or 'Add to an existing list'. Choosing 'Save results to a list' opens a window where you are prompted to give a 'List Name' (mandatory) and 'Reference' (optional). You must also select a parent subject for your item list. This does not have to be the same subject which contains the items/item sets you have selected.


The 'Owner' defaults to the user creating the list and cannot be changed.

Depending on your permissions, you may see a 'Publish' option that will send the information through the API to an external system that can process the data received from Surpass.

If an item is part of an item set then the item set will appear in the list in place of the individual item in the 'Item Symbol' and 'Name' columns. It does not matter whether the rest of the items within the item set match the search criteria or not.


Step 3: Viewing Standard Lists

Your item list will appear in the 'Item Lists' tab, where you can view the items/item sets within the list.

If you want to update an item/item set, select it to go directly to its 'Edit' screen in Item Authoring.

You can remove an item/item set from the list by ticking the item/item set and selecting 'Remove selected from list'. You can remove one, many, or even all items/item sets this way. (To remove all items/item sets, select the checkbox at the top of the column and then 'Select all items across all pages' from the 'Select All Options' pop-up.)

The columns in the table can be customised to edit your view of the items by using the expandable panel with the cog icon. To edit the columns shown, select the corresponding eye icon to remove existing columns, or select a crossed-out eye icon to add that column to the table. It is also possible to filter your columns by opening the expandable panel with the filter icon.

Note: Every user will see the table as it has been customised because customised columns in an item list persist on an item list basis.


Step 4: Save items to a new list

You can also choose items/item sets to 'Save to a new list' or 'Add to existing list' from within a standard list by selecting your items/item sets and then the 'Add to list' button. This will either create a new standard list composed of the items you have selected, or add the selected items to an existing list, though the selected items will also remain in the current standard list.

Depending on your permissions, you can also 'Share' items with subject master lists. For more information on subject master lists, see the 'How to Create Subject Master Lists' article.


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