Managing the Question Library

Settings includes a managed library of reusable Pre-Vet and File Audit questions. It lets authorised users prepare and maintain question definitions, criteria and supporting evidence requirements.

Important: publishing updates the managed library. The current assessment workflow still uses the existing assessment catalogue until the managed-library integration is enabled. Do not assume publishing a question changes the checks used in a live review.

Who is this guide for?

Licensee question management is for Compliance Manager and Full Access users. Default templates administration is a separate App Admin function that also needs permission confirmed by the service.

Step 1: Open and search the library

Select Settings, then Licensee questions. Search by question or code and filter by checklist category and status. Open a question to read its wording and current definition.

Step 2: Make the right kind of draft

For a shared default, select Create licensee copy to customise it for your licensee. Use New question for a new owned definition. Shared defaults are not edited directly from the licensee area.

Step 3: Review the definition

Check the stable code, title, checklist category, order and section. Write clear question wording and assessment instructions. Set the required and accepted document types, then review the assessment criteria, required evidence and the conditions for Pass, Review, Fail and Not Applicable.

Review Applicability carefully. With no conditions, the question applies to all reviews in its checklist category in the managed definition. Advanced risk, coverage, fact and deterministic settings are preserved by the licensee editor; it does not provide all advanced editing controls.

Step 4: Save before publishing

Select Save draft. Check the saved definition, then use Publish saved draft and provide the requested reason when your organisation has approved publication. Use Publication history to review prior publications.

Step 5: Handle changes carefully

Discard draft removes saved draft edits. Archive applies to owned questions. A default can be excluded or re-enabled for the licensee through its available controls. Read each confirmation before proceeding.

If SARA reports a conflicting edit, reload and review the other person’s changes before saving again. Do not overwrite them by repeatedly retrying.

Global templates

Authorised App Admins may see Default templates, with a separate publication preview and wider-impact controls. Changes there affect the shared library. Use the organisation’s administration process and keep the assessment-integration limitation above in mind.