This functionality is available for Item Bank Managers and users with the relevant Item Bank Custom User Role (CUR) permissions. It is also available to Authors (see last section).
The Item Bank Management Dashboard provides a centralised overview of all Item Banks in your tenancy, and a single point of entry into each bank’s settings and authored content (where you have permission). It helps you:
See which Item Banks exist and who created/maintains them
Manage settings for each Item Bank
Quickly open an Item Bank to work with its content (where you have Author access)
This article will guide you through how to access and use the dashboard.
Accessing the Item Bank Management Dashboard
To perform the following actions, you must either:
Have the Item Bank Manager system role, or
Have an Item Bank Custom User Role (CUR) that grants Item Bank permissions such as Edit, Create or Trash.
The Item Bank Manager role no longer automatically grants the Author system role. This ensures that administrative control of Item Banks is separate from access to authored content. If you want limited administrative control for specific banks only, use the Item Bank CUR permissions instead.
To open the dashboard:
Locate and click Manage Item Banks from the Settings menu.
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You will be taken to the Item Bank Management Dashboard.
What you see in the dashboard depends on your role and permissions:
Item Bank Managers (system role):
See a list of all Item Banks in the tenancy and can manage their settings and access.Users with Item Bank CUR permissions (no Item Bank Manager role):
See only the Item Banks for which they have Item Bank permissions via Access Groups and CURs.
Understanding the dashboard
The dashboard shows a table listing the Item Banks you are allowed to see, along with key information to help you manage them.
By default, the following columns are visible:
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Bank Name - The name of the Item Bank.
If you have Author access to that Item Bank, the name appears as a clickable link that takes you directly into the Item Bank’s authored content.
If you do not have Author access, the name is not clickable. Hovering over the bank name will show a tooltip: “You don’t have access to the authored content of this Item Bank.”
Prefix - The prefix (and associated colour) configured for the Item Bank. This helps distinguish banks in other parts of the product.
Linked Access Groups - The Access Groups associated with the Item Bank. These groups, together with their Custom User Roles, determine who can see and manage the bank and its content.
Created By - The first and last name of the user who originally created the Item Bank.
Last Edited - The date and time when the Item Bank’s properties were last edited (saved changes only).
You can also choose to show additional optional columns:
Created - The date and time when the Item Bank was first created.
Edited by - The first and last name of the last user who edited the Item Bank’s properties.
Searching, filtering and exporting
The dashboard provides tools to help you find and analyse Item Banks.
Search
Use the search field to find an Item Bank by name.
As you type, the table will update to show matching Item Banks only.
Filters
You can filter the list by:
Linked Access Groups – show only Item Banks associated with specific Access Groups.
Created - find Item Banks that were created within a certain timeframe
Created by – show Item Banks created by particular users.
Last Edited – focus on Item Banks changed within a certain timeframe.
These filters help you narrow down which Item Banks you want to review or update.
Exporting as CSV
You can export the current table view as a CSV file. The exported file includes:
All visible columns from the table
The Access Groups linked to each Item Bank
(Where available) the Custom User Roles associated with those Access Groups
This is useful for auditing Item Banks, reporting, or sharing a snapshot of your current setup.
Creating a new Item Bank
Depending on your permissions, you can create new Item Banks directly from the dashboard.
To create a new Item Bank:
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In the Item Bank Management Dashboard, click Create Item Bank.
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The existing Item Bank creation modal will open.
Enter the required details for the new Item Bank (such as name, prefix and any other mandatory properties).
Click Save.
After saving:
The modal will close.
You will remain on the Item Bank Management Dashboard.
The newly created Item Bank will appear in the list.
Whether you see the Create Item Bank button and can complete this process depends on your Item Bank permissions (for example, whether you have the Item Bank system role, or alternatively the Item Bank Create permission via your CUR).
Managing an existing Item Bank
From the dashboard, you can manage each Item Bank via the three-dot menu on the right-hand side of each row. The options you see depend on your role and permissions.
Selecting 'Edit properties', 'Manage access' or 'Delete Item Bank' will open Manage bank modal for that Item Bank, with the relevant tab selected.
'Select metadata' will open the particular metadata management page for that Item Bank.
For Authors: Navigating into Item Banks from the dashboard
The dashboard is also a convenient launch point into Item Banks you can author in.
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If you have Author access to an Item Bank (either via the Author system role or a relevant CUR), you can click the Bank Name link in the dashboard row.
This will open that Item Bank so you can work with its content (questions, question sets, etc.) as usual.
If you do not have Item Bank management editing permissions then you will not be able to select the three dot menu to change Item Bank setting
If you do not have Author access but you do have Item Bank Manager permissions then the bank name will appear as plain text and will not be clickable. Hovering over it will show a tooltip explaining that you do not have access to the authored content.
This separation ensures that:
Item Bank Managers can oversee and configure all Item Banks without automatically gaining access to the content, and
Authors can still easily find and open the specific Item Banks they are allowed to work in.