Creating a flow (assessment)
Note: This page discusses the first steps for creating a flow for an exam or assessment. Once you have followed these instructions, read through the other Manager guidance pages to finish setting up the assessment properly.
Creating a flow from scratch
Click the green Create button in the upper right corner of the page.
Use the drop-down menu to select SITS assessments as your source of information and then click Choose from list.
Enter the module code and the academic year for the assessment you wish to set up (e.g. if the assessment is running in the 2025/26 academic year, enter “2025”) and click Fetch list. WISEflow will retrieve a list of the associated assessments. Select the appropriate element of assessment.
Tip: sometimes multiple versions of the same assessment might be listed for a module. Check the flow code information in these instances to help you choose the correct element of assessment. In particular, check the occurrence code. For more information, see Adding or Removing Users (SITS/ Portico integration).
WISEflow will identify the source and display how many users are associated with the module and assessment in SITS/ Portico. These users will be automatically added to the flow when it is created.
Next, choose the appropriate flow type.
Note: The flow type you choose determines how students can submit their work (e.g. a written essay or video, a multiple choice exam, etc.) and how it can be marked. The flow type cannot be changed after a flow has been created. If you are uncertain about which flow type is correct for an assessment:
Consult the module lead to get more information about the assessment
Raise a ticket via MyServices to discuss further.
You can optionally select a purpose from the drop-down menu for the assessment. Click Create flow to finish.
You will be taken to your newly created flow, where you can continue with setup.
Copying an existing flow
Note: You can’t change the flow type when copying an existing assessment in WISEflow. If you want to use a different flow type, you will need to create the flow from scratch instead.
If you have Manager access to an existing assessment that uses the same flow type and has similar deadlines, marking teams or other settings, you could save up to an hour of work by copying this instead of creating a new flow from scratch!
From your Flow overview, open the flow you wish to copy. Click the burger button in the upper right corner of the page and select Create a copy of the flow.
On the flow creation page, use the Choose what to copy area to give your new flow an appropriate title and decide which aspects of the original flow are going to be copied across.
IMPORTANT: any integration with SITS/ Portico that was present on the original flow will NOT be copied across. You must add source integration with SITS/ Portico to your new, copied flow after it has been created. We recommend that you do this immediately afterwards.
Failure to add the integration means that key data such as student and staff enrolments will not automatically update overnight and that grades can not be sent back to Portico at the end of marking. See Adding or Removing Users (SITS/ Portico Integration).
Use the drop-down menu to select the type of assessment your flow is for and click Create flow.
You will be taken to your newly created copy, where you can re-add a source for integration with SITS/ Portico and continue with setup as normal.
Flow Creation and Setup for Centrally Managed Exams
The Examinations Team creates the flows for all centrally managed exams. Below is a table summary of the different tasks that are undertaken, along with which staff members are responsible:
Task | Exam Liason Officer/ Programme Administrator | Examinations Team |
|---|---|---|
Create assessment instance (flow) | X No | ✓ Yes |
Set up marking and feedback options | ✓ Yes | X No |
Add markers/ moderators and allocate to students | ✓ Yes | X No |
Attach exam paper (FLOWassign/ FLOWhandin/ FLOWlock) | Optional, if deadline to supply paper to Exams Team is not met | ✓ Yes |
Attach exam paper (FLOWmulti) | ✓ Yes | X No |
Add RAA adjustments | X No | ✓ Yes |
Check/ amend flow settings (anonymity, participation dates, passwords, etc.) | X No | ✓ Yes |
Add whitelisted/ permitted internet resources | ✓ Yes | X No |
Activate flow (assessment) | X No | ✓ Yes |
Unlock final grades (if needed) | ✓ Yes | X No |
Export grades to Portico | ✓ Yes | X No |
Please note that the following actions MUST NOT be carried out by any teaching department staff:
Do NOT amend dates and times of an examination (durations are as per the timetable)
Do NOT manually add students if missing from an assessment; contact the Examinations Team
Do NOT add academic staff as Managers on a flow as this will breach anonymity
Do NOT activate examinations – Central Assessment Team will do this after carrying out their checks
Do NOT add time adjustments for students with RAAs. On centrally managed exams, these adjustments will have been calculated automatically and this refreshes overnight where an RAA has been updated or created. Some marking deadlines may be adjusted after the participation period is over.