Designing a Form

New Interface

The following section describes how to design a Form with Fields and Subforms.

 In order to gather the information you need, we must design a Form that collects the correct data. Your data is collected using various types of Fields. A User then fills in a Form, entering data into the defined Fields. This entry is then stored in your Database as a Form Record.

Forms are very flexible, and allow you to mix-and-match Fields to capture a variety of data types. For instance:

  • A unique identifier for a beneficiary can be generated using a Serial Number Field.
  • The amount of a specific type of good delivered to a beneficiary can be captured using a Quantity Field. 
  • The total of amount of goods delivered to an individual beneficiary can be captured using a Calculated Field.
  • The location of a beneficiary can be captured using a Geographic Point Field.

If you require collection of data over a period of time, you can create a Subform. Subforms can be created to collect data on a regular basis (e.g. a monthly delivery), or on an irregular basis (e.g. every time a beneficiary receives goods). 

Take a look at the available Reporting Frequencies for Subforms.

You can also link your Form to another Form, to a Location Type or to a built-in Location.

In order to design a Form, you must first have created a Form.

How to Design a Form

Understanding the Form Designer

When you first open your Form, the Form Design Panel will be populated with a few commonly-used Fields:

  • A Start and End Date Field
  • A Partner Field (this cannot be removed)
  • A Project Field
  • A Comments Text Field

You are free to remove these Fields and add other Fields and Subforms to meet your reporting requirements. 

Field Panel
  • On the right-hand side of the Form Designer, you will find the Fields Panel
  • Here you will find a list of all the Form Field and Sub-Forms which you can add to your Form.

Take a look at all the available Form Field Types and their explanation at our Reference Manual.

Form Design Panel
  • In the center of the Form Designer, you will find the Form Designer Panel. 
  • This is the current design of your Form. All of the Fields and Subforms currently defined on your Form will appear here.
  • Select a Field or Subform by clicking on it.
  • You can move a Form Field by clicking on the III button on the top-right hand corner and dragging it to the place you want to place it.
  • You can remove a Form Field from the Form template by clicking the X button on the top-right hand corner of that Form Field.
  • The Label of a Field or Subform appears in blue text.
  • The Code of the Field appears to the left of the Label in gray text.
  • Fields which are required for Users to enter during Data Entry are indicated with a red asterisk.
  • Fields which are not visible to Users during Data Entry appear with a strike-through over their Label and Code.
Properties Panel
  • On the left-hand side of the Form Designer, you will find the Properties Panel.
  • Here you can define the properties for each Form Field that you add to your Form. The Properties may vary depending on the type of the Form Field.

Take a look at all the available Field Properties and their explanation at our Reference Manual.

Adding a New Field
  • If a Field or Subform can be added to the selected location, a green box will appear indicating that you may create it.
  • If a Field or Subform cannot be added to the selected location, a red box will appear indicating that you cannot create it.
Adding a Subform
  • Click on the Subform Field to open its Field Properties to rename the Subform.
  • Add Fields to your Subform by dragging and dropping them to the Subform you created and edit their Field Properties.
  • Save the Form.