Designing a Form
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.
In order to design a Form, you must first have created a Form.
How to Design a Form
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
- 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.
- 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.
- 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.
- Select the newly created Field in the Form Design Panel.
- Drag and drop the Subform Field that corresponds to the Subform Reporting Frequency you want to the Form you have designed.
- 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.