Adding Records to a Subform - Monthly reporting

The following section describes the steps for adding a Record to a Subform for Monthly Reporting. Users can add Records to a Subform that has been designed to collect data on a monthly basis. The correct User Permission level and Role must have been set for each user according to the intention of the Administrator of the Database when they are invited to the Subform.

Classic Interface versus ActivityInfo 4.0

  • In the Classic Interface a Record would be called "Site" and a Form would be called "Activity".
  • In the Classic Interface you would add information in the "Monthly Reports"section for a Site. In ActivityInfo 4.0, you have a Form and a Subform. The Subform can collect the Monthly reporting information. You add a Record to a Form and then you add Records to the Subform.

How to add Records for Monthly Reporting using a Subform

How to add a new Record to a Form and Records to its Subform
  • Click on "Add record".
  • Start filling in the Form.
  • Make sure to fill in all Required fields, which will be marked with an asterisk (*).
  • Click on the downward arrows to reveal options and click on the option that applies.
  • Click on "Add record in ..." (where "..." is the name of the Subform) to start the monthly reporting.
  • Fill in the Subform.
  • To select the Month for which you are reporting, click on the Calendar icon and select the year and the month and click on "Done". You can also type the month following the format "YYYY-MM".
  • When you have added all the information click on "Save record" to save it. To go back to the Form without saving, click on "Cancel this subform & go back".
  • You will be taken to the Form, and the Record you added in the Subform will be visible under the name of the Subform. Click on "Save Record" to save the Record or click on "Add record to ..." to add another Record to the Subform.
  • If you click on "Save record", you can view the Record you added in the Table View. 
  • Another way to add more Records to this Subform, is to find the Record in the Table View and click on the small arrow or click on the name of the Subform in the Side Panel.
  • You can edit, delete and print the Record using the Details tab in the Record side panel.
  • This will open the Table View of the Subform. 
  • Click on "Add record" to add the next Record for that Subform for the month you want. Repeat until you have added all the necessary Records.
  • You can edit, delete and print the Record using the Details tab in the Record side panel. You can go back to the Table View of the Form by clicking on "Back to Parent".
How to add Records to a Subform for an existing Record
  • You might want to do Monthly Reporting for an existing Record. Find the Record in the Table View and click on the small arrow or click on the name of the Subform in the Details tab in the Record side panel.
  • This will open the Table View of the Subform. Click on "Add record" to add the next Record for that Subform.
  • Fill in the Subform.
  • To select the Month for which you are reporting, click on the Calendar icon and select the year and the month and click on "Done". You can also type the month following the format "YYYY-MM".
  • When you finish reporting click on "Save record" to save the Record.
  • You can view the new Record in the Table View of the Subform. Repeat until you have added all the necessary Records.
  • You can go back to the Table View of the Form by clicking on "Back to Parent".