Designing a Form

The following section describes how to design a Form to start collecting data (Records) from your users. It presents the available field types and the common and individual properties they have which make the Form Designer a very powerful tool. It also shows how to add, edit, delete and move fields in the Form.

In order to gather the information you need, you 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 is then stored in your Database as a 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.

You can also link your Form to another Form or to the Geodatabase of ActivityInfo. This can be done with Reference fields.

Instead of designing a Form from scratch you can copy a Form by exporting its fields and importing them to a new Form.

You can also make sure that users won't add duplicate Records to a Form by using a combination of Key fields

Working with Partners?

If you are working with a Database that includes Partners make sure to: 

This allows: 

  • Users to select a Partner from the list when adding Records. 
  • You to assign Permissions based on the users' Partner.

Working with Case Management?

If you are working with a Database that includes Supervisors and Case workers make sure to:

This allows:

  • Users with the Role of Supervisor:
  • to assign Records to users with the Role of Case worker
  •  to access the Records of their assigned Case workers.
  • Case workers to access only their own Records.

Collecting data over a period of time?

If you want to collect data on a repetitive basis, you can design a Form with a Subform

Subforms can make your Form very flexible.

For example, you can create them 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).

  • You can add up to 500 Forms in a Database.
  • You can add up to 200 fields in a Form.
  • You can add up to 30 Subforms in a Form.
  • The maximum number of Records that can be added in a Form is 200,000.

How to design a Form

  • To start designing your Form you first need to add a Database.
  • Navigate to your Database and click on "Add Form" to open the Form Designer.
Name your Form
  • In the Form Designer give a name to your Form.

Maximum length of a Form label: 1024 characters

Add Fields
  • Click on "Add a field" to start adding fields.

  • Maximum length of a Text field record value: 1024 characters
  • Maximum length of a Multi-line Text field record value: 65536 characters
  • Maximum length of a Calculated field formula: 1024 characters
  • Maximum Attachment size:  10 MB
  • Maximum number of Attachments per field: 20 attachments

If you want to collect data on a repetitive basis, you can design a Form with Subform using the Subform field and define the frequency using the Month or Week field.

  • From the fields tab, click on a field to add it.

You can also add one or more  Section headers  to create sections in your Form.

Define the Fields' Properties

When you add a field you can define some of its Properties to make your Form even more flexible.

  • Click on the Field you want to work with, to open the Properties Tab.

On the Properties tab you can:

On the Properties Tab you can also manage the Settings for the Field.

You can:

  • Maximum number of options per Single/Multiple Selection field: 100 options
  • Maximum number of options in total for all Single/Multiple Selection field in a Form: 1000 options
  • Maximum number of Relevance rules per field: 10 relevance rules
  • Maximum length of a field Label: 1024 characters
  • Maximum length of a field Description: 2048 characters
  • Maximum length of a field Code: 20 characters
  • Click on "Done" when you finish defining the Properties of the field to add it to the Form.
Add, move, edit and delete fields
  • Click on "x" to close the fields tab and click on "+" to reveal it again.
  • To add a new field click on "+" to reveal the fields tab and click on the field to add it.
  • To move a field click on it to select it and drag it to the place you want to place it.
  • To add a field between two existing fields, hover your mouse between the two fields to reveal the "x" button and click on it.
  • To edit a field's Properties click on it to open the Properties tab, apply the edits and click on "Done".
  • To delete a field click on it to open the Properties tab and click on "Delete field".
Save the Form
  • When the Form is ready, click on "Save" to save your Form.

Click on "Cancel" to go back to the Database Design tab without saving the Form.

  • The Form is added in the Database.