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:
- Add all Partners in the Partner Form.
- Add a Reference field in your Form to refer to the "Partner" Form in the "Reference Data" Folder.
- 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:
- 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.
- In the Form Designer give a name to your Form.
Maximum length of a Form label: 1024 characters
- Click on "Add a field" to start adding fields.
- Add a Serial Number
- Add a Quantity field
- Add a Text field or multi-line Text field
- Add a Date field
- Add a Month field
- Add a Week field
- Add a Single or Multiple Selection field
- Add an Attachments field
- Add a Calculated field
- Add a Geographic point field
- Add a Reference field to reference another Form
- Add a User field
- 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.
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:
- Add a Label for the field
- Add a Description
- Add a Code
- Add a Prefix Formula (only for Serial Numbers)
- Add the Options for Single and Multiple Selection Fields
- Add a Formula (only for Calculated Fields)
- Add an Input Mask (only for Text fields)
On the Properties Tab you can also manage the Settings for the Field.
- 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.
- 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".
- 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.