Help article
Digital data acquisition incl. database - Implement digitization easily and simply
Enable flexible and comprehensive digitization. Convert previously paper-based or even new workflows to a new efficient approach. Capture data of different types and link them together. This allows you to implement the most versatile solutions in every conceivable industry.
Use the advanced module to design different forms with specially defined sections and fields. Data can be entered publicly or even protected by users of your app or even your own employees. The filed data is permanently stored in the integrated cloud-based database. An adjustment and change of the completed forms can be made at any time later on. If required, your app automatically sends push and email notifications for each change or new creation.
Unlike the other modules, customization is done directly within your app for the first time. This eliminates the need for traditional app management. It is sufficient to open the own app and log in therein with the same email address as in the administration. Subsequently, the "Manage" button will be visible in the created menu item of the module, with which the settings described below can be made.
The main administration within the app
Available forms - For the collection of data by users, appropriate form types must be created beforehand. With each form type created, a database is simultaneously created for storage, which reliably and securely stores your data in the cloud.
Associated users & user groups - If you do not want to make your created forms available to all, you can create users and groupings for later subdivision of permissions via this menu item beforehand.
Available forms - defining form types
The upper overview always shows all types of forms defined in the module. Once created, types can be conveniently exported and imported. This allows a reuse and transfer of form types on other or the same app. Corresponding menu items and options can usually be found via Three-dot icon in the top right corner.
Using the plus sign at the top right, a new form type can be created. To edit existing ones, just click on the respective type shown.
Note! deposited data and pressing buttons always automatically leads to saving the changes. About the back button at the top left you always get back in the level above.
Title of the form - Corresponds to the displayed title of the form type.
Set special permissions - By activating the option, a fine-granular adjustment of permissions to access the data of the form data is possible. This allows you to specify, for example, that only logged-in users may enter data of this type, or that only users can see their own data and that the data of others is hidden. The settings mask requires further knowledge about authorization issues. If you have any questions here, please feel free to contact us. In the course of development we will offer simplifications here.
When creating / editing content, notify relevant users - If users are to be notified when new data is created or changes are made, this can be activated with this. By activating, additional fields will appear, each of which will accommodate the user groups or users for notifications.
Publish / Release - To make the form type available and thus release the data entry, this option is to be activated.
Allow reactions such as "Like" or comments - Under each completed form, optional comments and "Like" details can be enabled. Enabling then allows users to include these under the form type.
Sections and input fields / field types
Forms are always composed of sections and their form fields. A section simply carries a label, which can optionally be shown later when data is entered. A form type can also contain only one section with all its fields.
Creating sections is also done via the plus sign at the top right.
Title of the form section - Same as the name of the section. Displayed only if the next option is active during data entry.
Display title as heading - By activating it will be displayed.
Within a section, the actual fields / input fields are then also created according to the same principle. The order can be rearranged as with the section at any time by tapping and moving.
Title of the field - The designation of the field is represented with fields during the input first in large. For filled fields, the title will be reduced in size accordingly.
Mandatory field - Inasmuch as an input in the field is required for saving or sending, can be determined with it. Some field types, such as toggle switches, do not allow this by definition.
Save user input and insert independently - So that recurring input can be avoided, the activation allows the on the user device with the user an already filled field to save this input. If the user now fills out another form of this type, the field is already filled with the last saved value.
Type and type of field - Here you can choose from a variety of field types. After filling out initial forms, this should not be changed later in the process. In addition to input fields, there are also pure display fields, which serve only for informational purposes.
Hide with restricted view - Under the permissions section, special settings can be defined for the display of fields. Among them, there is, for example, the possibility of not displaying all fields of a form to a user with restricted view. If, for example, a clerk enters an internal number, then the conventional user does not necessarily need to see this. You can find out more about this under the aforementioned point above.
Depending on the selected field, further setting fields become visible. These serve mostly the more special adjustment of the respective field types.
Related users & User groups - classification for later access permissions
For the later subdivision of permissions according to users and groups, the corresponding details can be stored here.
Insofar as all users should be able to create new form data and change (not form types), no specifications are required here. This corresponds to the default setting.
Users are created via your e-mail address and the tip on the plus sign and then assigned to a user group if required. Under the other selection item above, "Available forms", permissions can then be set in detail for users and groups within the selected form type.
Capturing data or filling out and modifying the forms
Published form types are displayed in the main view for all users who are authorized to do so. In each case to display all completed forms (Form XY Overview) or to create new forms (Add Form XY).
Form XY Overview - Filled forms from the overview can also be edited by clicking on it. Provided one has the authorization. For the first only the representation of the inputs takes place. By clicking on the pencil in the upper right corner you can start editing. Changes lead also here depending upon attitude to a notification to the deposited users or user groups.
In addition to sharing the forms, i.e. sending a direct link to them, it is also possible to print or PDF export the data. For advanced users, permissions can also be set specifically for this individual form. The options menu can be reached via the three-dot icon in the top right corner.
Note! All forms available to the user are always displayed for the current state of the module. A filter or search function will give later course.
Add Form XY - When tapping on Add Form XY, you get directly into the input mask of the form. The lineup is of course based on the defined form fields and sections.
By clicking on "Create / Submit", a new form is created and the data is saved in the database. The data is stored on cloud-based database. The user's device stores the data in the highest case only for quick access between.
Tips for handling
Easy linking - The menu items to explicit add or overviews of the respective forms can also direct link optionally easier via the other building block "Smart linking" more targeted to be accommodated in the app and thus allow easier access to it. For this purpose, the link is briefly saved in the clipboard at the respective position in the app and then inserted again in the settings of the "smart linking". Thus, one creates a direct link to the said position.