Digital data acquisition incl. database - Implement digitization easily and simply

Enable flexible and comprehensive digitization. Transition previously paper-based—or even new—workflows to a new, efficient approach. Capture various types of data and link them together. This allows you to implement the most versatile solutions across every conceivable industry.

With the help of the advanced module, you can design various forms with custom sections and fields. Data entry can be public or restricted to users of your app or your own employees. The stored data is permanently saved in the integrated cloud-based database. Completed forms can be customized and modified at any time in the future. If needed, your app automatically sends push and email notifications whenever a change is made or a new form is created.

Unlike with the other modules, customization is initially done directly within your app. This eliminates the need for traditional app management. Simply open your app and log in using the same email address as in the administration panel. The “Manage” button will then appear in the module’s menu item, allowing you to configure the settings described below.

Main Administration Within the App

Available Forms—To allow users to enter data, you must first create the appropriate form types. When you create a form type, a database is automatically created to store your data reliably and securely in the cloud.

Associated Users & User Groups – If you do not wish to make your created forms available to everyone, you can first create users and groups via this menu item to later assign permissions.

Available Forms - Defining Form Types

The overview at the top always displays all form types defined in the module. Once created, form types can be easily exported and imported. This allows you to reuse and transfer form types to other apps or within the same app. The corresponding menu items and options are usually accessible via the three-dot icon in the upper-right corner.

You can create a new form type using the plus sign in the upper-right corner. To edit an existing form type, simply click on the respective form type displayed.

Note! Entering data and clicking buttons always automatically saves your changes. Click the Back button in the upper-left corner to return to the previous level.

Form Title - Corresponds to the displayed title of the form type.

Set separate permissions—Enabling this option allows for fine-grained adjustment of permissions for accessing the form data. For example, you can specify that only logged-in users may enter this type of data, or that users can only view the data they created themselves, while data created by others is hidden. The settings screen requires advanced knowledge of permission-related issues. If you have any questions, please feel free to contact us. As development progresses, we will offer simplifications here.

Notify Relevant Users When Creating/Editing Content—If you want to notify users when new data is created or existing data is modified, you can enable this feature here. Enabling this option displays additional fields where you can select the user groups or individual users to receive notifications.

Publish / Release – To make the form type available and thereby enable data entry, this option must be enabled.

Allow reactions such as “Like” or comments – Under each completed form, you can optionally enable comments and “Like” reactions. Enabling this feature allows users to post these under the form type.

Sections and Input Fields / Field Types

Forms are always composed of sections and their form fields. A section simply has a label, which can optionally be displayed later during data entry. A form type can also contain just one section with all fields.

Sections are also created using the plus sign in the upper-right corner.

Form Section Title — Equivalent to the section’s name. It is only displayed during data entry if the following option is enabled.

Show Title as Heading—Enable this to display the title as a heading.

Within a section, the actual fields are then created using the same principle. As with the section, the order can be rearranged at any time by tapping and dragging.

Field title—The field label is initially displayed in uppercase while data is being entered. Once a field is filled in, the label is displayed in lowercase.

Required Field—This option can be used to specify whether an entry in the field is required for saving or submitting. Some field types, such as toggle switches, do not allow this by definition.

Save User Input and Auto-Fill - To avoid repetitive data entry, enabling this feature allows the user’s device to save the data from a field that has already been filled out. If the user then fills out another form of this type, the field is already populated with the last saved value.

Field Type and Style—Here, you can choose from a variety of field types. Once the initial forms have been filled out, these settings should not be changed later on. In addition to input fields, there are also display-only fields that serve purely for informational purposes.

Hide in Restricted View - Under the Permissions section, you can configure specific settings for how fields are displayed. For example, you can choose not to display all fields of a form to a user with restricted access. For example, if a clerk enters an internal number, a regular user does not necessarily need to see it. More details on this can be found under the aforementioned section above.

Depending on the selected field, additional settings fields become visible. These are typically used for more specific customization of the respective field types.

Associated Users & User Groups—Classification for Future Access Permissions

The relevant information can be entered here for the subsequent division of permissions by users and groups.

If all users are to be allowed to create new form data and make changes (excluding form types), no information is required here. This corresponds to the default setting.

Users are created by entering their email address and clicking the plus sign; they are then assigned to a user group as needed. Under the other menu item above it, “Available Forms,” you can then define the permissions in detail for users and groups within the selected form type.

Data entry, or filling out and modifying forms

Published form types are displayed in the main view for all users who are authorized to access them. This allows users to view all completed forms (Form XY Overview) or create new forms (Add Form XY).

Form XY Overview—Completed forms in the overview can also be edited by clicking on them, provided you have the necessary permissions. Initially, only the entered data is displayed. Clicking the pencil icon in the upper right corner allows you to begin editing. Depending on the settings, changes may trigger a notification to the specified users or user groups.

In addition to sharing forms—that is, sending a direct link to them—you can also print or export the data as a PDF. Advanced users can also set permissions specifically for this individual form. The options menu can be accessed via the three-dot icon in the upper-right corner.

Note! As of the current version of the module, all forms available to the user are always displayed. A filter or search function will be added in a future update.

Add Form XY - Tapping “Add Form XY” takes you directly to the form’s input screen. The layout, of course, depends on the defined form fields and sections.

Clicking “Create / Submit” creates a new form and saves the data to the database. The data is stored in a cloud-based database. At most, the user’s device temporarily stores the data for quick access.

Tips for Use

Simple Linking—The menu items for explicitly adding forms or viewing overviews of the respective forms can also be placed more specifically within the app via the “Smart Linking” module, making them easier to access. To do this, briefly copy the link to the desired location in the app to the clipboard and then paste it into the “Smart Linking” settings. This creates a direct link to that specific location.