A managed form is created by adding an “oversight form” to a “survey form”. Data in the oversight form can be updated from the user’s web browser to allow them to add additional information to the survey data.
This feature should be useful in cases where individual records from a survey are significant and need a response. In contrast where data is aggregated and analysed statistically managed forms do not add any value.
Setting up a managed form
Create an oversight form
Link the oversight form to a survey form
Open the managed form
Create an oversight form
Select the menu modules > manage > setup managed forms
Then select the tab “Available Oversight Forms”. You can then download the oversight template, define your form and upload it.
Link the oversight form to the form
Select managed forms. Then click on the edit button next to the name of the form you want to link. Then specify the oversight form.
Open the oversight form
Select Modules > “Web Forms” > “Managed Forms”.
Export Results in xlsx and xls format
Previously when you exported results as an XLS file the format was actually HTML. However this HTML could be read by Excel or LibreOffice. Now you can export as an actual XLSX or XLS format as well as still exporting in an Excel compatible HTML.
After selecting an output Format of “Excel” select the “Excel Format” you want. The default is “HTML”, just because that is the format previously used however it probably makes more sense to choose xls or xlsx.
Export PDF templates in Arabic.
Set the threshold distance at which fieldTask will record a GPS point
Warnings are no longer shown after uploading an xlsForm template. They added little value and were mostly confusing.
Removed the storage of survey “path” names from the database. This change should increase the robustness of the online editor.
Management forms can now update data collected using a data form. To do this specify the same name for a management form column as is used in your data form.
Fixed an issue that prevented “preload” question types from being downloaded when exporting an edited survey to an xlsForm.
Added security roles. You can now create roles in the user management page and assign them to users. This requires you to have the Security Manager or Organisational Administrator security group
In a managed form you can now specify that a select list is made up of users who have a role. Multiple roles can be specified.
Smap Consulting now has a permanent company address in Canberra. However one of the objectives of this move is to allow a more flexible physical location. So although the company will be located in Canberra we may be working out of co-working space in Manila or Nairobi etc depending in the work we are doing and the location of our customers.
The company address is now:
PO Box 4644
Canberra, ACT, 2604
Our current physical location is at Brainspace a co working space in Kingston.
From the 22nd June 2016 you once again need an access key in order to use the google maps API. This is a return to the situation as it was before version 3 of Google Maps. However this change currently only applies to new web sites which is why I hadn’t noticed it up until now.
Smap does not use the Google Maps API directly to draw maps, instead we use Openlayers and Mapbox, however we do use it to retrieve google street maps and google satellite base maps. If you have recently installed a new Smap server you may find these base maps no longer show up.
The problem has been addressed in version 16.06.11 of the Smap Server which is available from the downloads page of the Smap website. This version has an extra tab on the users page labelled “Server”. You will need the “Organisational Administrator” role to see this tab.
To get the google maps back you only need to set the google maps key. However you can also set the server level mapbox key and email configuration from this tab.
There was a problem with the editor in the previous release that it would not show that you had created a new form that shared a table with an existing form. An “info” dialog has been added under the “file” menu to show this sort of information.
The “Based On” text in the dialog shows the survey name and the form name that the new survey was based on. These names are separated by double colons “::”.
2. Make questions read only
You can now make questions read only or convert them to writable when in the online editor.
Referencing data from other form
1. Specify a unique key for each record
Previously the only unique keys associated with a record of data were generated when the data was collected. These are the “prikey” and the instanceId. However if you then edit the previously collected data new versions of these keys are created. Now you can specify a “Human Readable Key” as a combination of answers to questions in the form plus an internally generated number to make sure it is unique. Its these questions from the form that make the key “Human Readable”, for example a key could be “Zambia-2016-11”. This key will not be changed if the data is edited.
2. Link a question to data in another form
In the online editor you can specify that a question links to a “Human Readable Key” (HRK) in another form. Then if you answer that question by entering an HRK the data can be linked in reports. For example you may have a form that maintains assets and another form to report a fault. If you enter the HRK for the asset into the form recording a fault then reports can be created on the faults per asset.
You can enter the HRK as a text question, using a Barcode question or a select_on question.
3. Referencing data collected by other forms
Previously it has been possible to load CSV files containing data that can be referenced, or used to create choice lists, while filling in a form. It is possible to:
extract previously collected data
edit it into a suitable CSV file
Then upload that CSV file for use by another survey
This new features simplifies that whole process by allowing you to reference other surveys instead of CSV files. The latest data is then automatically extracted when you refresh fieldTask.
The results browser is available from the webforms module. Features include:
Select the columns to show
Filter on all “select one” type questions
Search for text in the results
It is now possible to view logs showing various events such as deleting or erasing forms and also viewing the data in forms.
Access the log by selecting the new module called “manage”. There should be a high volume of logs generated, you can sort them and filter on survey name, user and event type. You can also do a text search.
Smap Uploader was failing to upload data using https.
If no data had been submitted for a survey then a blank survey template could not be generated.
When you select the download button next to a form name on the form management page you will see a dialog asking what you want to download. You can often download either of two versions of the form template as an XLS file.
The original XLS file uploaded to the server
The latest version of the form including modifications that you have made using the editor on the server
These two choices are now a little clearer.
The first choice is now the latest version of the form. Next to the choice is the current version number. The second choice is now the original XLS file, however if no XLS file was loaded then this choice will not be shown. The version number for the original XLS file will always be “1”.
Logon button on the home page
You can now login and also logout from the home page. The menus that you will see on the home page change according to your role and whether or not you are logged in.
Improved Task Management (Hosted Servers Only)
A new improved task management page has been added. This is only available on hosted Smap servers and won’t be available in the download version. New features include:
You can now specify a message to be shown to the user if a question is “required” and they try to skip it. Enter the message in the column with a heading “required_message” in the survey template. (update) You can now also add the required message using the editor. Select required as the attribute you want to modify and enter the message next to the button that sets the question as required.
Take a new picture
When the user answers an “image” type question in fieldTask they normally have the option of taking a new picture or selecting a picture already on the phone. Adding the “nochoose” appearance value removed the option of selecting an existing picture. This capability has now been expanded to “annotate” questions. To use this:
Create a question of type “image”
Add an appearance of “annotate nochoose”
In the previous version of Smap this would only work no normal image questions that did not have annotate.
Autoplay of Video and Audio
If you include video or audio as part of the question then you can set these to play automatically when the question is shown to the data collector. This can be done in the XLS survey template by specifying “video” or “audio” in the “autoplay” column. You can also specify this in the online editor.
Times shown in local time rather than UTC
If you delete a form and then view the list of deleted forms the name of the form will include the date and time it was deleted. For newly deleted forms this time will now be in the local time of your browser. Interestingly if you are discussing deleted forms with somebody in a different time zone then you will each see a different form name (at least the data/time part of it).
Importing of data into a survey has been moved from the task management page to the analysis page. To import data from a CSV file create a table view, open the “aside” and then click on the import button.
You can now record notes while you are completing a survey on fieldTask. Notes can also be added after a survey has been saved as complete and before it it submitted to the server. You will need version 3.13 of FieldTask for this feature.
Adding notes while conducting a survey
To add a note start the survey or task then select “menu” | “add comment”. Press the button “Save Changes” to save the comment or press the back button to discard it.
The name of the question currently being answered is automatically added to the note
When adding notes to a completed survey most of the questions will be marked as readonly and cannot be modified. However, currently, some question types will still appear capable of modification. Despite this appearance, the changes to questions will not be saved, only the changes to the notes
Also when adding notes to a completed survey make sure you save the survey as well as each individual note or the notes will not be updated
Important. Only surveys added after version 16.03 of the server will have the notes saved. If you need this feature applied retrospectively to existing surveys let us know and we can make a quick database change that will allow that.
The following video illustrates the functionality
Some people may consider it a security issue that the answers to completed surveys can now be reviewed on the phone. If this is an issue to anyone let us know and we will rush out a patch allowing the feature to be disabled on the server. It would also be possible to add a password to the form on the server that needs to be entered to review the completed survey.
Security Controls that can be enabled on the phone now are:
A PIN to prevent access to unauthorised users
Encryption of the sd card using Android native tools
Remote wipes of the sd card using third party Android management apps
Ensure “auto-delete” of survey results after submission to the server is enabled
The above controls are more critical for ensuring security than preventing some people, who already are authorised to access the phone, from seeing the completed data. However as stated if you have a requirement for this we will add it.