Data Sources

These features also let you get data into the system.

Follow these guidelines to create a data source file from a Microsoft Excel or comma separated value (CSV) file.

1. Create either a Microsoft Excel or comma separated value (CSV) file to contain the data you want to appear in the Data List (multiple choice) field in the form you are creating or editing

2. Add data to the file:

   Character and Column Rules

    

   Rule	Description
   Character limits	Use letters (a-z) and numbers (0-9). Spaces are converted to underscores: _
   Column names	Column names are required. The first (topmost) row must contain the names of the columns. The system uses the column names to identify columns when pulling data from them into form fields. You see the column names when adding fields to forms
   Column order	If the data source is intended to supply the values in the fields that make up a cascading list, the columns must be in the same order as the fields. For example, the first (leftmost) column in the data source maps to the first field type in the cascading list, the second column maps to the second field type, etc. For details, see Cascading Lists

    

   Data Source Columns, Form Fields (Data List and Field Type)

   When creating a data source, each column must correspond to the field type that receives the data from the column. A Data List field must be used to contain field types. In cascading lists, users' choice in each field, determines the values in the next field. For details, see Cascading Lists.

   Number of Form and Form Fields	Data Source Columns	Form Field: Data List	Form Field: Data List's Field Type
   1 form with 1 or multiple fields	1 or more	1 Data List field that contains one field type per column in data source	1 Field Type per column, any Field Type (Multiple Choice, Number, Text)
   1 form with multiple fields (Cascading list)	Multiple	1 Data List field that contains one field type per column in data source	Multiple Choice (Last field can be a Text field type if it receives one value and not choice is needed)
   2 forms with multiple fields (Cascading list)	Multiple	Parent form: Data List field with first column Child form: Data List field with rest of columns	Parent form: Multiple Choice (Last field can be a Text field type if it receives one value and not choice is needed) Child form: Multiple Choice (Last field can be a Text field type if it receives one value and not choice is needed)

    

3. Save the file
4. Upload the file. See Upload Data Source, below

1. On the top menu bar, click System Management ( ) > Administration >Work Management > Form Designer
2. On the App Summary page, in the left column, click Data Sources
3. On the Data Sources page, in the upper-right corner, click Create New Source

4. On the Create Data Source window:

   4a: Name the data source

   4b: In the Create From list, click File

   4c: Under Upload File, click Select File to choose the file to upload

   4d: Click Continue

5. The data source appears with the name at the top and the data in a table. Actions:

    

   Action	Description
   Back arrow (upper-left corner)	Returns to Data Sources page without uploading the file
   Load Additional Data (bottom of screen)	If the data source file has more than 100 rows, loads rows beyond 100
   Update (upper-left corner)	Opens the Create Data Source window, so you can overwrite the current file

    

6. In the upper right corner, click Save. The uploaded data appears on the Data Sources screen.

Use this procedure to create a data source from a form/app. Items created from a form/app that is connected to a data source reload the data every time the item is updated or saved.

1. On the top menu bar, click System Management ( ) > Administration >Work Management > Form Designer
2. On the App Summary page, in the left column, click Data Sources
3. On the Data Sources page, in the upper-right corner, click Create New Source

4. On the Create Data Source window:

   4a: Name the data source

   4b: In the Create From list, click Form

   4c: Click Continue. Result: The data source appears with the name at the top

5. In the data source, click the Select list to choose the form you want to use as your data source. Result: The form appears in the list box

   5a: Click +Add Field. Result: A row appears with a column for a form field and one for column name

   5b: In the Choose Form Field, click to choose the form field containing the data you want to use in your data source

   5c: In the Column Name field, type the name of the column in the data source that will contain the data from the form field you chose

   5d: Optional. Repeats steps 5a-5c to link additional form fields to data source columns, if needed

6. In the upper right corner, click Save. Result: The uploaded data appears in a new data source on the Data Sources screen. Items created from a form/app that is connected to a data source reload the data every time the item is updated or saved

1. On the top menu bar, click System Management ( ) > Administration >Work Management > App Designer
2. On the App Summary page, in the left column, click Data Sources
3. On the Data Sources page, files are listed in alphabetical order. Find the data source and click View

4. The data source appears with the name at the top and the data in a table. Actions:

    

   Action	Description
   Back arrow (upper-left corner)	Returns to Data Sources page without uploading the file
   Delete	Data sources can be deleted only if they are not being used in a form
   Export	Exports the data source as a CSV file
   Load Additional Data (bottom of screen)	If the data source file has more than 100 rows, loads rows beyond 100
   Update (upper-left corner)	Opens the Create Data Source window, so you can overwrite the current file

There are two ways to view the history of changes to data sources:

1. On either the Data Sources Summary page or a Data Source page, in the upper right corner, click History

2. In the History window, click Show Changes to see the list of changes. Changes are listed with the most recent at the top