The Grid tab can be found when navigating to the Analyse tab of your form, and displays all forms submitted by your field team.
Submission are ordered by Received Date (descending) by default., i.e. the most recent submission will be at the top of the table. You can page through submissions using the arrows at the bottom of the page. You can also select how many submissions you would like to see per page here.
Submissions are shown one group level at a time. You can explore the data by switching between group levels using the drop-down, or the 'Previous Section' and 'Next Section' buttons.
The 'Submission Details' section will be shown by default. This section contains data that is automatically captured for each submission (metadata). You will see a column for each of the following:
- Row Number (#): A sequence number so you can keep track of which submission you are looking at as you move from one group to another.
- Note: the row number is not a permanent or unique identifier for that submission.
- Fieldworker Name: The name of the fieldworker who was assigned to the handset from which the submission was uploaded.
- Received Date: The date/time at which the submission was received by the system.
- Start Date: The date/time (according to the handset) at which the form was started.
- Note: if the form was suspended and resumed later, the original start date/time that will be used.
- End Date: The date/time (according to the handset) at which the form was completed.
- Duration: The calculated duration (in seconds) that the form took to complete.
- Handset Asset Code: The asset code of the handset from which the submission was received. The asset code is the code which you can give to each handset to help easily identify it (see here).
- Handset Identifier: The IMEI of the handset from which the submissions was uploaded.
- Language: The language in which the form was conducted.
- Modified By: The name of the user who last modified the submission. If no modifications have been made, this will be the fieldworker who uploaded the submission.
- Modified On: The date on which the submission was last modified. If no modifications have been made, this will be the Received Date.
- Latitude; Longitude: The GPS coordinates available at the time the form was started (if GPS is enabled).
- Note: the handset polls for GPS location and uses the last known coordinate when a new form is started. If no location was available at the time the form was started, a zero is displayed. If the form was suspended and resumed later, the GPS coordinates captured when the form was first started will be used. If a GPS field type is included in the form, the submission will show the coordinates provided at the time the field is answered.
- Version: The form version that was used by the fieldworker.
- Complete: Indicates whether the form instance has been completed, or whether an incomplete form has been submitted (see article on Form Completion Behaviour).
Note: 'Row Number', 'Fieldworker Name' and 'Received Date' are always displayed as the first three columns of the table, regardless of the group you are viewing.
You can sort data by clicking on drop-down arrow next to the column name and selecting 'Sort ascending' or 'Sort descending'.
When a column has been sorted, an arrow appears next to the column name. The direction of the arrow (up or down) indicates the direction of the sorting. By clicking on the arrow you can change the direction of the sorted data. The selected order applies across all grid pages.
- Fieldworker name
- Received date
- Start/End date
- Modified on
You can choose which columns you would like to see and export by clicking on 'Select Columns'. If you hide a column (i.e. deselect it), it will not appear in your grid or in your exports. Column selection is temporary (unless saved as a report). Deleted fields will be hidden by default, but you can choose to show them.
You can select the columns that you would like to see regardless of which group in your form you are viewing, or that you would like to see in every sheet of your work book when exporting your data to Excel. Simply click on the drop-down arrow next to the name of the column that you would like to fix and tick the check box next to 'Fixed'. Fixing columns are temporary (unless saved as a report).
When viewing the submissions for a form, the column names will automatically be the field names that you used when designing the form.
You can change the column names when viewing and exporting your data. When you change the column name, the form design is not impacted in any way and different users can use their own naming conventions. Edits made to column names are temporary, unless you save your current settings as a report.
To rename a column, click on the drop-down arrow next to the column name and select 'Rename'.
When choosing a new column heading, remember to make sure that it is unique. The new name can include:
- Alphanumeric characters
- Round brackets ()
- Underscores _
- Hyphens -
Press Enter to store the change. If you export this data, the new column name will be used in your downloaded file.
An “(R)” is added to the name of a repeated group. When viewing a repeating group in the grid, a row is shown for each iteration. The “Instance” column indicates the absolute number of the iteration, i.e. the number of times the group has been repeated for a particular submission.
The column "Path" indicates the relative instance number (in square brackets) and the absolute instance numbers (in round brackets). E.g. if you have a repeating group called 'HH_Roster' where you enumerate all the household members, and a repeating nested group inside it called 'Children', an entry of "/Household_Page/HH_Roster(4)/Children(8)/Info" in the 'Path' column means you are looking at the information of the second child of the fourth household member - this is the eighth child overall for this submission.