Resources such as media and documents can be used to enrich your data collection for example embedding media in your forms or sending documents to your field team. Resources are managed from the Workspace Resource Library.
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To access your resource library open the Dashboard of your workspace and select "Manage Workspace" (1). From the panel on the right, select "Resource library"(2).
Any resource that you want to include in a form or messages to your field team needs to be uploaded to your workspace Resource Library.
Adding a new resource
Add a new resource to the workspace by dragging and dropping a file from your computer into the window or clicking on "Browse your PC" (3). Multiple files can be uploaded at the same time. Note that resource filenames can only contain letters, underscores and numbers and any illegal characters will be removed automatically when you upload the file.
Existing resources (4) will be listed in alphabetical order. You can download resources (5) to your computer (e.g. to edit them) by selecting the download icon of the specific resource.
The following file types can be uploaded:
- Images: png, jpeg, jpg, gif
- Audio: mp3, wav, m4a
- Video: mp4, webm
- Documents: pdf, csv (useful to pre-populate a form or dynamically generate an option list)
Note: Not all file types are supported by all web browsers and handset versions.
You'll see a progress bar as each file uploads and a confirmation message once it has completed uploading or failed for any reason, such as the file being too large (resources must be less than 30MB each). If a file upload fails due to a temporary issue (such as connectivity), simply try uploading it again.
If you upload a resource with a filename that already exists, you'll be prompted to choose to either overwrite the resource or keep both files (which will rename the file you are uploading to make it unique).
Note: you cannot rename a resource once it has been uploaded so we recommend giving the resource a descriptive filename before you upload it. Media and files are language specific. If your form or message is translated in multiple languages, you might need your resources to be available in different languages too - in this case, it helps to include the language in the resource filename so you know which one to reference in each language variation.
Resources are managed at a workspace level. This means you can reference the same resource (file) from any of the forms or messages in the same workspace. You cannot reference files across workspaces, i.e. a form in your current workspace cannot reference a resource that was added to a different workspace and a message cannot contain a resource from a different workspace. In order to reference a resource in both workspaces, it has to be uploaded to each workspace's Resource Library.
Uploaded resources ace's resource library, they can be used in the following ways:
- Resources can be embedded in to your forms by using the '@' sign.
- Resources can be sent as attachments when communicating with your field team via the Notifications on the mobile app.
Deleting a resource
To delete a resource from the Resource Library, simply click on the trashcan/bin icon. You will be prevented from deleting a resource that is still being referenced by a form. You need to remove any references to a resource (and re-publish the form after removing the reference) before you can completely delete a resource from the workspace.
CSV file validation
Additional validation rules are applied to both the header and data rows of a CSV file resource to ensure errors do not occur during data collection.
- Header values can only contain letters, numbers or underscores and must begin with a letter. No spaces or other special characters are allowed. The length of a header value cannot exceed 100 characters.
- Data can contain any characters except for double quotes " or backticks `.
- Dates should always be in the format yyyy-mm-dd
- It is best practice to remove spaces from the columns used to reference values (for example when populating an option list from a CSV file). Replacing spaces with underscores is a good alternative.
- CSV files cannot be uploaded to community plans. They will only be uploaded on paid plans.
Note: The size of the CSV file referenced in a form will impact the performance and usability of the form. Particularly launching or resuming a form, adding repeats and completing choice fields (selects and cascades) with external sources. This is compounded by the number of fields in the form that use CSV files.
For devices with specs on the lower end, we would recommend a maximum of 1 000 rows. For devices with specs on the higher end, we would recommend a limit of 10 000 rows in the CSV file.