Add Record (in-line table)

This article explains how to add Records to an ActivityInfo Form using the in-line table editing feature. For large amounts of data, we recommend using the Importer feature.

To add a Record to a Form in the in-line table editing feature, follow these steps:

1. Navigate to the Form.
   If you know the name of your Form, write it on the Search Bar and click on it to select it. Otherwise go to the Database List page, and select on the Database (and Folder) that contains your Form.
2. Click “Add record” in the in-line table editing view of the Form.

3. Type in the number of rows you want to add to the Table, and select where to place these rows by clicking “Add at top” or “Add at bottom.”
   Alternatively, click “Enter data in Form” to exit the in-line table editing mode and go to the Data entry Form.

4. Click in a cell within the newly added row, and start typing in your data directly in the Table. You can also copy and paste small batches of data from a spreadsheet.

When filling out the table with information (adding Records to a Form), be mindful that table cells are Fields of a Database, each with their own formatting and validation requirements:

• Key field: If you add data that correspond to an existing Record you will be notified so as to update the correct Record. This is because the Form contains a Key field, that enforces data uniqueness.
  Key fields are still marked as “Key” in the Form design page.
• Required fields: Must fill out this Field in order to be able to save/submit the draft Record to the server.
• Serial Number Field: You cannot fill the Serial number Field manually, as the serial number is automatically assigned by ActivityInfo when the draft is synchronized to the server.

Forms with a Serial Number Field cannot have additional Key fields.

• Date field: select a date from the calendar pop-up. Alternatively, type in the value according to the "YYYY-MM-DD" international date format**.**

• In Quantity fields, the decimal point or decimal comma is used automatically based on the language you are working in.

• Fields impacted by Relevance rules only let you enter a value if the set condition is fulfilled. Records with invalid values are marked with red on the right side panel.
  Click “Clear 1 Field values” to clear the invalid value and continue with the data entry.

• If the Form includes a Required Subform, you need to add valid Records to the Subform too in order to save the Record to the Form.

You can click on the Subform to enter the data directly into the Subform.
Note that you cannot modify the parent Form from the Subform.

• If the Form includes a Multi-line field, and you want to type a long text, you can navigate the text using the left and right arrows on your keyboard. Multi-line text shows up in a single cell in the in-line Table view.
• Multiple reference fields: double click to reveal and select options.
• In Reference fields and Single Selection fields that appear as a drop-down menu, you can start typing and selecting an answer from the list of options.

To complete this action, you need the “Add record” permission in the referenced Form as well.

• If a Field includes an Input Mask you need to provide your answer in a specific format. Take a look at the Input Mask characters to make familiarize yourself with the various types.
• Attachment field are not visible in the in-line Table editing view. If you need to attach documents or images to the Record, navigate to the Data entry Form by clicking “Add record” and selecting “Enter data in form” from the options.

• If a Field includes a Validation rule your answer would need to match the rule in order to be accepted.

6. Check if the Record meets all the necessary requirements. You can use the status icons in the first column from the left to identify possible issues:

• Record marked with red: Invalid draft, that cannot be saved to the server. You need to resolve the problematic Fields before being able to save the Record.

• Records marked with green: Valid Record synchronized to the server, no further action required.

• Records marked with blue: Draft with valid Field values, ready to be synchronized to the server

• Records marked with Black: Empty row, click to add data. Note that you do not need to fill out every row to be able to submit valid Record drafts to the server.

7. Select the draft version of the Record by clicking on the blue status icon in the first row from the left.
8. Save the draft Record by clicking “Submit drafted records to server” on the right side panel.
   If you do not synchronize the updates to the server, the Record remains a draft.

Alternatively, you can pick from the following actions:

• “Print Record”: create a pdf version of the Record. Can be done before producing a valid Record draft as well.
• “Edit record”: Opens the Data entry Form, where you can make the necessary changes.
• “Submit drafted records to the server”: synchronize draft values to save the Record. You can click this button even if the draft Record is invalid, but then it still will not be saved to the server. You need to correct all values before being able to save Records.

• “Discard drafted values”: clear the selected Field values. This is especially useful when you are trying to delete an invalid value from a Single-select Field.
• “Clear Field values”: Delete all selected Field values from the selected Record(s).
• “Delete Records”: Delete all of the selected Records.
  If this selection contains draft Record values, those will be deleted permanently. Draft values and draft Records cannot be recovered from the audit log. You can only recover data that has been synchronized to the server.

9. Check the newly added Record in the Table. If the status of the Record is not a green check mark, then click on the status icon to reveal the issue.

Selection and Navigation between Record Fields

Selecting the Fields works by selecting a region. You may not select multiple regions simultaneously.

You can navigate in the Table with your Keyboard using the following keys:

• Downward pointing arrow: Move downwards
• Upward pointing arrow: Move up
• Tab: Move right
• Tab + SHIFT: Move left
• ENTER: Reveal drop-down menu options
• Space bar: Select or deselect an option from a multiple selection field (check box)

Invalid Records

Subforms

Invalid Subform records can be submitted as drafts Records, an additional check is needed before they can be synchronized to the server as valid Records. This means that you can only submit draft Records when all child Records are valid as well.

Relevance rules

Relevance rules (also known as “skip logic”) determine the relevance of a given Field. When the Field is not relevant, its value is expected to be empty.

For example, imagine the following scenario: A case worker opens the Data entry page to add a new Record of a beneficiary. The Form is set up in a way, that a certain question can only have a reply that makes sense based on the set criteria. In this example, one does not simply walk into entering a Record with “Yes” to the question “Are you pregnant?” if the value in the gender Single Select Field is “Male.”

In the Form design, a Relevance rule is added to the Single-select Field pertaining the possibility of pregnancy.

You can define the relevance rule parameters in the Field editor.

Then on the data entry side, user not be able to add a Record that does not meet this Relevance rule.

Validation rules

Validation rules restrict what a user is allowed to input in a Field. If a draft Record value violates a validation rule set in the Form designer, the user is not allowed to save the draft Record to the server due to the draft value being invalid.

For example, imagine the following scenario: You want to collect information only from a certain age group of beneficiaries. You can set up your data collection Form in a way, that Records can only be added if they meet the set criteria.

In the Form design, a Validation rule is added to the Age Field, to only accept Records that pertain to beneficiaries in the age bracket of 3-18.

You can define the validation rule parameters in the Field editor.

On the data entry side, the user is informed of the validation rule criteria.