Event forms are templates within Smartabase which capture data. An event form records data about an event, hence its name. An event form captures data in the same way that a paper time-sheet records hours of work, an exam sheet records a student’s responses to exam questions or a training program printout allows an athlete to track their workout details.
An event form contains sets, or sections, of fields. Fields are generally organized into sections that reflect a common purpose or into sections that follow a chronological order. There are different types of fields that can make up an event form. Some fields will require an answer to be in text format, either as a single line response or you may be given space to enter a paragraph of text. Other fields require numeric responses. Some fields will be limited to certain options. For example, a field may be formatted as a yes / no response. Other option fields will give you a range of answers that you will either make a single or multiple choice selection from. The field type is chosen by the builder of the form to ensure that only high quality data is captured.
Forms are built for widely varying purposes, depending on the type of Smartabase site you're using. In a typical athlete data management type of Smartabase site you are likely to encounter forms that are built to record information about injuries, wellness, fitness testing and training. In an education provider’s site, a student user is going to encounter forms that capture the information necessary for their experience to be assessed and marked.
Entering data into event forms
Understanding how data is entered into event forms by non-professional users will not only help you to enter data yourself but also to understand how a person such as an athlete, student, soldier, worker or patient will interact with Smartabase, what knowledge needs to be passed on to these people for them to be successful and how to encourage compliance with necessary event form entry.
A non-professional user can only enter data relating to themselves (unless they are also a professional user). This means that whenever these people log in to Smartabase they will only see event forms that a Smartabase administrator has assigned data permissions (Read permission and Write permission) for them to see for the purposes of entering data.
Being a professional user of Smartabase means that you are able to carry out data entry for other people. This is essentially the same process as entering data against yourself; however, you specify for whom you are entering data.
As a professional user, it is also possible to enter data for groups of people at once, including personal groups. This is only available for groups you have permission to access. The biggest difference between single user data entry and group data entry mode is that group entry mode re-formats event forms into a table so that you can enter information into the event form row by row for each person.
Linking data between event forms
Forms and data in Smartabase can be designed with a degree of connectivity in order to provide relevant contextual data when entering and viewing data (embedded reports and charts, linked data) and to establish permanent relationships between certain events (embedded events, including injury and illness forms). An important aspect of form architecture and connectivity is understanding how this affects data sharing and responsibility in multi-discipline environments. For example, embedded reports and charts, linked data and embedded events are often used in injury and illness event forms because of the diverse nature of injuries and how they are treated and managed. However, this requires clear organizational policies about exactly which people can edit data, see shared data, edit shared data or combinations of these abilities. Connecting and sharing data in this scenario also means that it is important to establish responsibility for certain data or types of data.
Attaching information to a form
There are two ways that external files, or resources, can be added to Smartabase using an event form.
- The first method is by attaching a file which can be stored in the resources tool. The Add attachment button is found at the top of an event form, underneath the date and time section.
- The second method is by uploading a file as a response to a field within a form. File upload is a field type which permits the person to upload a file that becomes part of an event form. Once a file is uploaded using this method, it won’t be available anywhere else in Smartabase except for the event form record in which it was uploaded. Attachments can become resources, file uploads cannot.
This example shows that the Add Attachment button can be used within an injury event form to upload a file, either by or on behalf of Jamie Anderson. This file would then be stored in the resources area and could be made viewable to people who needed to see it, such as Jamie Anderson, a doctor or physiotherapist. Because it is an attachment, it can be viewed in the sidebar when Jamie Anderson is the user selected.
This screenshot shows the file upload field type used in an injury event form. In the case that an injury requires surgery or another type of intervention, the medical staff member filling out the form can choose to upload a copy of any relevant documentation, such as a surgical referral letter.
Because documentation that is relevant to the particular injury recorded in the form is likely to be unique as well as confidential, it is kept within the record rather than attached to it and accessible elsewhere.