13Sep, 2016

How to retrieve and analyze your form data from the History tab of the Platform

Easily retrieve and analyze your form data from the History tab of the Platform. Export and edit your data, input your forms on the web, re-send e-mails &c.

 In your Back-office History you can export data, modify them after inputting, input forms from your back-office, re-send your e-mails, display your data on a map, make pushes, and so on. To find out more, read this tutorial! The detailed sections will show you all the functions of this page. If you just want to consult one function in particular, go to the tutorial for that function. A link will allow you to access the start of each part.

  • Go to your Kizeo Forms space on the www.kizeoforms.com site.
  • Go to the Data tab > Then click the History tab.


How to retrieve the data of your digital form


1. General use.

First, we will through the basics principles of the History tab: display settings, selection, search, overview and deleting data.

  • Always start by selecting the form on which you wish to work, clicking on the scroll-down menu ‘Select a form‘,
  • You can choose to narrow down your search by entering a specific time window (starting and/or ending dates).


Search the data of a digital form


Define the display settings for your data in History

It’s up to you to choose the elements to display in order to facilitate reading of your data or sort on screen. The configuration is done instantly and remains saved for your future visits.

  • It is possible to define the number of data to display on each page by clicking on the scroll-down menu ‘Display 10 elements’. You can choose to display 10, 25, 50, 100 or all.


How to customize the display of data


  • The columns to be displayed in the History can be modulated using filters. Warning: this configuration will not affect export. Click on ‘Change columns‘ and tick or uncheck columns to be displayed or not to be displayed. Some columns will help you carry out your analysis (example: Status).


Change the display of your data


Selecting data.

You can select one or several lines of data to export or delete it.

  • To select one or several lines of data, simply click on them. They will turn blue/Grey.


How to export or delete data with Kizeo Forms


  • To deselect data, click on them again. They will turn white again.
  • To select all your data, click on the Select all button. They will then turn blue/grey.
  • To deselect all your data, click on the Deselect all button. All your data will then turn white again.


Select all the data


Search your data.

You have two ways of searching your data input.

First, using the Search bar where you can type any word present in a form (the name of a contact, an address, etc.).


Use the search bar


  • Using the filters located above the columns: in this example, we want to export the data filled out only by ‘Senior technicians‘. So, we type ‘Senior‘ in the “Position” column:


Search bar of each column


Data preview.

You can see your data in web input format. To do so, click on the ‘Action’ button and then on ‘Preview’.


See the-preview of your data


Preview of your data


2. Export your data in the format of your choice.

You can export your data in different formats: PDF, Word, Excel or CSV. Please refer to the tutorial on exporting data.

Here you will find all the forms input by the various users of your account.

  • In the left-hand part you can export data in PDF, Word or Custom-made Excel format (if you have created it beforehand) and in Standard PDF format. All that is needed is to select the data and then click on action and choose the desired format.


Export the data in the format of your choice


  • In the top right part of your screen, you can export a group of PDF, Word, custom-made Excel or standard PDF forms. In addition, you can recover your data input in Excel list, CSV (custom or otherwise) or media format, or resend email form. All that is needed is to select the required data and then click on the Selection button and choose the format of your choice.


Export in format of your choice



3. Edit/Modify your data.

When inputting data, you may be missing information or make an error. Here you can make alterations after input.

Warning: you must authorize modification of this form beforehand! When your create or modify your form, go to its Options, on Mobile tab, check ‘Enable editing of the form after its data entry‘. If you wish for all users to be able to modify data, tick ‘Authorize all users to modify other user’s information‘.


Settings to edit a digital form after input


In your History, select the data to be modified and then click on ‘Action’ then ‘Modify’ .


How to modify a data after input


When modification is done, click on Save. These data will override the former data.


Modifying data after input


4. Filling out a form from your computer.

The Fill out form tab, located under the Data tab, allows you to complete a form from your computer on the online platform. Please refer to the tutorial on how to fill out a form from the platform.

  • Click on the Data tab > Fill out form.


Fill out a digital form from a computer


  • Complete your digital form from the online platform and save or transfer it.


Fill out a form from the platform


5. Pre-fill a form and send it to a field worker (Push).

Discover how to send your pre-completed forms from the office to the mobiles of those working for you, and follow the status of your messages. Please refer to the tutorial on the push  or the advanced Push.

Step 1: Activate the option that allows the push.

By default, this option is ticked when the form is created.

  • To find it, go to Options in your form and tick the “Allow data to be pushed to mobile devices” box. This option will allow data to be sent to your users’ mobiles.

Send pre-filled data to field user


Step 2: Pre-fill and send forms.

Three options are available to you. Option 1 should be preferred for sending small amounts of data. Option 2 should be preferred for sending large amounts of data at one. The third method provides an automated push, while using our Web Service. This method requires a level of skill in computer development. If you require more information, please contact our team on +33 4 90 23 67 60 or at support@kizeo.com.

Option 1: Pre-fill a form through the ‘Fill out form’ option on the Platform.

When you have just a few forms to send to travellers, you can choose this option.

  • Pre-fill the desired form with all the information you have available, passing through the ‘Fill out form’ option on the Platform. 
  • Once your data is saved, click on Transfer and then assign a recipient to the form (the list proposed is that of your users).

Option 2 : Pre-fill a form through Excel import.

When you have lots of forms to pre-fill, we recommend this option. Much more practical!

1. Set conditions for the import.

Here you will define your import model, in correlation with the Excel/CSV file that you will create in the second stage.

  • Go to the Options of your form in the Import (Push).tab
  • Select Main Form.
  • Fill in the number of lines to ignore on Excel/CSV. As a general rule, it is the first line that corresponds to the titles given in each column. The computer will not take this line into account.
  • Slide the fields to be pre-filled in the form from right to left.

Note: These same elements will be included in your Excel/CSV file. The order of fields must therefore be respected between this parametrisation process and your Excel/CSV file.

Note: The first field is ‘Recipient‘, and in your Excel/CSV file the first column will also be “recipient”. The recipient corresponds to the user ID.

  • Save the form after parametrising your options, so that they can be taken into account.

Send pre-filled digital form through the platform

2. Create the Excel file to import .

Your Excel file must contain the columns corresponding to the import template defined in 1.

In our example:

  • Recipient, that is, the user identifier (ID).
  • Place
  • Intervention address – Address
  • Intervention address – Zip
  • Intervention address – City
  • Intervention address – Country
  • Call time
  • Date of intervention

Create and fill in your Excel file.

  • Then save this file, on your desktop for example.
  • Note for the Check-box element: Enter “true” in your Excel document if you want your box to be checked as ‘yes’.

3. Import the Excel file to send the forms.

  • On the History page, select the form on which you want to work.
  • In the top right corner of that page, click on the Import CSV/Excel button.


Import cvs Excel history


  • Choose your previously prepared Excel file by clicking on Browse or drag it into the window.
  • When loading is finished, click on the top right cross to quit. The file will be sent automatically.

Click Browse to insert your excel file and to process it.

Users will receive a notification advising them they received new forms to be completed.

Status of your ‘Push’.

Want to see if your user has received or completed the form? You can find this information in the History tab!

  • Add the ‘Status‘ column. You can also add the ‘Recipient‘ column.


Check the elements of your data


Here, you can follow the change in status of all data:

  • Saisie normale terminée. : Normal input (not ‘pushed’) completed..
  • Push présent sur le mobile de l’utilisateur, mais celui-ci n’a pas encore pris connaissance de la notification. : Push present on user’s mobile but user has not yet acknowledged notification.
  • Push en attente de récupération par l’utilisateur, celui-ci a pris connaissance de la notification mais n’a pas encore cliqué sur le formulaire qui se trouve dans les réceptions. : Push awaiting recovery by user, user has acknowledged notification but has not yet clicked on the form located in the app inbox
  • La saisie du push a été réalisée par l’utilisateur. : The user has completed input of the push.


Status of a pre-filled data push


You can sort according to status. You just need to click on Status and then click on: Completed, Recovered or Pushed (awaiting recovery by recipient).


Sort out by status


Information : There is another method for making an automated push: using our Web Service. This method requires a level of skill in IT development. If you require more information, please contact our team on +33 490 23 67 60 or at support@kizeo.com.

6. The Map tool.

The Map Tool displays one or more of your data from the same form on a map. For example, where your reports have been signed.

Step 1: Settings.

In OptionHistory tab, you must select from the scroll-down lists:

  • Title: this will determine the data name on the map.
  • Latitude & Longitude: the name of the geolocation field to be taken into account for locating the intervention.

Geolocation data

Step 2: Display.

Return to your form from History. From here, you can:

  • Select data.
  • Select several items of data following a sort.
  • No data (you will see a display of all your data).

Then click on Selection and then Map.

Get map from data

View your location on a map.

  • You can also set it up with ‘Satelite’ view:

102eh? location on a map.

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