Create, view and edit activity reports
Main
Activity parameters
Different question types
Question parameters
Manage questions in the workflow
Activity parameters to be defined
Scope of the Activity Report
Share values of the activity to an external user
Use a Customer attribute as a meta expression in the workflow
How to filter items in a matrix
View an activity report
Download activity reports
Select the "Activities" tab in the workflow section in the menu on the left.
Click on (+ Create activity) at the top right - Name the activity that you want to create
Inside the Activity created, We have:
Add questions
Upload in JSON format
Download in Excel or CSV format
Activity name: the name that will be displayed on the mobile app for the user
Display title: a meta expression of the title of the Activity to be displayed on the mobile app for the user. You can define the display title scope by adding new expression
Activity types
- Standard: for normal data collection
- Custom Activities
Open Text - Used for input text fields i.e. comments.
Open decimal number - Selected for numerical values input with decimal points.
Open integer number - used for numerical inputs only.
Phone number - Used in question that requires users to capture phone numbers.
Single choice question - Use this question type for questions that require App users to only select one value from a list of values. Covers questions that require a single answer or only one value/option.
Multiple choice question - This allows the selection of two or more values from a set of values/options.
Multiple Input Text. To have text on several lines.
A single choice on the list - Used when one option is required to be selected from a pre-uploaded list. i.e Outlet visited. (First, you must upload a list via the list tab on the WebApp)
Multiple choice on list - With this question type, users can select two or more items from/on the list. (First, you must upload a list via the list tab on the WebApp).
Picture - Used in/for questions that require App users to take a picture i.e. products and outlet pictures.
Signature - Used for questions that require FieldPro App user to capture signature i.e. client's signatures.
Location picker - Used for questions that ask users to capture coordinates. it allows App users to capture GPS coordinates of the exact place they are at any particular time i.e. Outlet's coordinates.
Barcode Scanner - Used for Barcode input questions, it allows App users to scan a barcode using the camera of their device.
Time / Date picker - These question types are used in questions that require App users to capture dates or times.
Matrix on list - This question type performs the same action as Matrix but instead of using Question headers, it uses items on list, to use this question type you must first upload items to the list tab. i.e. Products.
- A matrix can have several sub-questions. To define the sub-question for which the value will be displayed in the recap view on the mobile, click on the toggle “Highlight answer”
- A matrix displays items on 2 levels. Level 1 is called “category” and is an attribute that will serve as headers in the matrix, to navigate among the items. The attribute to be served as a category needs to be defined at the level of each matrix question. Only single-choice attributes can be used as categories.
Compute- This question type is used when you want to perform simple calculations on the values inputted on different questions, it entails; Multiplication, divide, subtraction, and addition. From this question type, you can for example know the total amount of sales by calculating price and quantity.
- A compute is build using operant
- There are several operands
a. Question answer. Tags of questions need to be picked.
If you want to use an attribute from a list, you need to make sure there is an attribute with a number format in this list.
b. Operation. For any other compute that already existing in the workflow
c. Item attribute. Only available for the second operand if the first operand is a question-answer picking an item, like a single choice on list or matrix on the list.
- Several operators can be used:
a. Add
b. Multiply
c. Subtract
d. Divide
It is possible to have a compute inside a matrix sub-question, with item attributes as an operand. Which can serve to calculate subtotals for example.
You first need to create an attribute in the list that returns a number when adding a compute that involves a list attribute otherwise no options are displayed for the operands.
Plain text
- With this question, you can display text for the user
- The text can be composed of text and also fetch list attribute values, like the price of an item. The syntax to use to include list attribute in there is detailed in this page
Question tag - A tag is an internal code to refer to the question. It must be unique, lowercase. When you create a new question, you will be proposed the list of existing tags of the same question types in other workflows of the client environment. This is useful to standardize the queries and reporting.
Question text - Text that appears on the Mobile App for users
Question required - Defines if a question must be filed before activity reports.
Answer text - Text to display once a question has been filled.
List linked to the question - Use to link a question list with the list
Impossible to change the question - Restricts Mobile users from editing/changing question response.
Question description - A descriptive text used to expound or give more details about a question.
Question default value -
Question is hidden - Use to hide questions from Mobile users
Is shareable - If a question has this attribute, it will appear in the activity report recap shared on the mobile app user.
Highlight this answer. By ticking this toggle, it means the value will be displayed in the recap of the matrix question on the mobile app.
Meta expressions - Meta expression determine when the question will appear.
The different attributes in the activities can be made unique by clicking on the settings and turning the toggle on to prevent the user from making two submissions with the same field.
it can be defined for questions types:
phone number
integer
text
How to use meta expressions.
Meta expression are built using two operands. It can be:
a question-answer
a meta expression
After selecting the question-answer, you will see a modal with all the single or multiple-choice options in the questions, including the ones for the customer selected.
The operators can be:
AND
DIFFERENT
EQUAL
OR
and for integer or decimal answers:
LESS_THAN
GREATER_THAN
LESS_OR_EQUAL_TO
GREATER_OR_EQUAL_TO
The second operand can be:
Question-answer
constant (number and text)
If you select question answer, a modal will open comparing the values of the answer.
If you select constant, for a single or multiple-choice, the options will be TRUE or FALSE
Questions marked in “bold” are mandatory
Questions marked with the word meta expression have a meta expression attached to it
Questions marked with an eye icon are hidden from the mobile users
Questions marked with the word meta expression and are in bold have both a meta expression and are mandatory.
To add a question.
Click on the + icon. Select a question type.
Replicate a question
To replicate a question within a workflow, click on replicate icon, then select the tag and label of the question
Rearrange the order of questions with drag and drop
The order of the questions can be changed by dragging and dropping questions within the questionnaire
Edit a question - Click on the edit icon.
Delete a question - Click on the delete icon
Activity Id - It is a unique system generated identifier
Activity name - Where activity name is defined
Display title - where the name to be displayed is defined by meta expressions
Activity type -
Report prerequisite - Helps identifying activities requiring a check-in/check-out inside or outside a visit object
Important questions -Is used as a table column in the activity report table
Role- Defines who has access to the activity
Visibility of the Activity Report
- web and mobile. Normal behavior
- web. Activity reports /tasks are generated by the back end
It determines which mobile users can view and edit the activity report of a mobile user
There are several parameters:
Global. All users of the client
Team. All users of the teams (more than 1 team)
Single team. All users of the team to which the mobile user belongs (only 1 team)
Mobile user. Several mobile users
Single Mobile User. Only the mobile user who submitted the activity report
N/B; The scope is defined on the list setting page(List scope)
You can see the recap of an activity report in the history view and share it with any external user through the messaging app of your phone. It comes in text format, meaning it can be read by SMS, WhatsApp, etc. To share it, you need to click on the Share icon.
The content that is shareable depends on the questions you configure as shareable in the workflow builder. The recap message will also contain the metadata such as the timestamp, the activity report ID, user name, etc.
You can add any attribute of the item/SKU as shareable information if the item has been selected through a single choice or matrix on the list question. For this use a plain text question and use the relevant meta expression.
This is typically useful to act as a digital receipt for sales to a retailer, field vendor or to be used internally as proof of transaction.
When using the Customer module, the customer selected after the check-in will automatically appear in the activities builder as the first question. You cannot edit the tag, but you can edit its name.
You can then select any of the attributes of the customer as a question-answer to base the meta expression on.
A matrix question in an activity displays items from a list.
It is possible to filter the items displayed using the meta expressions.
To do this, go to the matrix question, the conditions tab, and "Items restriction condition"
Then you will have a meta expression builder allowing you to define the restriction
In the example below, we want that certain must have SKUs only display based on the types of shops for a retail audit activity.
So we have created in the SKU list different single choice attributes: customer_type1 Yes/No, etc..to indicate if the SKU was a must have SKU for that type of shop. We have created as many such attributes as we have of shop types.
In the meta expression we look for equivalence between the customer type of the item selected (the SKU) and the type of customer selected in the activity.
If there is a match for the SKU for at least one of the customer type (as we use the OR operator), then the SKU will display in the matrix
IMPORTANT:
1. This can also be used to define different prices based on the customer types, whereby you will create one price per SKU as per the customer type
2. The tags and labels used on for Single choice question options for Customer type on the SKU list must be exactly the same as the ones on the single choice question for customer type on the customer list
On the workflow section and click on the activities. You will be able to see all the activity reports related to it. Use the Play button on the top left to define a time range, filtering the activity reports displayed. Use the download button to view in Excel or CSV format the details of the activity report, the metadata, and answers.
Go to the workflows section in the menu. Select the activities for which you want to see the activity reports and click on it.
Select and apply filters for which you want to display the activity reports, and you will see the list of activity reports for the filters applied.
In the expanded view, you can be able to see both the activity metadata and the questions and answers filled. To view your activity reports in expanded view, click on the VIEW button.
The activity reports will then be displayed in the expanded view as shown below. The matrix values are differentiated by the attribute defined as a category for the matrix.
Furthermore, you can view the dashboards related to an activity of a specific customer. To view these dashboards, click on the dashboard of choice then select the activity and click on the eye icon to view. Then click on the expand icon at the top left beside the customer text.
Then select the insights tab to view the dashboards related to that activity.
You can also share an Activity Report by clicking on the share icon at the top right of your activity and a sharable link will be generated. This link will redirect you to a PDF file containing the details of the report.
You can also edit an Activity Report by clicking on the edit icon at the top right of your activity. Once done editing the activity click on confirm button to save the edits done.
Go to the Workflow section, select activities. Click on the filter icon, select the filters for which you want to get the activity reports. You will then obtain the results in csv and Excel format by clicking on the download icon/arrow.
Click on the video below with more instructions on how to view and export activity reports.
Activity parameters
Different question types
Question parameters
Manage questions in the workflow
Activity parameters to be defined
Scope of the Activity Report
Share values of the activity to an external user
Use a Customer attribute as a meta expression in the workflow
How to filter items in a matrix
View an activity report
Download activity reports
Main
Select the "Activities" tab in the workflow section in the menu on the left.
How to create an Activity
Click on (+ Create activity) at the top right - Name the activity that you want to create
Inside the Activity created, We have:
Add questions
Upload in JSON format
Download in Excel or CSV format
Activity parameters:
Activity name: the name that will be displayed on the mobile app for the user
Display title: a meta expression of the title of the Activity to be displayed on the mobile app for the user. You can define the display title scope by adding new expression
Activity types
- Standard: for normal data collection
- Custom Activities
Different question types
Open Text - Used for input text fields i.e. comments.
Open decimal number - Selected for numerical values input with decimal points.
Open integer number - used for numerical inputs only.
Phone number - Used in question that requires users to capture phone numbers.
Single choice question - Use this question type for questions that require App users to only select one value from a list of values. Covers questions that require a single answer or only one value/option.
Multiple choice question - This allows the selection of two or more values from a set of values/options.
Multiple Input Text. To have text on several lines.
A single choice on the list - Used when one option is required to be selected from a pre-uploaded list. i.e Outlet visited. (First, you must upload a list via the list tab on the WebApp)
Multiple choice on list - With this question type, users can select two or more items from/on the list. (First, you must upload a list via the list tab on the WebApp).
Picture - Used in/for questions that require App users to take a picture i.e. products and outlet pictures.
Signature - Used for questions that require FieldPro App user to capture signature i.e. client's signatures.
Location picker - Used for questions that ask users to capture coordinates. it allows App users to capture GPS coordinates of the exact place they are at any particular time i.e. Outlet's coordinates.
Barcode Scanner - Used for Barcode input questions, it allows App users to scan a barcode using the camera of their device.
Time / Date picker - These question types are used in questions that require App users to capture dates or times.
Matrix on list - This question type performs the same action as Matrix but instead of using Question headers, it uses items on list, to use this question type you must first upload items to the list tab. i.e. Products.
- A matrix can have several sub-questions. To define the sub-question for which the value will be displayed in the recap view on the mobile, click on the toggle “Highlight answer”
- A matrix displays items on 2 levels. Level 1 is called “category” and is an attribute that will serve as headers in the matrix, to navigate among the items. The attribute to be served as a category needs to be defined at the level of each matrix question. Only single-choice attributes can be used as categories.
Compute- This question type is used when you want to perform simple calculations on the values inputted on different questions, it entails; Multiplication, divide, subtraction, and addition. From this question type, you can for example know the total amount of sales by calculating price and quantity.
- A compute is build using operant
- There are several operands
a. Question answer. Tags of questions need to be picked.
If you want to use an attribute from a list, you need to make sure there is an attribute with a number format in this list.
b. Operation. For any other compute that already existing in the workflow
c. Item attribute. Only available for the second operand if the first operand is a question-answer picking an item, like a single choice on list or matrix on the list.
- Several operators can be used:
a. Add
b. Multiply
c. Subtract
d. Divide
It is possible to have a compute inside a matrix sub-question, with item attributes as an operand. Which can serve to calculate subtotals for example.
You first need to create an attribute in the list that returns a number when adding a compute that involves a list attribute otherwise no options are displayed for the operands.
Plain text
- With this question, you can display text for the user
- The text can be composed of text and also fetch list attribute values, like the price of an item. The syntax to use to include list attribute in there is detailed in this page
Question parameters
Question tag - A tag is an internal code to refer to the question. It must be unique, lowercase. When you create a new question, you will be proposed the list of existing tags of the same question types in other workflows of the client environment. This is useful to standardize the queries and reporting.
Question text - Text that appears on the Mobile App for users
Question required - Defines if a question must be filed before activity reports.
Answer text - Text to display once a question has been filled.
List linked to the question - Use to link a question list with the list
Impossible to change the question - Restricts Mobile users from editing/changing question response.
Question description - A descriptive text used to expound or give more details about a question.
Question default value -
Question is hidden - Use to hide questions from Mobile users
Is shareable - If a question has this attribute, it will appear in the activity report recap shared on the mobile app user.
Highlight this answer. By ticking this toggle, it means the value will be displayed in the recap of the matrix question on the mobile app.
Meta expressions - Meta expression determine when the question will appear.
The different attributes in the activities can be made unique by clicking on the settings and turning the toggle on to prevent the user from making two submissions with the same field.
it can be defined for questions types:
phone number
integer
text
How to use meta expressions.
Meta expression are built using two operands. It can be:
a question-answer
a meta expression
After selecting the question-answer, you will see a modal with all the single or multiple-choice options in the questions, including the ones for the customer selected.
The operators can be:
AND
DIFFERENT
EQUAL
OR
and for integer or decimal answers:
LESS_THAN
GREATER_THAN
LESS_OR_EQUAL_TO
GREATER_OR_EQUAL_TO
The second operand can be:
Question-answer
constant (number and text)
If you select question answer, a modal will open comparing the values of the answer.
If you select constant, for a single or multiple-choice, the options will be TRUE or FALSE
Questions marked in “bold” are mandatory
Questions marked with the word meta expression have a meta expression attached to it
Questions marked with an eye icon are hidden from the mobile users
Questions marked with the word meta expression and are in bold have both a meta expression and are mandatory.
Manage questions in the workflow
To add a question.
Click on the + icon. Select a question type.
Replicate a question
To replicate a question within a workflow, click on replicate icon, then select the tag and label of the question
Rearrange the order of questions with drag and drop
The order of the questions can be changed by dragging and dropping questions within the questionnaire
Edit a question - Click on the edit icon.
Delete a question - Click on the delete icon
Activity setting configuration parameters defined:
Activity Id - It is a unique system generated identifier
Activity name - Where activity name is defined
Display title - where the name to be displayed is defined by meta expressions
Activity type -
Report prerequisite - Helps identifying activities requiring a check-in/check-out inside or outside a visit object
Important questions -Is used as a table column in the activity report table
Role- Defines who has access to the activity
Visibility of the Activity Report
- web and mobile. Normal behavior
- web. Activity reports /tasks are generated by the back end
Scope of the Activity Report
It determines which mobile users can view and edit the activity report of a mobile user
There are several parameters:
Global. All users of the client
Team. All users of the teams (more than 1 team)
Single team. All users of the team to which the mobile user belongs (only 1 team)
Mobile user. Several mobile users
Single Mobile User. Only the mobile user who submitted the activity report
N/B; The scope is defined on the list setting page(List scope)
Share values of the activity to an external user
You can see the recap of an activity report in the history view and share it with any external user through the messaging app of your phone. It comes in text format, meaning it can be read by SMS, WhatsApp, etc. To share it, you need to click on the Share icon.
The content that is shareable depends on the questions you configure as shareable in the workflow builder. The recap message will also contain the metadata such as the timestamp, the activity report ID, user name, etc.
You can add any attribute of the item/SKU as shareable information if the item has been selected through a single choice or matrix on the list question. For this use a plain text question and use the relevant meta expression.
This is typically useful to act as a digital receipt for sales to a retailer, field vendor or to be used internally as proof of transaction.
Use a Customer attribute as a meta expression in the workflow
When using the Customer module, the customer selected after the check-in will automatically appear in the activities builder as the first question. You cannot edit the tag, but you can edit its name.
You can then select any of the attributes of the customer as a question-answer to base the meta expression on.
How to filter items in a matrix
A matrix question in an activity displays items from a list.
It is possible to filter the items displayed using the meta expressions.
To do this, go to the matrix question, the conditions tab, and "Items restriction condition"
Then you will have a meta expression builder allowing you to define the restriction
In the example below, we want that certain must have SKUs only display based on the types of shops for a retail audit activity.
So we have created in the SKU list different single choice attributes: customer_type1 Yes/No, etc..to indicate if the SKU was a must have SKU for that type of shop. We have created as many such attributes as we have of shop types.
In the meta expression we look for equivalence between the customer type of the item selected (the SKU) and the type of customer selected in the activity.
If there is a match for the SKU for at least one of the customer type (as we use the OR operator), then the SKU will display in the matrix
IMPORTANT:
1. This can also be used to define different prices based on the customer types, whereby you will create one price per SKU as per the customer type
2. The tags and labels used on for Single choice question options for Customer type on the SKU list must be exactly the same as the ones on the single choice question for customer type on the customer list
On the workflow section and click on the activities. You will be able to see all the activity reports related to it. Use the Play button on the top left to define a time range, filtering the activity reports displayed. Use the download button to view in Excel or CSV format the details of the activity report, the metadata, and answers.
View an activity report
Go to the workflows section in the menu. Select the activities for which you want to see the activity reports and click on it.
Select and apply filters for which you want to display the activity reports, and you will see the list of activity reports for the filters applied.
In the expanded view, you can be able to see both the activity metadata and the questions and answers filled. To view your activity reports in expanded view, click on the VIEW button.
The activity reports will then be displayed in the expanded view as shown below. The matrix values are differentiated by the attribute defined as a category for the matrix.
Furthermore, you can view the dashboards related to an activity of a specific customer. To view these dashboards, click on the dashboard of choice then select the activity and click on the eye icon to view. Then click on the expand icon at the top left beside the customer text.
Then select the insights tab to view the dashboards related to that activity.
You can also share an Activity Report by clicking on the share icon at the top right of your activity and a sharable link will be generated. This link will redirect you to a PDF file containing the details of the report.
You can also edit an Activity Report by clicking on the edit icon at the top right of your activity. Once done editing the activity click on confirm button to save the edits done.
Download activity reports.
Go to the Workflow section, select activities. Click on the filter icon, select the filters for which you want to get the activity reports. You will then obtain the results in csv and Excel format by clicking on the download icon/arrow.
Click on the video below with more instructions on how to view and export activity reports.
Updated on: 27/09/2023
Thank you!