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Create, view, edit and share 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
Share activity reports in PDF

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.

There are 2 types of matrices display:
Horizontal matrix - Products or items are listed horizontally across the top row, and their respective attributes or features are listed vertically down the first column as shown below



Vertical matrix - products or items are listed vertically down the first column, and their respective attributes or features are listed horizontally across the top row.

This format is suitable when comparing a larger number of products/SKUs or items, allowing users to easily scan down the rows to see how each product compares across the various attributes

To make the matrix appear vertically, first create a matrix on list question, add the sub section questions edit the parent matrix question initially created, navigate to the question settings where you enable the toggle display vertically



Here is how your vertical matrix will be on the mobile


You can also autofill question answers depending on the SQL query from either the List or activity i.e. When you want attributes to mobile users to be prefilled for example scores according to criterias and set calculations. You enable the auto fill questions toggle in the question settings

Autofil with SQL queries is available for all question types




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.

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 - Its a constant value/option that is preselected when answers aren't provided to attributes
Duplicable - Toggle to activate activity report to be duplicable by the mobile user. Enabled both on the activity parameter and question level
Display vertically - Enables items on a matrix to be displayed vertical useful for large number of items
Question is hidden - Use to hide questions from Mobile users
Autofill question answers - Use to prefill question answers with SQL queries
Force all items to be filled - Enables all items on a matrix to be filled by the users
Filter Items from previous step - Used in multi step workflows to only display items selected on the first step in the second step assignment
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 activity reports 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 parameters to be 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 - Default and review
Allow duplication - Activation of this toggle allows mobile users to be able to duplicate activity reports
Report prerequisite - Helps identifying activities requiring a check-in/check-out inside or outside a visit object

Report prerequisite can be set as:

Customer selection -This is set to restrict a user to select a customer before filling any activity.
Need visit and Geo check-in -This is set to restrict a user from filling any workflow without them checking -in to the customer and being at the customer location
No prerequistite - This is set if there is no need for the user to adhere any prerequisite above to filling an activity.

When the report prerequisite is set as customer selection and Need visit & Geo check-in and the user is filling a multi step workflow, the toggle use customer from the last step must be activated so that the customer selected on the first workflow will automatically be pre-selected when filling the second workflow. E.g When one selects a customer on Order as (FieldPro) when filling the second part which is delivery (FieldPro) will be automatically be pre-selected.

Important questions -Is used as a table column in the activity report table

Role- Defines the users who will have access to certain activities

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 set.

How to filter items in a matrix



A matrix question in an activity displays items from a list.

To make all SKU's mandatory on the matrix go to the matrix question, the setting tab and click on "Force all items to be filled"

It is possible to filter the items displayed using the meta expressions.

To do this, go to the matrix question, the conditions tab, and add the meta expressions in the "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 selected.

So we need to create 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 selected (we use the OR or CONTAINS 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


View an activity report



To view activity reports, go to the workflows section, activities menu.

Activities are sorted according to the activities with highest number of activity reports as shown below on the right side panel



Navigate to the activity which you intend to view, click on it and a range of activity reports will be displayed



To view a single activity report, place your cursor on the activity report and navigate to the view icon, click on it to be able to see the detailed contents of the activity report as shown below






Download activity reports



Go to the activities section and click on the activities. You will be able to see all the activity reports related to it.

To download activity reports, click on the download reports arrow on the far right, as shown below



You will then obtain the results in CSV and Excel format. You can also use the filters to narrow down to the specifics for download.


Share activity reports in PDF



Activity reports are shareable in PDF via email.
Below is the procedure on how to configure.

How to set up


In the Workflow section, click on create a workflow at the top right part of your Web app screen.

Name the workflow to suit your need i.e. Generate activity reports and save.



After saving, navigate to the workflow created and click on the edit icon to add the steps for running of the activity report

To add the step simply click on them for instance we want to share activity report for the Sales workflow we will need to add the sales workflow followed by the step Export activity report in pdf.

The email which will contain the url of the activity report will be displayed as follows.



In the step, Export activity report, define the step id as the workflow in which the activity report is pulled from for this case - Sales Workflow and save changes as shown below



In the next step, Email activity reports set the email body in html language. To insert the url, click on the + meta expression to set the fields as shown below







When done save. This is how the body of the email will be



After setting up all the steps important fields save the workflow.

Once the sales workflow is filled its corresponding activity report will be shared in PDF via email to the specified recipients as shown below

Updated on: 15/04/2024

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