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How can lists further the forms build?
How can lists further the forms build?

How lists work within the DataScope platform

Aristotle avatar
Written by Aristotle
Updated over a week ago

The massive lists of the DataScope platform can further the way to access daily information at the moment of creating a form. In case that a change is made to one of the elements, just modify the list and the questions of the forms involved will be automatically updated.

We can exemplify the use of this lists on the following situation: A retail sales company has a series of products and needs to count this products for his inventory. The company use a question of "Number of data" and weekly an employee counts the number of each product in stock and fills out the form.

However, this company always receives new products that must be added to the list. In order to don't make a new form or a new list every time a product becomes part of it's inventory, they use a list of products imported to the DataScope platform that can be updated directly in the Lists tab. With this, they save the time of making continuous changes to a form whenever is a change in the list of products.

📌 List Types

In DataScope we have two types of lists:

  • Locations List: This type is useful to manage the clients of your company. With it, you can add information about addresses, numbers, latitude and longitude (GPS), client code and a contact email.

  • Custom List: These lists are meant to have any type of data that could be required in some specific questions.

The difference between these lists can be seen on the Resume tab (where you can see the answers) and on the Dashboard tab, where on both of them exists filters of locations that allow filtering the data for a particular client or some other parameter.

📌 What is possible to do with Locations Lists?

  • Adding attributes such as email and address to each place.

  • Assigning specific addresses to users for personalized viewing

  • Using the Longitude and Latitude attributes to detect the places from which the forms are filled out. That is, when a form is filled out at that location, it will be detected with the name of the location.

📌 How to access data from a list inside a form?

A list can be loaded into a form by clicking on the "Data List Source" option in the following type of questions:

  • Checklist

  • Checkbox

  • Number Data

  • Text Data

  • Single Option Data

➡️ On the "Data List Source" list, your address list is named "List of locations".

📌 How to update a list?

There are two options for updating a list:

  • Changing the list on the platform: To update a list directly on the platform, go to Settings> List> Custom List and click on the pencil icon corresponding to the list that you want to update. Click on Save without changing the name of the list and then a tab will open to make changes. An element can be edited or deleted.
    In case you want to add a new element, just click on the button "New List Object"  and complete the information required.

  • Exporting the list: In this way, the user export an excel file with all the lists loaded on the platform. To do this, the user must go to Settings> Lists> Custom List> Export Massive by email. On the corresponding email will arrive the complete list that can be changed and imported back to the platform.


How does information filtering by address work in Resume?

When filtering by location, the responses where that location was selected are displayed. If different addresses are chosen in different questions on a form, both addresses are saved, allowing users with access to both addresses to see that response. You can also view tasks that have been assigned to that location.

What types of questions can use the location list?

All questions that include lists can use the location list.

In a checklist-type question with an location list, which locations are shown if multiple are selected?

Only the locations that were selected in the response will be shown.

If I assign a user to a group and they have locations assigned, what information can they see?

The user can see both the group information and information related to the assigned locations.

If I assign a user an location in Settings > Users, which responses will they see?

They will only see the responses where that location was selected and their own responses. If another user also has that location assigned, they can see it too.

If I assign an location to a task but there is no option to select the location in the responses, can I see it when filtering by location?

Yes, you can see it when filtering by location.

What happens if I have a user linked to an location but assign them a task from another location?

The user won't be able to see their response if the task doesn't match the assigned location.


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