You can use the event forms tool to build and edit event forms. Event forms collect and store chronological data about people (represented by their user account), so that you can understand and analyse their performance over time.

When you open the event form tool, you’ll see a list of all event forms on your Smartabase site. These can be sorted and filtered by their names and categories. From this list there are specific event form management actions that you can take:

  • Edit name
  • Delete
  • Duplicate
  • Resave
  • Migrate fields
  • Migrate options(s)
  • Download event form

A screenshot showing an example of the form management actions available within the event form tool

Edit an event form’s name

Use the Edit Name function to update the name of an event form. When you change the name of an event form, everywhere the form name appears will update to the new name, including:

  • The event form selection screen shown during the data entry process.
  • The list of event forms available to report on using the reports tool.
  • The available data sources for the dashboard builder.
  • The settings for linked calculations, embedded events and embedded reports.

Delete an event form

The Delete function removes the event form and all data recorded using it from your Smartabase site. We generally recommend that you don’t delete an event form unless you have already removed permissions for the form from all roles it was added to and considered backing up your data elsewhere.

Duplicate an event form

The Duplicate function creates a copy of the event form. This doesn’t duplicate the data recorded by the original event form. If you use the duplication function, make sure the name of your new event form is unique.

Resave an event form

You can use the Resave function to recalculate all records for an event form. You can use this when you modify or add a calculation and need to recalculate previously-saved records. If you use this function, you should be aware that resaving large numbers of records might affect the performance of your Smartabase site until the resave is complete.

When completing a resave, you can also choose to only apply it to a specific date interval. For example, you could resave data from within the last 12 months, the last three weeks, between two specific dates, or for today only. Where feasible, setting a smaller date interval is helpful when dealing with larger data sources because the resave will be completed quicker and have less impact on any other Smartabase processes that may be running.

Smartabase will send an email to the address used by your Smartabase account to confirm that a resave has been finished. You should wait for the email notification to arrive before running another resave or migration.

Migrate a field name

The Migrate Fields function is used to safely change the name of a field within an event form. When you update the name of a field within an event form, Smartabase will also update most references to that field name, such as field visibility settings, linked calculations, embedded events and dashboards.

Smartabase cannot change any formulas you’ve written that use the original name of the field, so you will need to manually update any calculations where you’ve entered the original field name.

It’s vital that you refresh your browser between when the migration process completes and when you next open and edit the event form.

Migrate option names

The function to Migrate Option(s) is for safely modifying the options used by an option type question. It’s important to remember that you can’t use the option migration process to add more options than already exist in the options list for the field.

Like migrating field names, you must ensure that you refresh your browser between when the migration process completes and when you next open and edit the event form.

You can learn more about the process of migrating options in the help article about option questions.

Download an event form

Use the Download Event Form function to export and save an event form as a text file (.txt) on your computer. When this text file is imported back into Smartabase as an event form, the new form will have the same fields, sections and properties as the original.

If you use this method to create an event form, you should make sure that the name of your new event form is different from the original version of the event form.

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