How to start collecting data
About Tabliner
Tabliner is a web application for data collection in spreadsheet format. It has been designed to easily collect data from multiple people who enter data manually or import from spreadsheets.
Our application helps:
- Collect data in correct format
- Avoid errors in data with an extensive validation system
- Avoid misunderstanding between people about data format and type
- Enter data faster with auto-generated prompts
How it works:
- You create a template of data that you need to collect
- You give access to users, who will enter this data
- Those users enter data by your template, using hints about format do you need and what they can enter in a cell in each case
- You download collected data
Creating a template
When you log in the app after registration, you can start creating your template by clicking on the «+» button:
Next, we'll go through all the customizations one by one, so we'll create an empty template. But you can also generate a template based on a spreadsheet file. You can read more in the article "Template generation".
Template Settings
In the menu on the left, you can set a name, make a description of the template, and change the data collection mode. And you can also delete this template or give access to it to other users and customize their possibilities.
We recommend to change the template name to make it easier to find it in the future. Also write a description for your users.
Next step will mention: user, administrator and moderator - these are the levels of access to the template, which provide different opportunities for entering and changing data. When you create a new template, you will become its administrator. You can find more information about levels of access in the "Template access levels" documentation article.
The next step is to select the future data collection mode. You have the option to change this mode in the future. There are only two modes: "Collect data" and "Collect & change":
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Collect data is suitable for you if it's important to you that users can't change old collected data whenever they want. User opportunities in this mode by access level:
- Users can only enter data by adding new rows, and old rows can’t be changed or deleted
- Moderators and administrator have the right to make changes and delete old rows, as well as add new rows.
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Collect & change is suitable for you if, over time, you need to make changes to already saved data. User opportunities in this mode by access level:
- Users, moderators and administrator can make changes to old rows and add new rows. By default, users can only change their own rows. Access to changes depends on subsequent template settings.
If a row in one of the modes has been changed or deleted, its previous version is saved in the archive. You can view it when loading data into a file.
After selecting the mode, you will find fields with settings for accessing other users to the template: Users list, Add access link.
Users have access to template:
- if they are listed in the Users list field
- if they follow the link to access the template, if one has been added. This can be done by clicking on the Add link access button below the list of users
Next is a group of data visibility settings for Users. Initially, they only see the rows they have created and can contribute an unlimited number of new rows.
The next field is for adding moderators. They have all the opportunities of the user and:
- Always see the collected data in full
- Can make changes to old values in any data collection mode
- Can give other users access to the template and rows
- Make changes to values of columns that are locked for changes by users
- Create an unlimited number of new rows regardless of user limits
Moderators can't make changes to the template settings, unlike the administrator. Also, they can't add or change data if the template is closed for data collection.
After making the necessary changes to the template settings, don't forget to save them using the button below.
You can find more information about template settings in the "Template settings" documentation article.
Next, before you start collecting data, you need to configure columns settings and limits. We don't recommend you click on the Start collecting data button until this is configured. Some tariff plans have limitations on starting data collection, and column settings can't be changed while data collection is running.
Template Columns Settings
After clicking the Edit Columns button, the window for setting the columns of your table will open.
In this window, you can add new columns to the template and edit them. You can change the column name, data type, description, choose whether this column is required for input, and whether the user can enter data into it. In addition, you can set limits on the input values.
We recommend that you give names to columns that briefly describe their purpose, as well as provide a description.
The following depends on the data type of a column: the ability to enter certain values there and to set limits on the values of this column. The following data types are available:
- Integer. Users can only enter whole numbers in this column. Any characters other than numbers and a minus sign at the beginning of a number will be an error in this column.
- Number. Any numbers are entered, including decimals, and a minus sign at the beginning of the number. Separation of the whole and decimal parts is carried out using a dot.
- Date. Users can enter dates in YYYY-MM-DD format, including through the calendar.
- Date and time. Users can enter date and time in YYYY-MM-DD HH:mm:ss format only.
- Time. Columns of this type accept time in HH:mm:ss format only.
- Text. Data is entered in any form.
By default, columns are required for entry (the Required option is enabled). If this option is disabled, then the user can leave this field blank when submitting data, and this will not be considered an error.
By default, columns are unlocked for users to make changes (the Lock option is disabled). If Lock is enabled, then users will not be able to enter data into the column, but the administrator or moderators will still be able to enter data in this column.
Be careful with these settings. If a column is both required for input (Required is enable) and locked for changes (Lock is enable), then users will not be able to create new rows. In this case, users must enter a required value when adding a row, but they can't do so. This action is available only to the administrator and moderators. Once they add a row in Change data collection mode, users will only be able to edit those rows except for values in locked columns.
Column limits settings allow you to create limits on the values entered in it. The options for these limits depend on the data type of the column. For example, if a column has the data type «Integer», then you can specify that the values entered are only in a certain range, for example, from 0 to 18. If necessary, these limits can depend on the values entered in other columns. You can find more information about column limits in the "Column limits settings" documentation article.
Also, you can find more information about column settings in the "Column settings" documentation article.
Don't forget to save after making any changes. Otherwise, the changes will be lost.
We also want to draw your attention to the fact that many price plans have their own limitation on the number of columns in one template.
Start collecting data
After you have configured the template and its columns, you can start collecting data (By clicking the «Start collecting data» button, which is located under the template settings). After that, column settings and data collection mode will be locked from changes until you stop the collection (By clicking the «Stop collecting data» button).
Some price plans limit the number of starting collecting data per month.
After the data collection is started, users and moderators will be able to enter and change data depending on the settings.
You, as an administrator, can enter and change data without starting data collection.
Entering and changing data
All users can import data from files using the top menu above the table or fill in manually. The input data will not be saved until it fully matches the template and the user clicks the «Save» button.
All users can export the collected data to files using the top menu above the table. Access to the data that can be exported depends on the user's access level and template settings. For example, in the data export panel, the administrator can download data from the archive, where all deleted or changed data stored.
The administrator or moderators can manually add rows, edit values, delete them, and also give access to some rows to other users by marking them in the column as «Users with Access». Often this is necessary because users can't edit other user's rows, and with some settings they can't even see them.
Stop collecting data
If data has been collected, or if you need to change the collection mode or column settings, you need to stop collecting data. To do this, you need to click on the button under the template settings.
After you stop collecting data, you can start collecting data again with the data already collected, if you do not have any price plan limits.
After stopping data collection, only the administrator can enter data or change old values. Users and moderators can only view and download data.
Delete data or template
If you need to delete all data or clear the archive with old data, you can use the Delete Data button in the top menu above the table. If you delete data from an archive, it will be impossible to restore it.
If you need to delete a template, click on the trash icon to the right of its name. Once the template is deleted, the collected data with data from archive will be permanently deleted.
More About the features
If you want to learn more about the functionality, we recommend that you read the rest of the documentation articles. You can also find hints to help you next to a lot of options.