Creating a Database, adding it into a form and understanding access on the admin tool.
Databases enable you to develop specific database lists that can cover information from strength and conditioning exercises/fields to plyometric and stretching information. This also includes the ability to add in descriptors that can be searched for within each exercise/field such as primary muscle group, secondary muscle group, agonist, contractile ability and the like.
To create or view a Database from the Application Builder click on Databases
To create a new database and access your existing databases click on "Databases"
Access Existing Databases or Create a New Database
You will be shown a list of any Databases that have been built (the same format as the Event Page Layout, with Forms on the left and More Actions on the right).
Database Options
#1. Click on the name of the Database and you will be able to edit the layout of the Database (which is the type of information that you store about each record in that specific database, e.g. name, muscle group, type of stretch etc)
#2 Click on the "Add/Edit Records" to add or edit the existing records that you have
#3 Click on "Edit Name" to change the name of the Database
#4 Delete removes the entire Database layout and records. Be very careful with this feature!
#5 Duplicate duplicates the entire Database layout and records
#6 Create a New Database Form
To Build a new Database click on New Database Form (shown in the image in the above step).
To build your Database
Before you can start adding "records" to your database you need to build a "Database Form" that captures the structure of the information. In exactly the same way as your form was built for an Event, you need to set up the Form information.
Building a Database Form:
1. Click on New Database Form
2. Name the Database accord to the information that you are going to capture
3. DO NOT complete any of the other information for the Form... leave it blank and click "Build Database Form"
4. Specify the Form layout (as shown in the image in the step below)
Build the Template for Each Database Record
For each Database you need to build up the Template that all of the Database records will conform to. Build up your form using the Form Building Tools (the exact same fields and properties that you used to build your Event Pages).
Build your Form:
1. You MUST remove the "New Section" Title and NOT add in any additional Sections. Leave the Section Title blank (as shown in the image above.) as you are just building a template shell.
2. In the Advanced Properties, it is Critical that you know that if you set the "Default Show in Table" to True all of the fields will appear in the question when selected. Most forms will only need to have the First Field (e.g. except Exercise) as default show in tables "true" as this hides the additional fields from showing when a databases record is entered by an athlete or coach, e.g. only the exercise name will appear unless it is selected on.
2. Click "Save" and you will be taken back to the Databases List
3. Now start to add in records (as shown in the image in the step below)
For the Plyometric Form example we have included three fields:
Allergy: single line of text (Default Show in Table:True) to capture the plyometric exercise name
Type: Single Selection (Default Show in Table:False) to select the type of allergy. This has been set to Group By so that people can search by allergy type.
Now click on "Add/Edit Record" for that database to add in new records that users will be able to select from in their questionnaire
To add in a New Record:
Click on "Add/Edit Records"
Any/All existing Records will be shown and you will be able to edit these records or add in a new records e.g. a new allergy (on the right of the page)
Click on Add new Allergy to add in a new record
Add in the new record and your list will be updated with these records.
Add in the record and enter in the specific details regarding this new database record. For example, the Allergy name and Type.
Your list will be updated with each new record
Go to your Event Forms and add the database into a form by selecting the field 'database" on the form builder and then selecting the database you want to add into that form
The example here shows the Allergies database being added into the Allergy Form
When you preview the form, check how the data is pulled through and that default show in tables, or the group by is set for the right database fields.
The Critical Information that you need to know is that when a user is given access to enter/view data for that form, they MUST ALSO have READ access to the Database in the form as well
When you give a user just read access to the database they will be able to view the database records and select them to enter into the event form. .
If you give then read and write access to the database they will be able to ADD in NEW records (using the write permissions) on the actual application into the database. E.g If a Doctor is given read and write access to the Allergy Database they will be able to enter in new allergies into the Allergy database as required. However, a physio will just need read access to the allergy databse. This will enable them to see the allergies that have been entered for an athlete and also record any allergies that an athlete may have. With read only access they will not be able to add in a new type of allergy to the database though.
It is important that write access to databases is ONLY give access to the users who will be maintaining the list (e.g. one or two users per role). This stops the potential for duplicates to be added.
The example here shows that a users with read and write access to the database can enter in database records from the actual application by clicking the green "Add" button
A User with write database access can click "Add" and the correct database template will appear to be entered (as shown in the image in the step below)
Add in the correct details for the new database record and click "Save and close"
The new record name can be typed in and then entered for that record for the athlete. Any other event forms or profile forms that reference that database will also have the new database field available on as well (because they reference the same database).
To import multiple records into a database, you can ONLY do this from the application. You can do this by giving a user import capability (on the system permissions) and read and write access to the specific database you want to import the data for. See the next lesson for more details.
To Import multiple record into a database, this can ONLY be done on the actual application. You must have read and write access to an event form that the database has been included in, and read and write access to the database. You MUST also have the ability to Import on the system permissions.
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