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Kobotoolbox User Manual 2023

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0% found this document useful (0 votes)
66 views40 pages

Kobotoolbox User Manual 2023

Uploaded by

ammarkakar068
Copyright
© © All Rights Reserved
We take content rights seriously. If you suspect this is your content, claim it here.
Available Formats
Download as PDF, TXT or read online on Scribd
You are on page 1/ 40

‫) برای اهداف جمع‬KoboToolbox( ‫آموزش استفاده از‬

)Data Collection( ‫آوری دیتا‬

Prepared by: iMMAP www.immap.org Year 2023


KoboToolbox For Data Collection User Manual

Table of Content
1. What is KoboToolbox .................................................................................................. 5
2. Who is KoboToolbox for? ............................................................................................ 5
2.1. What can KoboToolbox do?.................................................................................. 5
3. KoboToolbox components .......................................................................................... 5
4. Creating an account on KoboToolbox ......................................................................... 6
4.1. Creating an account ............................................................................................. 6
.5 The KoboToolbox Interface ........................................................................................ 8
5.1. Search bar ............................................................................................................ 8
5.2. User profile options ............................................................................................. 8
5.3. Draft, deployed and archived projects ................................................................. 8
5.4. Project actions ..................................................................................................... 9
6. Overview of creating and managing projects .............................................................. 9
6.1. Creating your first form ....................................................................................... 9
6.2. Adding questions ................................................................................................ 10
7. Save your Work progress ........................................................................................... 12
8. Getting started with XLSForm ................................................................................... 13
8.1. What is XLSForm ................................................................................................ 13
8.2. How to set up XLSForm ...................................................................................... 13
8.3. Adding questions ................................................................................................ 14
8.4. Adding choices ................................................................................................... 15
8.5. Uploading and previewing the XLSForm in KoboToolbox .................................... 15
8.6. Replacing a form with an XLSForm file ............................................................... 16
9. Previewing the form .................................................................................................. 17
10. Deploying the form ................................................................................................. 17
11. Collecting Data through Web Forms ....................................................................... 18
11.1. Why do I need web forms instead of KoboCollect Android App? ...................... 18
11.2. Collection Settings: ......................................................................................... 19
11.3. Data Collection setting ................................................................................... 20
11.4. Start Data Collection: ...................................................................................... 21
12. How do I save an offline web form on a mobile device? ......................................... 23

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13. Data Collection on KoboCollect App ...................................................................... 24


13.1. Setting Up the Server Connection .................................................................. 24
13.2. Setting up the server connection manually: ................................................... 24
13.3. Setting Up Blank Forms in KoboCollect .......................................................... 27
13.4. Collecting Data in KoboCollect ....................................................................... 27
13.5. Uploading Finalized Data to the Server ........................................................... 28
13.6. Deleting Saved Forms in KoboCollect ............................................................. 28
14. Viewing the Recorded data ................................................................................... 29
15. Managing Projects and Data ................................................................................... 31
15.1. Project Summary ............................................................................................. 31
15.2. Record Validation ........................................................................................... 32
15.3. What are the statuses that you can assign to a record? ................................. 32
15.4. Exporting and Downloading Your Data............................................................ 34
16. Deleting a Project .................................................................................................. 37
16.1. Deleting Projects from Your Project Dashboard ............................................. 37
16.2. Projects From The Project Settings Page....................................................... 37
17. References ............................................................................................................ 39

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Table of Figures
Figure 1: Creating Account Page ............................................................................................................ 7
Figure 2:KoboToolbox Login page .......................................................................................................... 8
Figure 3: Project Action page ................................................................................................................. 9
Figure 4:Creating First Project ............................................................................................................. 10
Figure 5:Project Details ......................................................................................................................... 10
Figure 6: Adding Questions ................................................................................................................... 11
Figure 7: Question Types ....................................................................................................................... 11
Figure 8: Question Type Details ............................................................................................................ 12
Figure 9: Question Format XLS form .................................................................................................... 14
Figure 10:Previeing the Form before sharing. ..................................................................................... 17
Figure 11: Deploying Form ...................................................................................................................... 18
Figure 12: Data Collection setting......................................................................................................... 19
Figure 13: Form Sharing Setting ........................................................................................................... 21
Figure 14: A Completed Form in Preview ............................................................................................. 22
Figure 15:save an offline web form on a mobile device. ..................................................................... 23
Figure 16: Downloading Kobo App for Mobile Device .......................................................................... 24
Figure 17: Setting up the server connection manually........................................................................ 25
Figure 18: Submitting form.................................................................................................................... 27
Figure 19: View Recorded/ Collected Data ........................................................................................... 29
Figure 20: Preview Data Individually and validation ............................................................................ 29
Figure 21: Respondent Location on the map ....................................................................................... 30
Figure 22: Summary of Recorded Data ................................................................................................ 31
Figure 23: Managing Project ................................................................................................................. 32
Figure 24: Validating Data ..................................................................................................................... 34
Figure 25: Exporting Data ..................................................................................................................... 35
Figure 26: Advance Downloading Option ............................................................................................. 36
Figure 27: Deleting the Project ............................................................................................................. 37
Figure 28: Deleting the Project ............................................................................................................. 38

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KoboToolbox For Data Collection User Manual

1. What is KoboToolbox

KoboToolbox is a platform for field data collection in challenging environments. Our


software is free and open source and works both online and offline. Most of our users are
people working in humanitarian crises, aid professionals, and researchers working in
developing regions. Our team of developers, designers, support staff, and researchers
work tirelessly from countries around the world to keep the tool accessible to everyone.

2. Who is KoboToolbox for?

KoboToolbox was built for humanitarian aid professionals but can be used to suit any of
your data collection needs. Our users range anywhere from governmental organizations,
search and rescue teams, UN agencies, and large and small NGOs, to business
consultancies, accounting firms, and individuals.

2.1. What can KoboToolbox do?


KoboToolbox allows you to easily develop digital data collection forms that work on both
mobile devices and web browsers. Creating forms is quick and simple you can also use
the XLSForm specification and upload your files directly to the platform, which will
provide you with the flexibility to build more complex and customizable forms.

3. KoboToolbox components

KoboToolbox uses a wide set of components that make developing forms


simple and collecting and managing data possible.
1. Formbuilder: The formbuilder allows you to design forms easily and intuitively,
without the need to use complex syntax.
2. Library: The question library allows users to save and organize questions that can
then be added to other projects.
3. KoboCollect: The KoboCollect Android app is used for collecting data on mobile
devices.
4. Enketo web forms: In addition to the KoboCollect mobile application, data can
also be collected using Enketo web forms.

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5. Data management: KoboToolbox allows for data to be collected from multiple


devices. This data can then be reviewed, edited , and downloaded by the account
owner or those given permission.
6. Project management: The KoboToolbox platform has several features that allow
users to manage other aspects of their projects.
7. KoboToolbox API: The API enables you to pull data from KoboToolbox directly into
other applications. This feature allows for easy integration with common software
such as Excel, PowerBI, and others, permitting real-time sharing of data with
these applications, without having to download any files.

4. Creating an account on KoboToolbox


The first step for all users when getting started with KoboToolbox is to create an
account. This article will guide you through the steps of creating and accessing your
account on one of KoboToolbox’s servers.
There are two main ways of accessing KoboToolbox:
1. Public servers: For most users, it is recommended to use either of our publicly
available KoboToolbox servers listed on the Get Started page. One server is for
humanitarian organizations and the non-humanitarian server is for everyone else.
2. Install KoboToolbox on your own server: Advanced users can
install KoboToolbox on their own server (or on a local computer or device) using
Docker.

4.1. Creating an account

1. To create a new account on KoboToolbox, go to


the https://www.kobotoolbox.org/ and click SIGN UP on the menu.

Here, you are presented with two different servers where you can create your account.

1.1. If you are an individual researcher, aid worker, or a for-profit organization, it is


recommended to use the server provided by KoboToolbox (Kobo server).
1.2. If you are creating an account for a humanitarian organization, it is recommended
that you use the services provided by UN OCHA (OCHA server).
2. Click CREATE ACCOUNT on the server of your choice.
3. On the Create Your Account page, enter the details on the form and click Create
Account.
4. KoboToolbox will send you an email with a link to activate your account.
5. Log in to the email address you used when creating your account and click the
activation link sent to you.

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6. Log in to the email address you used when creating your account and click the
activation link sent to you.
7. Login to your Kobo account.

Figure 1: Creating Account Page

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KoboToolbox For Data Collection User Manual

5. The KoboToolbox Interface


This article will walk you through the KoboToolbox interface, helping you get
familiar with the different elements.
By default, when you log in to your KoboToolbox account, you will be taken to
the Projects screen.
Search Bar
Project
Library

5.1. Search bar Figure 2:KoboToolbox Login page

Depending on whether you are on the Projects or Library section, the search
bar at the top allows you to quickly filter the items displayed.

5.2. User profile options

On the far right of the interface is your user account


avatar. Clicking it opens a drop-down menu with options
to change your account settings (such as updating your
basic information and changing your password), interface
language, and to log out.

5.3. Draft, deployed and archived projects.

In the Projects section of the interface, your individual projects are organized
into 3 categories:

1. Draft projects are forms that have been created but not deployed. These
forms will not appear on KoboCollect for data entry until they have been
deployed.
2. When a form has been deployed, it will appear under Deployed. These
forms are available for data collection through
both KoboCollect and Enketo web forms.
3. When data collection is complete, you can archive the project. These
projects will appear under Archived.

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5.4. Project actions


Hover your mouse pointer over an item in the Projects screen to reveal the
following buttons:

Figure 3: Project Action page

6. Overview of creating and managing projects


Once you’ve logged in to your KoboToolbox account, you can start building your
data collection project right away with our easy-to-use formbuilder. This article
gives you a quick overview of how you can create a data collection project, add
questions, and deploy a form for data entry.
6.1. Creating your first form
Upon logging in to your account, click the big blue NEW button at the top. You
will be presented with the “Create a project: choose a source” dialog box.

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Figure 4:Creating First Project

Option Description

Build from scratch Build a form using the KoboToolbox formbuilder.

Use a template Build a form using a template from the question library.

Upload XLSForm Upload an XLSForm file where you have defined your questions.

Import an Upload an XLSForm file from an online source such as Google Drive
XLSForm via URL or Dropbox

• Click Build from scratch to start creating your form using the
formbuilder.
• On the ‘Project details’ dialog box that opens up, enter the relevant
information about your project and then click CREATE PROJECT

Figure 5:Project Details

6.2. Adding questions

Once the formbuilder opens up, you can start adding your questions.

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1. Click the + button below the message that says, “This form is empty”.
2. Type in your question text.

3. Press ENTER or click the ADD QUESTION button. Figure 6: Adding Questions

A list of question types will be shown.

Figure 7: Question Types

4. Finally, select the question type from the list (see the example below)

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Figure 8: Question Type Details

7. Save your Work progress


In any step of your work on the form you should save your work and form,
after you add your required questions and question types you can save your
work.

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8. Getting started with XLSForm

When building forms for KoboToolbox, there are two main methods you can
use. One is by using the KoboToolbox form builder, and the other is using
XLSForm.

XLSForm is a standard for creating forms in Microsoft Excel and makes it


possible to create basic and advanced forms in a user-friendly format.

8.1. What is XLSForm

An XLSForm is simply an Excel file structured in a standardized format that


can be uploaded to KoboToolbox to generate a data collection form.

Not only does using XLSForm offer enhanced functionalities, but it can also
make collaborating on form building easier in some case. For example,
members of your team can work on building the form in Google Sheets,
allowing for real time collaboration.

8.2. How to set up XLSForm

To get started with XLSForm, do the following:

1. Create a workbook (either in Microsoft Excel or Google Sheets).


2. Create three worksheets: survey, choices,
and settings respectively (sheet names must all be in lowercase).
3. In the survey worksheet, create three columns with
headings: type, name, and label.
4. In the choices worksheet, create three columns with
headings: list_name, name, label.
5. In the settings worksheet, create a column
named form_title (the settings sheet is optional)

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8.3. Adding questions

Questions in XLSForm go in the survey sheet. We will practice adding a few


questions: What is your name, Sex and How old are you?

1. In the survey sheet, under the type column, type “text”. This is the
question type for our first question. To learn more about question
types in XLSForm.
2. Under the name column, type “yourname”. This will be the variable
name of our first question. The variable name uniquely identifies each
question in the form. It’s also the name of the question in the database
when we start collecting data. Each question must have a unique name
and cannot contain spaces or symbols (except the underscore).
3. Under the label column, type “What is your name”. This label will be
shown as the question text on the form when we collect data.

For our second question:

1. Still in the survey sheet, type select_one gender in the type column
below the previous question (make sure to put a space between the 2
words). select_one is the question type that allows us to specify a list
of choices where a user will only be allowed to pick one choice. (If a
user can select several choices, this would be specified by
the select_multiple question type.) “sex” is the name of the list of
choices which we have to define in the choices sheet.
2. Type the name and label of the question as “sex” and “Sex” respectively.

Add the final question as follows:

Figure 9: Question Format XLS form

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8.4. Adding choices

Regardless of the type of multiple choice question


(select_one or select_multiple), the next step will be to define the list of
choices in the choices sheet. Each list of choices must have the
same list_name.

Since we defined one question that has a list of choices (“sex”) in the
previous step, we need to add this list in the choices sheet as follows:

1. Switch to the choices sheet so that you can add your list of choices for
the “Sex” question.
2. In the cell below list_name, type “sex”. This is the list name we defined
for the “Sex” question in the survey sheet. In the cell below name, type
“male”. This is the value that will be stored when the user chooses the
option “Male”. Under label, type “Male”. This is what will be shown for
this option in the survey.
3. For the second choice, type “sex” as list_name, “female” as the name,
and “Female” as the label.

8.5. Uploading and previewing the XLSForm in KoboToolbox

Once you have finished creating the XLSForm you must upload it to
KoboToolbox in order to preview it.

1. While you are on the Project List view (the first screen after you have
just logged in to KoboToolbox), click NEW.
2. Click Upload an XLSForm (if you were creating the form using Google
Sheets, you can either download the file as an Excel file, to import it
via a URL).
3. Choose the Excel file you just created and wait until it uploads.
4. Confirm the project details and click CREATE PROJECT.
5. You can then click the Preview form button to preview your form.

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8.6. Replacing a form with an XLSForm file

You can replace the existing form with a new version using an XLSForm (for
example, after having edited the form in Excel). To do this while you are on
the Project List view:

1. Hover your mouse over the name of the project.


2. Click the More actions icon.
3. Click Replace form.
4. Choose the file.

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9. Previewing the form


Previewing periodically while developing the form is helpful to ensure the
outcome is what you expected and there are no errors in your form or
calculations before deployment and data collection.
Currently, Only the web form preview is available from the formbuilder.

The form we created in the Adding questions section above will display as
follows:

Figure 10:Previeing the Form before sharing.

You can press the Escape key (Esc) on the keyboard to return to the
formbuilder (or click the close button on the Form Preview window).

10. Deploying the form


Once you have finished developing the form, you need to deploy it to start
data collection.

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1. Make sure you have saved all the changes you have made to the form
(If there is a * symbol on the SAVE button, you have changes that need
to be saved before exiting).
2. Click the X close button next to the SAVE button at the top.

3. Click the DEPLOY button.


If you don’t have any errors, a “deployed form” message will appear at the
bottom left corner.
“The screen will refresh to show you the current version of the form and
options for data collection”.

Figure 11: Deploying Form

11. Collecting Data through Web Forms


Enketo web forms are used by KoboToolbox to preview your forms and to
enter data directly on your computer. You can also use web forms for
collecting data on your mobile devices - even if you’re offline at the time of
data collection. It works on virtually any device, including iPhones, iPads, or
any other smartphone.
11.1. Why do I need web forms instead of KoboCollect Android App?
You’ll always use Enketo web forms if you’re not using the KoboCollect app
on an Android device for data collection. However, there are also some
appearance settings.

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11.2. Collection Settings:

To start collecting data, you will need to deploy your project first. Once your
project is deployed you will see a screen as shown below with options on
how to Collect data.

1. Choose a data entry method from the drop-down list below the
heading Collect data. There are seven methods of data collection.
This option opens the Enketo Web Form, and allows you to enter
multiple submissions, even while you are offline.

Figure 12: Data Collection setting

2. In the drop-down menu under Collect data, you have several options
available for Web Forms:

Online-Offline (multiple submission): This allows online and offline


submissions and is the best option for collecting data in the field.

Online-Only (multiple submissions): This is the best option when entering


many records at once on a computer, e.g., for transcribing paper records.

Online-Only (single submission): This allows a single submission and can be


paired with the ‘return_url’ parameter (explained below) to redirect the user
to a URL of your choice after the form has been submitted.

Online-only (once per respondent): This allows your web form only to be
submitted once per user, using basic protection to prevent the same user
(on the same browser & device) from submitting more than once.

Embeddable web form code: Use this html5 code snippet to integrate your
form on your own website using smaller margins.
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View only: Use this version for testing, getting feedback. Does not allow
submitting data.

Android application: Use this option to collect data in the field with your
Android device.

11.3. Data Collection setting


Whenever you deployed a form, you can still bring changes to it and after the
changes applied you should resave and re-deploy the form to have the last
changes in the form.
There are some other features like summary, form, data, and settings inside
the deployed form.

For setting data collection, we will use setting menu which is consist of five
parts:
General: in this part we can edit the overall general information of the form
like name description and so on.
Media: in this part we can attach other files like photos or documents to the
form.
Sharing: in this part we can adjust the sharing policy of the form. Moreover,
we can set who can access to this data apart from the owner.
Connect projects: in this part we can join other projects to our
form/project.
Reset services: You can use REST Services to automatically post
submissions to a third-party application.

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Figure 13: Form Sharing Setting

11.4. Start Data Collection:


Select an appropriate drop-down option from Collect data and then press
COPY to copy the survey link to share with others or press OPEN to open the
survey form to a new tab in your browser.

Once the form is opened, you should see a screen like the one shown in the
bellow:
1. Signal Bars: The signal bars indicate whether the form can be launched
offline or not. Web forms are built to be able to collect data while you
are offline, however, it is essential to visit the form URL with an internet
connection before going offline. Once your form has been loaded and
cached, you’ll see the offline availability icon (empty “signal bars” and a
check mark) in the top-left corner indicating that you can now access
the form offline.

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2. Queued Records Counter: The Queued Records Counter shows you the
total number of records submitted and waiting to be uploaded to a server.
3. Your device location: this message asks to permit the location of your
data collection device if it is not essentially on.
4. Printer Icon: The printer icon provides you access to print your form or
save it as a PDF version.
5. Queue Records Pane: Clicking the side button shows you the records that
are available as drafts (which can still be edited).
6. GPS Location: this part will record your / your clint location existing as a
GPS format on the background map. However, it depends on your question
type. If you don’t have GPS question, you will not have this part.
7. Delete GPS record: this icon will delete your GPS record.
8. Save as Draft: Use this feature to edit or update your records before
submitting it to the KoboToolbox server.
9. Submit: Press the Submit button if you have completed collecting
information and wish to send the filled-up form to the KoboToolbox server.
After pressing the Submit button, you will not have an option to edit the
records on your device.

Figure 14: A Completed Form in Preview

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12. How do I save an offline web form on a mobile device?

Follow the steps outlined below to save


a form and collect data in a web form
using a mobile device:

1. Connect your device to the


internet.
2. Open a web browser available
(Chrome preferred) on your mobile
device.
3. Type or paste the URL of your web
form to open a form page that
resembles the one shown below:

Figure 15:save an offline web form on a mobile device.

4. Click the 3 DOTS icon at the top


right (circled in the image above)
and select ADD TO HOME SCREEN
to create a shortcut to your
device.
5. A window will appear to type a
name for your project shortcut.
Name the shortcut and then press
ADD.
6. You will now see a KoboToolbox
web form shortcut icon on your
device, like what is shown below:
7. Select the shortcut icon to start collecting data for your survey project.

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13. Data Collection on KoboCollect App

KoboCollect is an open-source Android app for collecting survey data. It’s


one of two ways that you can collect data through KoboToolbox (the other
way is through web forms - Enketo). It’s free and the latest version of the app
can be accessed in the Google Play Store if you have Android versions 5 and
above.

If you have an Android version below 5, you can install an older version of the
app through the KoboToolbox GitHub Repository. We have a support article
outlining how to collect data in the older version of KoboCollect here. We
recommend using the latest version of the app, if possible, as it includes
features and bug fixes that may not be available in older versions.

13.1. Setting Up the Server Connection

The first step after installing KoboCollect on your


device is to set up the server URL, Username,
and Password, which connects
your KoboCollect app to the KoboToolbox server.
This allows you to download deployed forms
from KoboToolbox to your mobile device and send
data collected through the app back to the server.

The server in KoboCollect can be configured in two


different ways: manually or through a QR code.

13.2. Setting up the server connection manually:


Figure 16: Downloading Kobo App for
• Open KoboCollect. Mobile Device

• Select Manually enter project details.

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You will now be asked to input the URL, Username,


and Password, and then select Add. For the URL, you
must select. If you created your user account on the
general use server, the URL
is https://kc.kobotoolbox.org . If your user account is
on the Humanitarian server (OCHA), the URL
is https://kc.humanitarianresponse.info .

After setting up the server, you should now see the following home screen.

Figure 17: Setting up the server connection manually.

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• After setting up your account in the app (see


instructions above), open KoboCollect.
• Select the icon (circled in K) that is located at the
top right of your screen.
• You should see a dialogue box like the one shown
below.

• Select Add project.


• Fill in the URL, Username, and Password and
then select Add.

• You should now see the


home screen. Once
again, select the icon
(circled in K) at the top
right of your screen to
ensure your connection
was successful.
• After setting up an
additional server, you
should see a dialogue
box like the one shown
below.

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13.3. Setting Up Blank Forms in KoboCollect

Once you have configured the URL, Username, and Password in the app
correctly, you can send blank forms to your device from
the KoboToolbox server.

• Open KoboCollect.
• Make sure that you have at least one project set up in
your KoboToolbox user account and that your device is
connected to the internet.
• Select Get Blank Form from the home menu.

A list of all your deployed survey forms should appear.


Press Select All to have all the survey forms sent to the app
or select the ones you wish to have by selecting them
manually. Then click Get Selected.
Users will need an internet connection while sending blank
forms to KoboCollect.
13.4. Collecting Data in KoboCollect

Once you have blank form(s) in the app, you will no longer
require an internet connection to collect data. The blank
forms and the filled in forms will stay on the device until you delete them
from the app or submit them to the server.

• Open KoboCollect.
• Select Fill Blank Form from the home menu.
• Select the survey form that you want to use to start
collecting data.
• Go through all the questions by swiping your finger from
right to left or by selecting the NEXT key after answering
the questions.
• At the end of the survey, select Save Form and Exit.
Figure 18: Submitting form.

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13.5. Uploading Finalized Data to the Server

Once you have collected your data, and made any necessary edits, you can
upload the forms to the KoboToolbox server.

• Open KoboCollect.
• Make sure the device is securely connected to the internet.
• Select Send Finalized Form from the home screen.
• A list of all the collected forms should appear.
• Press Select All (or select the ones you wish to upload) and then
press Send Selected.
• To ensure the forms were uploaded successfully, select View Sent Form.
You should now be able to view all the submitted forms.
Users will need an internet connection while submitting data
from KoboCollect to the server.
13.6. Deleting Saved Forms in KoboCollect

Once you have completed data collection for your survey project and all the
filled in forms have been uploaded to the server, it is recommended to delete
the forms from the KoboCollect app. Keeping them in the app can confuse
interviewers while collecting data for a different project. Follow the steps
outlined below to delete Saved Forms and Blank Forms from your app.

• Open KoboCollect.
• Select Delete Saved Form from the home screen.
• Users should now see two tabs. The default is Saved
Forms. These are the forms that were filled in while
collecting data. Press Select All to delete all the Saved
Forms from the app and then Delete Selected.
• The next tab is the Blank Forms. Press Select All to
delete all the Blank Forms from the app and
then Delete Selected.
Users should not require an internet connection to delete
saved forms in KoboCollect.

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14. Viewing the Recorded data


After collecting some data using the web form or mobile device app you can
observe the recorded data in your project in the Data section.

1. Navigate back to the KoboToolbox interface.

2. Refresh the browser window.

You will see the number of records that has been submitted on the top right of
the screen:

Figure 19: View Recorded/ Collected Data

3. To view the data submitted, click the DATA tab in the top menu.

Figure 20: Preview Data Individually and validation

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From the Data part you can access the other formats of recorded data:
Table: the data will be represented in table format.
Report: in this part we can access the recorded data in graphs/ charts and
statistic question wise.
Image gallery: in this part we can access the images answers to the question.
Download: we can download the recorded data in 8 formats like Excel, csv,
zip etc. we can export the data based on specific filtration.
Map: you can observe the respondence /occasion location on Google map.

Figure 21: Respondent Location on the map

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4. Summary: whenever we go to the summary menu of the form we will


access to a general summary of recorded data.

Figure 22: Summary of Recorded Data

15. Managing Projects and Data


15.1. Project Summary

The Project Summary tab gives you a visual display of all the high-level
information related to your project. Depending on whether you’re the project
owner or a user with restricted permissions, different information will be
shown to you. The Project Summary includes:

1. Project information: Includes all project metadata.


2. Submissions: A tally and graph of the submissions (up to the past 31
days).
3. Form details: Includes last modified, last submission, and number of
questions.
4. Quick links: Useful links related to data collection for the project.
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5. Data: Useful links to information related to submitted data.

Figure 23: Managing Project

15.2. Record Validation

A Project owner can now give a “Can Validate” permission to other users.
Users with this permission can view a record, edit it if necessary, and assign
a status to the record in question. Assigning a status to a particular
record/submission raises data collection standards for teams with more
than one enumerator.

15.3. What are the statuses that you can assign to a record?

The validation status labels available include:

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• On Hold: Record is under review.


• Approved: The data within this record is accurate.
• Flagged for Removal: The data within this record should be removed
from the data set.
Functionality Overview
This new permission adds a “Validated” column to your project’s data table.

• Users can filter the table view based on the validation status or any
other select-one question. For example, you can use these filters to
view the submissions associated with a particular enumerator in
District X. It is possible to use more than one filter at a time.

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• Set a validation status for multiple - or all - records at once.

To update multiple records, simply select the records by clicking on the


checkbox to the left of the record, and then click on “Update Selected” to
select the new status.

To update all the records on the page, select the checkbox on the top left;
or to update all the records in your dataset, select the blue text that says,
“Select all XXX”. Then, click on “Update Selected” to select the new status.

Figure 24: Validating Data

15.4. Exporting and Downloading Your Data

KoboToolbox allows you to download the data you have collected in several
different formats. There are also several customizations you can make to
your export settings.

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To download your data:

• Open your project and navigate to DATA -> Downloads.


• Choose your export settings (detailed below).
• Click EXPORT. This will generate exports which will be shown in a
table below.
• Click DOWNLOAD to download the exported file.

Figure 25: Exporting Data

A new export can take between a few seconds and several minutes to be
created (depending on the number of submissions, size of the form and
current load on the servers) and will be shown below in the Exports section
of the page.

Export types:

You can choose from the following export types:

• XLS - Microsoft Excel file (XLSX format)


• CSV - Comma Separated Values file. This file type is great for
importing into almost any data management software, such as
databases.
• GeoJSON - Open standard geospatial data interchange format best
for integrating with GIS software, such as ArcGIS.
• SPSS Labels - Generates SPSS syntax file which will apply question
labels and value labels to variables of KoboToolbox data imported into
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SPSS when run. Learn more about importing data into SPSS (and
STATA).
• GPS Coordinates (KML) - Generates a KML file which can be used to
work with your data in GIS software, such as Google Earth
• Media Attachments (ZIP) - Downloads a ZIP file with all the media
collected through the form.
• XLS (legacy) - Generates an XLSX (Microsoft Excel) file using a legacy
interface of KoboToolbox.
• CSV (legacy) - Generates a CSV file using a legacy interface of
KoboToolbox.

Advanced options:

Aside from being able to customize the value and header format, non-legacy
formats also allow you to customize other aspects of the exported file in
the Advanced Options section:

Figure 26: Advance Downloading Option

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16. Deleting a Project


There are two ways to delete a project and all its data from your account.
Please note that once a project has been deleted, THE ACTION CANNOT BE
REVERSED. We do not store copies of your deleted projects, so make sure
that you have the correct project before proceeding and have all the data
downloaded first, if needed.
16.1. Deleting Projects from Your Project Dashboard

In the Project Dashboard page hover over the far-right side of the project you
wish to delete. Click the three-dot icon (circled) that appears and then click
Delete. A dialogue box will appear that will require you to read and check a set
warning, before deleting the project from your KoboToolbox account.

Figure 27: Deleting the Project

16.2. Projects From the Project Settings Page

In the General window within the SETTINGS tab of the Project Page, click
DELETE PROJECT AND DATA. A dialogue box will appear that will require you
to read and check a set warning, before deleting the project from your
KoboToolbox account.

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Figure 28: Deleting the Project

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17. References

1. Inc, K. (2022, Mar 14). support kobotoolbox.

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www.immap.org

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