Creating survey form for ODK Collect & OpenMapKit

Objectives:

• Explain the concept of XLSForm
• Operate the creation of an XLSForm for ODK Collect
• Operate the creation of an XLSForm for OpenMapKit

In field survey activities sometimes you need a survey form to collect the data. Imagine if you need a form survey with dozens of questions for each respondent, you will certainly experience difficulties when filling data and also when entering data into a laptop. In this material you will learn how to create a survey form in digital format which will later be entered into your mobile phone.

I. Understanding the concept of XLSForm

XLSForm is a standard form created to help speed up the process of creating survey forms in Excel. The creation of this survey form is done in an easy-to-read format and uses a familiar tool - Excel / Google Sheets. XLSForm produces standard standards for sharing and cooperating in making survey forms. XLSForm is very easy to use but can also be very complicated if you are familiar with making it.

XLSForm will then be converted to XForm, an open standard format, where the format allows you to create a form with very complex functions, such as multilevel questions, into a format that has been recognized by both data collection tools or in the form of sites on the internet, as well as in mobile devices.

The main requirement in making XLSForm is the final survey form must in this type of Microsoft Excel format (.xls or .xls).If you create survey forms using other applications such as Google Sheets or Libre Office, you must ensure that the final file is saved informat .xls or .xlsx.

II. Making XLSForm for ODK Collect applications

You certainly understand how to use ODK Collect described in the Using the ODK Collect applicationmodule. All questions that appear on ODK Collect made in format XLSForm. Now we will learn how to create forms survey so they can be displayed in ODK Collect.

1. Standard Format

In making survey forms, there are some conditions that you must follow so the survey forms that we make can be changed into format XForm. Some rules that must befollowed to create an appropriate survey form are:

a. Three main worksheets /sheets .

In the spreadsheet we create, it must consist of 3 main worksheets, the named worksheet survey, choices, settings. The naming of this worksheet must match and must not be mistaken because it will fail when uploading your survey form.

The first worksheet is survey. On this worksheet, all questions we make must be put on this worksheet. All questions that we make do not need to be included with the list of answers. All the list of answers we need will refer to the next worksheet.

The second worksheet is choices. On this worksheet we include all of our answer lists for each question that requires answer choices.

The third worksheet is settings. On this worksheet we can only enter the name of our form if the name of our form is different from the name of our file. For example, if our file name is form_survei_air_bersih.xls then in this worksheet we can name our form with the name we want, for example the Water Condition Form.

b. Three main column names.

On each worksheet there must be two or three different column names on each worksheet. The column names for each of these worksheets are also different.

b.1. Worksheet survey

In survey worksheet we have to insert three columns name: type, name, and label. Column with name type indicates the type of question that will appear later, whether the question is in the form of choices, free entries or capture locations.

Column with name indicates the unique variable for each question list. These variables cannot be the same, do not use spaces, and are only numbers, letters or underscores.

Column label shows the question that will appear on the user's mobile device. There is no standard format for this column, you are free to use letters, numbers, and special characters in this column.

b.2. Worksheet choices

At the choices worksheet we have to insert three columns namely name, list_name, & label. Inc list_name you create a group that contains a set of answer choices. For example like a set of answer choices that will appear under multiple choice questions. For naming variable in list_name this must follow the naming provided in survey worksheet. For example on survey worksheet we enter a multiple choice type with the name select_one jns_bencana. So on the choices worksheet we must fill list_name with name jns_bencana. This will be explained further in the next discussion.

Column name has the same rules as column name on the survey worksheet. All must be in unique variables that are not the same as the others both on the survey worksheet or choices; do not use spaces but are replaced by underscores; and do not use special characters such as question marks, exclamation marks, etc.

Column label has the same rules as column label on the survey worksheet. This column contains the answer text that will appear on the user's cellphone. You can freely use spaces, special characters or letters in this column.

b.3. Worksheet settings

Worksheet settings used when you want to make additional settings such as giving the name of your survey form, giving form a specific id, and version of your survey form. In order to use this feature, you must provide these three column names: form_title, form_id, & version.

Column form_title, you can provide free naming for your form. This naming will later appear on the user's cellphone.

Column form_id, you can provide your form id. The terms for naming this column are that you can't have the same id as the other forms, don't use spaces, and don't use special characters.

Column version, you can provide a version of your form. Adding column version is not mandatory. If you frequently add / change your survey forms, by providing column version, it will be easier for you to upload the forms on the server.

c. All entries must be in a standard format and starting from the first box.

One of the most important requirements is that when we make a survey form, everything must start in the field /quadrant A-1.

All entries form must start in those quadrant/field because the system will convert spreadsheet file to XForm, so if you do not start from that position, and error will occur in the system.

In addition, the other main requirement is that you cannot use table formats such as merge, center, hide row / coloum, wrap text,etc. Everything must be in a standard format. Settings that we can use are to add letters in bold, give color to columns or rows, and change the shape and size of letters.

2. Types of Standard Questions

In the paper survey form, we usually find several questions such as short answers, long answers, entering the date of birth, and multiple choices. Some of these questions, have different type questions, such as:

a. Question type text

This type will generate a type of question with a free response question format. Users can freely enter numbers, letters, and special characters if we use this type of question.

b. Question type Integer / decimal

This type of question will produce a question format with answers of integer numbers (specifically for integer type) or decimal numbers (specifically for decimal type). Users can only enter numbers with this type of question, a combination of numbers and letters cannot be entered if we use this type of question.

c. Question type select_one

This type of question will give the user a choice of answers where the user may only choose one answer. In creating this type of question, you must use a format such as select_one [options]. Where [option] is a group variable that will be included in the list_name inside worksheet choices.

d. Question type select_multiple

This question type is the same as the previous question type. The answers presented to the user are of several choices and the user may choose more than one answer. The rules for creating this type of question are the same as select_one. You must use a format such as select_multiple [option], where [option] is a group variable that will be included in choices under list_name.

e. Type of geopoint

This type of question will ask the user to record the coordinates of their position and will produce data in the form of latitude and longitude coordinates.

f. Note

This type is used to add a note or notification page. Users will be presented with a single page containing only the appearance of the text without having to fill in any information. For the writing format, it still follows the writing conventions in label, where we are free to give any writing format.

g. image, video or audio

This type of question will ask the user to take a picture, sound or video.

3. Additional Format

You can directly use your survey form by simply entering a number of standard question types that have been explained previously. The more you are good at creating XLSForm, you might ask if there are other types of questions that can make your survey forms easier to use and retrieve data according to your wishes. To see all types of questions that can be used in making XLSForm, you can go to the site http://xlsform.org. In this material, we will only discuss a few types of additional questions that you can use if you want to make your survey form more informative and easier to use.

a. Hint

Hint is one additional feature that we can add to our digital survey forms. By using this feature, we can provide additional information or instructions on how to fill in a question that we make. To create this feature, we must add a new column to survey worksheet called hint. By adding this column, for each type of question we make, we can add it with the information, such as instructions to filling the form, in column hint.

b. Required

This feature is needed if on your survey form, there are questions that must be answered. By using this feature, users will not be able to fill in further questions if they have not answered the question first. The types of questions that use this feature will also have a red asterisk when viewed on your phone. To use this feature, you only need to create a new column called required that is located on survey worksheet. In order to set questions becomes mandatory, you must add the value yes in this required column.

c. Field-list

The function of this feature is that users will be presented with a number of questions on just one page on the application screen. By default, each page will only be presented with one question. If we want all questions to appear on one page, then we must use this feature.

To enable this feature, you must make a number of settings:

1. You must insert format begin_group at the beginning of the question that you want to display on one page and end_group at the end of the question that you want to display on one page. These begin_group and end_group formats must be in the column type. By tucking in this format, the system will read that all questions that are after begin_group and before end_group format are one question group.

2. After you have created the question group, you must add column appearance and fill with field-list format. By adding this column, you inform the system that all groups of questions that you have created, will be included in a single page list.

d. Relevant

This feature allows us to make a list of questions that follow the answers to the previous questions. Suppose we are asked a question about “What causes floods?” With the answer choices “A. Bad Drainage B. Garbage C. Others”. When we answer “C. Other”, then the next question will only relate to the previous (other) type of answer, such as “Because in the previous question you answered others, explain further about the causes of other floods”. The question will not appear if we answer with other answers such as “A. Bad Drainage”. How to enable this relevant consists of several stages:

1. Creating the initial question type

   Before using relevant, you must first create an Initial question that you will enter into format relevant. For example, by using the type question select_one:

   

2. Making choices on choices worksheet

   After you make the initial question, the next step is you have to make the choice of answers on choices worksheet.

   

3. Insert relevant features in the next question

   After you make the initial question and answer choices, the next step is you will make the question that will appear in accordance with the answer choices selected in the previous question. For example, in the previous question, you chose the prasasti for the type of object in question, then the next question will be specific only about the prasasti. To enable this feature, you must enter an additional column named relevant on survey worksheet. After entering additional columns you can fill in the question rows that require relevant functions with the format:

   Format	Deskripsi
   ${field_name} = ‘choice’	For type select_one only
   selected(${field_name}, ‘choice’)	For type select_multiple & select_one

   For field_name refers to the variable that you specified earlier in the name column on the survey worksheet. Meanwhile, choice refers to the variable of choice of answers available on the choices worksheet.

   

III. Creating survey forms for theapplication OpenMapKit

In addition to using ODK Collect, for data collection in the field we also use OpenMapKit. You certainly understand how to use OpenMapKit for data collection in the field. If you don't know it yet, you can read the Using the OpenMapKit Application module. Now we will learn how to create survey forms for use in OpenMapKit.

Generally, creating survey forms for OpenMapKit follows rules such as ODK Collect form. Making this survey form can also be done in the same file when making ODK Collect. There are a number of standard settings that we must follow so that the survey form we make can be used for OpenMapKit.

1. Four main worksheets

In general, to make OpenMapKit is not much different from the format ODKCollect. The worksheets needed by ODK Collect are surveys, choices, & settings. But for OpenMapKit, we have to add a new worksheet named osm.

osm worksheet contains questions and answer choices that will appear on OpenMapKit. It is on this worksheet that we must enter all the list of questions that will appear in OpenMapKit. Meanwhile, three other worksheets followed the rule when making ODK Collect.

2. Types of main questions

In order for the questions that we make successfully raised in OpenMapKit, we have to enter a special type of question, which is osm. By entering this question into survey worksheet, the system will bring up all the questions in OpenMapKit that we have created on osm worksheet.

This type of question must be followed by a variable that need to be linked to the variable in list name column on osm worksheet.

3. Three main columns

On osm worksheet, we must enter three main columns, namely list name, name, and label. The list name column contains questions and answer choices. The name column contains the unique variables that follow thes tandards key and value of OpenStreetMap. For a list of keys and values, you can look at the Data Model OpenStreetMap module or you can go directly to the site https://wiki.openstreetmap.org/wiki/Map_Features and https://wiki.openstreetmap.org/wiki/Id:Indonesian_Tagging_Guidelines.

4. Questions and answer choices in one worksheet

Unlike creating survey forms for ODK Collect, where each question and answer choices are separate on different worksheets, for creating survey form in OpenMapKit we must enter all questions and choices answers on one worksheet.

IV. Exercises to Create Survey Forms ODK Collect and OpenMapKit

Until now we have understood how to create survey forms for ODK Collect and OpenMapKit. Now we will try to make a survey form that can be used for both of these applications.

Imagine that you currently want to conduct data collection activities at a facility by using ODK Collect and OpenMapKit. Some data that you want to collect are:

• name Surveyor. (Required)
• To be at a disaster-prone location or not
• If at the disaster location, specify the type of disaster (can be more than one answer)
• Coordinates of the location of survey objects
• Name of place of amenity
• Type of amenities Amenity
• complete address of the

From the data above, you have successfully identified which types questions that go into survey forms ODK Collect and any kind of questions that go into survey OpenMapKit form. Questions that enter into ODK Collect are the name of the surveyor, disaster-prone, type of disaster & coordinates of the location of the survey object. Meanwhile the questions that go into OpenMapKit are the name of the place & type of amenities, and full address.

First of all, we have to make a survey form for ODK Collect. As the requirements you have learned before, in spreadsheet we have to make four worksheets, which are survey, choices, settings & osm.

After that, on the survey worksheet we must provide our main column, which is type, name & label. The types of questions we have to make for this survey form are text, select_one, select_multiple, & geopoint. Because surveyor questions are mandatory questions, we must use required on survey worksheet. Apart from that we also have to use relevant for disaster type questions. This relevant feature will make it easier for us to make a conditioned question.

On choices worksheet we put the answer choices for the type of questions select_one and select_multiple that we have created on the survey worksheet. Here we have to make three main columns namely list_name, name, & label.

Because we want to use OpenMapKit for our field data collection, we have to add the type of questions that will lead us to OpenMapKit, the type of questions we have to enter is osm. On osm worksheet, we include all questions related to OpenMapKit. In the variable name we must refer to the key and value on the OpenStreetMap wikipedia .

Finally, in settings worksheet we enter our form id and the title of our form. On this worksheet, only two main columns are needed, namely form_id and title.

SUMMARY

Congratulations! Currently you have successfully created a survey form for ODK Collect and OpenMapKit applications. To find out more about the types of questions that can be made on ODK Collect, you can directly access the page http://xlsform.org. Making the right form will make it easier for surveyors to collect data in the field.