Data Collector

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One of the key features of AppCan Cloud is the ability to create and distribute (in real-time) ‘Data Collector’ apps to all, or a subset of all, field users that have already been setup within the system.

Upon selection of ‘APPS’ from the menu bar, a multi-functional data grid is displayed that allows users to easily review, manage and distribute both ‘Data Collector’ apps’ as well as Document Distribution’ apps to field users.
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Choose the required App and select ‘New’ from the top righthand side of the screen.

This will show you a list of the fields available to capture data against.
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Where the field requires specific input, for instance date/time, you will be prompted to enter the data in the required format.

Any labels in bold with an asterisk, for example: Customer Name: * indicates the field is mandatory and data is required to be captured for this field. You will not be able to submit the record until all mandatory fields have been completed.
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Text Field

A text field is designed for single line/sentence responses.

There are no restrictions regarding the number of characters allowed in a Text field although special characters such as (but not limited to) ^ + = | ~ < > are not allowed.

To remove text: Select the text field and use the delete key on the keyboard to remove the text.
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Date Field

A date spinner is shown. Scroll to change day, month or year.

After choosing the required date, tap on the ‘Done’ button to confirm date.

When entering a Date, Apple iOS shows the date spinner, whereas Android shows a calendar.

Apple:

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Android date entry:

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Once a Date has been entered, if you need to remove the Date, select the ‘Clear’ button.

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Time Field

A time spinner is shown. Scroll to change hours or minutes.

After choosing the required time, tap on the ‘Done’ button to confirm time.

When entering a Time, Apple iOS shows the time spinner control, whereas Android shows a time control.

Android Time control

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Once a Time has been entered, if you need to remove the Time, select the ‘Clear’ button.

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Date & Time Field

A date & time spinner is shown. Scroll to change date and/or time

After choosing the required date & time, tap on the ‘Done’ button at the top-right of the screen.

When entering a Date & Time, Apple iOS will show the Date spinner first, and after selection of the date, the Time spinner will be shown.

When entering a Date & Time, Android will show the Date calendar and and after selection of the date, the Time control will be shown.

Once a Date or Time has been entered, if you need to remove the Date / Time, select the ‘Clear’ button.

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If a December date is selected, if the user changes the date to January, the year will also increment to the next year.
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Select Field

A Select field shows a list of options. You can scroll through the list, or use the search bar to quickly filter the options.

You can only select one option.

After choosing the required option, tap on the ‘Select’ button at the top-right of the screen.
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Multiple Select Field

A Multiple Select field shows a list of options. You can scroll through the list, or use the search bar to quickly filter the options.

You can select one or more options.

After choosing the required option(s), tap on the ‘Select’ button at the top-right of the screen.
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Note Field

An open text field designed for multiple line/sentence responses (as opposed to the ‘Text’ field) which is designed for single line/sentence responses.

There are no restrictions regarding the number of characters allowed in a Note field although special characters such as (but not limited to) ^ + = | ~ < > are not allowed (a field user is actually unable to enter them in this or any other text based field).
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Number Field

The ‘Number’ field allows you to capture a numeric value to 5 decimal places.

Prompts a user to enter a number (with or without decimal places). When a field user taps/clicks on a ‘Number’ field on an iOS device, they are presented with the numerical keypad to eliminate the possibility of entering alpha characters by mistake.

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Currency Field

The ‘Currency’ field allows you to capture a numeric value to 2 decimal places.

Similar to the ‘Number’ field, except that it prompts a field user to enter a specific value (with or without decimal places) as opposed to a general number. When a field user taps/clicks on a Currency field on an iOS device, they are presented with the numerical keypad to eliminate the possibility of entering alpha characters by mistake.

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Photo Field

Select the required option.

When a user selects a ‘Photo’ field type in a Data Collector App, the user is prompted to select:

Take photo with camera
Choose from library

Selecting ‘Take photo with camera’ opens the camera screen, and selecting ‘Choose from library’ allows the user to select a photo from their photo library.

Once a photo is captured, we now show the date and time the last image was captured.

Photos taken on the device, or chosen from the photo library, are now compressed on the device to reduce file sizes.
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Location Field

The ‘Location’ field will show your location on a map.

Once a Location is captured, we now show the GPS co-ordinates after the date/time the location was captured.

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Signature / Sketch Field

The ‘Signature / Sketch’ field will show a blank canvas where you can either draw or capture a signature.

When a signature / sketch is required to be captured, if the device is held in portrait mode, the signature / sketch panel now rotates to landscape to provide a larger screen for the capture of the signature / sketch.

We now show the GPS co-ordinates after the date/time the signature was captured.

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Once you have completed the record, select the ‘Submit’ button. This will then send the record to AppCan Cloud.

During the submit process, the cloud next to the record will be orange, and then turn green once submitted. If the is no mobile coverage at the time of submission, the cloud will remain orange. A sync will send the record.
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The record submission list shows all records captured and their status, which are indicated by the colour or the cloud icon, and the option to create a new record.

AppCan Mobile automatically removes records from the device after 30 days. The exception to this are records that have not been sent (Orange Cloud) and saved records (Red Cloud).

Cloud Status

Cloud	Status
	Record submitted and on AppCan Cloud
	Record completed, but awaiting to be sent to AppCan Cloud
	Record not completed, and awaiting submission to AppCan Cloud
	Record has been deleted from AppCan Cloud. You can resubmit this record

Tapping on the cloud icon shows the user relevant information about the record.

This includes:

Author
Status
Created Date/Time
Modified Date/Time
Uploaded Date/Time
Data Collector Version

Cloud Order

The order of clouds on AppCan Mobile are as follows:

Red Cloud (Draft record)
Red Cloud with inbound arrow (record received)
Red Cloud with outbound arrow (record sent)
Green Cloud (record deleted from portal)

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To access the record options:

Apple

Swipe from right to left to show record options

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Android

‘Tap & Hold’ a record to displays the record options.

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Email

‘Email’ enables the user to email the record, as long as email has been setup on the device.

After selecting ‘Email this record’, the contents of the record and embedded in an email, ready for sending to the recipient.

You can only email a record that has been submitted to the portal. This is indicated with a green cloud icon.

Copy

On AppCan XP, you can copy an existing submitted record to a new record, copying across data from fields setup as ‘Smart Copy’ fields.

Please note: The ‘Smart Copy’ functionality is only available for Data Collector apps where at least one ‘Smart Copy’ field has been assigned. If no ‘Smart Copy’ fields have been assigned, the user will not be given the option to ‘Copy this record’, after a tap and hold.

For help on setting up Smart Copy fields, please click here.

After copying a record, you will then see a ‘red cloud’ record, with the data fields copied across into the new record. Complete the new record and submit.

Remove

Although submitted records (in green cloud status) are removed from the device after 30 days, we have now included a ‘Remove’ option.

This enables you to remove the record from the device if you don’t need the record on your device any longer, to keep your record list tidy.

Please note: records removed from the device are not deleted on AppCan Cloud, and still available for analysis / reporting etc. If a removed record is updated in AppCan Cloud, the record is synced back to the device with any changes applied.

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During data capture of a record, and before ‘Submit’ is selected, you can select the ‘Back’ button. This will prompt the user to either Save or Exit the record.

Exit Only: If you select ‘Exit Only’, the record will not be updated with any changes, and the user is returned to the Submission List.

Save & Exit: This allows the user to partially complete the record, and return to complete the record at a later date. On the Submission List, the record will show a red cloud to indicate the record has not been submitted. You are able to delete the record by swiping from right to left and selecting ‘Delete’. When returning to complete a partially submitted record, any mandatory fields are highlighted for ease of record submission.

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We have built in new ‘Data Recovery’ functionality, to prevent loss of Data Collector records.

This message should never appear if the record has been closed in a controlled manor, but could occur, for instance, if the device was powered down before a record was submitted / saved, or switching to another application without exiting the record submission.

Clicking on ‘Load’ will restore the record, and clicking on ‘Abandon’ will delete the record.

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In the ‘Submission List’ you can search for records by entering text in the ‘Search’ field. This will search all records on the device, limited to the heading data.

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AppCan Support

Text Field

Date Field

Time Field

Date & Time Field

Select Field

Multiple Select Field

Note Field

Number Field

Currency Field

Location Field

Signature / Sketch Field

Cloud Status

Cloud Order

Apple

Android

Email

Copy

Remove