Is it possible to re-use information when submitting two Kobos

[shoban]

When submitting two Kobo forms for a given species, to incorporate uncertainty, is there any way to copy over information (species name, life history, maps, etc) from your first submission to your second submission?  For example I want to submit 2 forms for a species for which I am unsure what is the best population structure, so I want to submit for a high and a low population structure. Is there any way to start my second submission with a form filled in from my first?

[Alicia Mastretta-Yanes]

Hi Sean,

I think this has been discussed in the Kobo forum before:

https://community.kobotoolbox.org/t/bring-forward-data-from-prior-record/5450

From a quick read, it seems that hasn't been deployed in Kobo.

Something I'm thinking could be a solution would be to:

1) Fill the parts that are the same and save draft as "SpeciesName_option1"

2) Make a little change and save the draft as "SpacesName_option2"

 

Now you will have in your saved drafts "SpeciesName_option1"  and "SpacesName_option2". You can update each one with whatever is different between both options.

3) Submit it option when they are ready.

Notice this will work only if you haven't submitted the form already, i.e. it will work for the next species you evaluate but not for one already submitted.

Let me know if this helps,

Alicia

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De: "Sean Hoban" <sho...@mortonarb.org>
Para: "Genetic indicators project" <genetic-indic...@googlegroups.com>
Enviados: Miércoles, 15 de Marzo 2023 20:33:27
Asunto: Is it possible to re-use information when submitting two Kobos

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When submitting two Kobo forms for a given species, to incorporate uncertainty, is there any way to copy over information (species name, life history, maps, etc) from your first submission to your second submission?  For example I want to submit 2 forms for a species for which I am unsure what is the best population structure, so I want to submit for a high and a low population structure. Is there any way to start my second submission with a form filled in from my first?

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Dra. Alicia Mastretta-Yanes
Investigadora por México CONACYT
Comisión Nacional para el Conocimiento y Uso de la Biodiversidad (CONABIO)
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[Alicia Mastretta-Yanes]

* 3) Submit both options when they are ready

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De: "Alicia Mastretta-Yanes" <amast...@conabio.gob.mx>
Para: genetic-indic...@googlegroups.com
Enviados: Miércoles, 15 de Marzo 2023 20:48:43
Asunto: Re: Is it possible to re-use information when submitting two Kobos

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[Ishihama Fumiko]

Hi Sean and Alicia,

>Notice this will work only if you haven't submitted the form already,

I'm not sure if it is a suitable way for your situation, but it is possible to duplicate the submitted form from the backend if the person who make the second form has the editing right.

(Because my submissions have a large number of the common part (common data source, the common method for defining  populations, etc.), I always make a copy of the already submitted form to make a new one.)

1) find the submitted form you would like to duplicate in the "Table" in the backend of Kobo

2) press "open" (the eye mark on the left side of the form)

3) a new window opens, and there appears a blue button "duplicate"; if you press it, the window refreshes and says "Duplicate created".

4) press "Edit" in the refreshed window, and you can edit the duplicated form.

I hope it will be of some help to you,

Fumiko

2023年3月16日木曜日 4:49:46 UTC+9 Alicia Mastretta-Yanes:

[Alicia Mastretta-Yanes]

Yes, this is true Fumiko. That's another solution. Well spotted.

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De: "Ishihama Fumiko" <isih...@gmail.com>

Para: "Genetic indicators project" <genetic-indic...@googlegroups.com>

Enviados: Jueves, 16 de Marzo 2023 0:28:18
Asunto: Re: Is it possible to re-use information when submitting two Kobos

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[Ishihama Fumiko]

I'm glad to hear it can be another solution!

2023年3月16日木曜日 17:54:14 UTC+9 Alicia Mastretta-Yanes:

[shoban]

Thanks Alicia and Fumiko.  Alicia have you tried this solution and did it work? When I do this, even if I save the second form with a new name, it deleted the old one. So I start with saving a form as SpacesName_option1, load SpacesName_option1, make a change, and save as SpacesName_option2, now in my drafts SpacesName_option1 is no longer there, only SpacesName_option2.  let me know if you tried this and it worked differently.

[Alicia Mastretta]

Hi Sean,

I'm sorry, you are right. I made a mistake and my proposed solution does not work. But Fumiko's solution works. Let me know if you were able to follow it or would like any help.

cheers,

alicia

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[Sean Hoban]

Thanks!

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[shoban]

Thanks again Fumiko and Alicia.  I was able to do this successfully.  HOWEVER, I'd rather not give all users the ability to edit all submissions... I think it makes sense to only give permission to edit your own submissions.  There is an option for doing this under the "Sharing" settings ( Edit submissions only from specific users )... but I can't get this to work I don't think, because when I look at submitted Data (viewing the Data table) one of the very last columns is username and it always says "username not found" even if I'm logged in to Kobo with my username.  Alicia, or anyone, is it possible to record the username with submissions, then people could only edit (and duplicate) their own submissions?

Sean

[Alicia Mastretta]

Hi,

Yes, I tried that too. Unfortunately the user only appears if the form is filled in the Kobo smartphone app instead of the web version. 

If you think it would be feasible to fill the form in a phone instead than in the computer, I can explain you how to get the form into the app. The first step is to download the KoboCollect app from Google play (not available for iOS).

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[shoban]

My lab member Austin found a neat solution:

I'm reaching out to let you know of a roundabout way for making copies of a KOBO form, to provide multiple submissions for a single SSA document. The approach seems to work for the Chrome and Firefox browsers (I've not tested Safari).

You first complete the fields of the KOBO form that you expect to remain the same across submissions (i.e. Sections 1-2, 7-8, maybe others). Then, you select the "Duplicate" option in Chrome by right clicking on the tab of the current KOBO form. 

Doing so will open a new tab, in which you'll be asked whether you'd like to load an unsaved record. Clicking "Load Record" will generate a KOBO form with the fields that you have completed in the prior tab already filled out. This can be done any number of times, and each tab can be saved separately in the Queue under a different name.

[Alicia Mastretta]

Fantastic. Very clever.

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