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Overview

The Admin Forms module is used to pull data from SurveyCTO forms used for collecting administrative data from surveyors during a survey, such as fuel consumption reimbursement requests. Connecting with admin forms is useful when members of the survey team need to review photos or other media files that are part of the admin form submissions. To enable the admin forms module, select “Admin Forms” under “Feature Selection”.

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Needed for features

  1. Media Audits (Optional) If you’d like to generate a media audit sheet with files from an admin form, like photos from a fuel reimbursment request form (also referred to as bikelogs), you need to configure the admin form.

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Prerequisites

  1. Deploy required admin forms on SurveyCTO. Make sure your admin forms are deployed on the same SurveyCTO server as the main form.
    Please check out the admin form requirements section below for things to keep in mind while coding these forms.

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Configuration

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Key concepts

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  Admin form

In a data collection project, the forms used to collect data from the surveyors for administrative purposes are called admin forms. These forms are used to collect information like surveyor account details, fuel consumption reimbursement requests, etc. A survey usually has multiple admin forms. Only forms that are needed for the media audits feature need to be configured on SurveyStream.

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Process

Configuring admin forms follows a process similar to that of the main form.
1

Enter admin form details

The first step is to provide the form details, which include:
InputDescription
Admin form typeType of admin form which can be Bikelog, Account details or Other.
Admin form IDSurveyCTO ID for the admin form. This should match the form_id in the SurveyCTO form settings.
Admin form nameLabel for the admin form that will be shown in the SurveyStream web app and on SurveyStream-generated outputs (dashboards, media audit sheets). We recommend using the form_title in the SurveyCTO form settings.
Select the appropriate checkboxes:
  • The form is encrypted. If yes, please share the key with surveystream.devs@idinsight.org via FlowCrypt/Nordpass. Select this only if your form is using SurveyCTO form encryption.
2

Map the SurveyCTO metadata fields

First, click on the Load questions from SCTO form button. This may take a few seconds as it loads the form definition from SurveyCTO and populates the dropdowns with the variable names.Next, map the required metadata fields to their corresponding variable names in the SurveyCTO form. Details on these fields can be found in the admin form requirements section.
Please refer to this section if you encounter errors when loading the questions.
You can add multiple admin forms by clicking on the Add admin form button.

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Additional notes

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Admin form requirements

Ensure the admin form has the following variables:
  1. Enumerator ID - Unique alphanumeric identifier for the enumerator. This identifier needs to be created by the survey team and included in the SurveyCTO form.
If the form is modified after configuration on SurveyStream, you may need to make corresponding updates on SurveyStream, similar to the main form.