Manage Form Datasets

Manage Form Datasets

A dataset is a table which contains form responses. Each form field or question is a column, and each form response is a row in the table.

Datasets can be edited within LiveText or exported, edited, and then re-imported. The processes for managing datasets in these two ways are differentiated below.

OPTION A: Edit a Dataset within LiveText

1. From within the Form Builder, click the title of the form.
2. Click the Datasets tab.
3. Click the manage link located on the right side of the dataset.
4. Click the Recipients dropdown menu to filter the list of recipients. Users may filter by All, Complete, or Incomplete responses, as well as any groups or recipient lists used in a private launch. All will display all recipients. Complete will display recipients who have submitted the form. Incomplete will display recipients who have not submitted the form.
5. Optionally, enter criteria into the search text box and click the Search button. Recipients can be searched by first name, last name, email address, and username. All of these options are enabled by default. To disable one of these options, click the  to the right of the Search button.
6. Select the checkbox to the left of the recipient's submission to be edited.
7. If applicable, click the Submission dropdown menu located in the top right corner of the box on the right to select the submission number.
8. Enter or modify responses to the questions as needed.
9. Click the Apply Changes button to save any changes.

Note:

First name, last name, email address, and username cannot be searched when the form has been launched publicly or anonymously. Additionally, usernames cannot be searched unless the form has been launched to LiveText members.

Click the Reset button to undo all of the changes applied to this field and to re-display the initial values.

 

OPTION B - STEP 1: Export a Dataset

1. From within the Form Builder, click the title of the form.
2. Click the Datasets tab.
3. Click the title of the dataset to be exported.
4. Optionally, click the Choose Recipients dropdown menu to filter data and then click the View Data button. Users may filter by All, Complete, or Incomplete responses, as well as any groups or recipient lists used in a private launch. All will export all recipients. Complete will export recipients who have submitted the form. Incomplete will export recipients who have not submitted the form.
5. Optionally, click the Choose Submissions dropdown menu to display All Submissions from each responder or the Last Submission, and then click the View Data button.
6. Optionally, click the field ids link located on the lower left of the dataset table. This will modify the column headings to display the field ids for each question. A field id is a code or abbreviation for a question. Moving data between applications (importing and exporting) requires an exact match for the name of every field.
7. Click the Export to CSV/Excel button located below the dataset.
8. Select the option to open the file with Excel (if installed), or to save the file to the computer, and click the OK button.

After exporting the file, modify the dataset as needed. If the dataset will be imported back into LiveText, do not add, delete, or change column headers.

OPTION B - STEP 2: Import Data into a Dataset

Data from external applications can be imported into form datasets. In order to import data into a dataset, the data must be in a CSV (comma separated values) format. In the CSV format:
 

• Each record is stored on a separate line.
• Each field within a record is separated by commas.
• There should be no spaces around the commas that separate fields.
• Each field that contains a comma must be delimited by double quotes.
• Each field that contains double quotes must be delimited by double quotes.

1. From within the Form Builder, click the title of the form.
2. Click the Datasets tab.
3. Click the title of the dataset where data will be imported.
4. Click the Import from CSV button located below the dataset.
5. In the first dropdown menu, select the group or recipient list that will receive imported data.
6. Copy and paste the CSV formatted data into the text box. Do not edit or delete the first record that appears in the text box.
7. Click the Import button.

Note:

Importing data is only possible with datasets that are part of a private launch with pre-defined recipient lists. Data cannot be imported into publicly launched forms.

Note:

Improperly formatted CSV data may result in the wrong data being stored in the wrong field. It may also result in omissions of data during the import.

The record IDs must match.

 

Best Practice:

Edit all of the data in a spreadsheet program (e.g. Excel) and save the file as a CSV file. Open the file with a text editor (e.g. Notepad). Copy the data from the text editor and paste it in the import text box.