Breadcrumbs

View a Data Collection as a User

How to view a Data Collection from the perspective of the participants:

  1. When you have a Data Collection and wish to view how it will work from the user’s perspective, you will need to log in as each of the participant steps in the Data Collection.

  2. You will be focusing on the Data Collection section of the Main Menu.

  3. Go to the Data Collection page, there, you will see Completed and In Progress Data Collections.

    1. Completed: the Data Collection is completed and no longer running

    2. In Progress: The Data Collection is currently running and collecting responses

  4. In order to view a Data Collection as a user, you will need to view an In Progress Data Collection

  5. Click Manage on the right-hand side of the In Progress Data Collection.

  6. First, it is helpful to look at the Data Collection’s workflow.

  7. Go to the Workflow Configuration under Information on the left side menu.

    1. You will see a screenshot of the workflow. 

    2. If you need more information on how to read a workflow, click here.

  8. Once you have an understanding of the steps required for this Data Collection, you will want to go to Participants under Assignments.

    1. Here, you will see the User Task Status. If you are looking to see a Data Collection from beginning to end, you will want to log in as someone whose status is either step 1 or blank. Blank means they have not yet opened the Data Collection in their user account.

    2. You can either: 

      1. select Log In As in the Actions column.

      2. If the Data Collection does not have that option, you will need to write down the Form Owner name or copy the email address. Then, navigate to the User Accounts page in the main menu of AEFIS. From there, search the last name or email and “log in as” the user.

    3. Once you’re logged in, the Action Items sidebar will automatically appear. If it does not, click the bell icon in the upper right corner of the site.

    4. You will see a form with the same name as the Data Collection you were looking at.

    5. Once you open the form, you will be able to fill it out as the step 1 user and submit it to the next step.

  9. In order to view the next step of the workflow, you need to be logged in as a user with the step 2 User Role. You can search the User Accounts Manager by role or you can assign someone the role (make sure to pay attention to the parent object!)

    1. If the Program Coordinator for Nursing submitted the form, the next levels will need to be in the Nursing department and/or college to see the form

  10. From there, you can continue to submit each step. Or reject a step and watch how it goes back up the workflow.

    1. The Workflow Status page within the Data Collection is a really useful tool to understand the steps of your Data Collection.