How to author a Data Form Template (Admin)

A Data Form is a digital form used to capture any strategies, tactics, or coaching-related data within your system. For example, you may describe what happened in a coaching session in a free-flowing question, or you may have a list of questions wherein you “check” what was completed with notes where applicable. Data forms can even be used as rubrics for an observation and/or self assessment! Depending on your need, these forms can be a great space to create a shared agenda or even a note-taking space for coaching sessions. 

With this information, Admins and Coaches can then use the data gathered from completed Data Forms for a variety of quantitative data collection to evaluate the coaching process over time. 

Read more below to learn how you can create a data form template to meet the needs of your system!

Authoring a Data Form Template

Only System Admins have the ability to author and manage a data form template. To begin authoring a template, start from your Talent homepage. Then find the Management Panel on the far left and click ‘Data Forms.’ You will then be brought to your ‘Active Data Form Templates.’

From the Data Forms management page, you can view your 'Active Templates,' your ‘Archived Templates,' as well as your ‘Deleted Templates.’ Click ‘Show Filters’ to display a variety of search filters by:

• Title
• Author
• Template Type
• Date Range
• Visibility (by Group and by Role)

To create a new data form template, click on the ‘New Data Form Template’ button in the top, right-hand corner of the Active Templates tab.

Before you begin, you will be greeted by a Consent Form. Check ‘Yes, I agree.’ If you have the right to digitize and display the data form material in your template. Then click ‘Continue.’ You will then be brought to the Data Form template’s page.

Data Form Template Content

At the top, give your data form a title. Under the ‘Content’ tab you will find the space where all of your data form's immediate components and content will be featured.

Select a ‘Template Type' depending on the purpose of the form. Select from the following options:

• Log a Coaching Session
• Complete a Survey
• Take Notes
• Collection Form
• Rubric

NOTE: If you would like to use the 'Rubric Grid' component for the purpose of creating an observation rubric, you MUST select 'Rubric' in order for this component to appear as a selectable option.

Once you have chosen your Template Type, click the ‘+ Add Section’ button.

Give your new section a title. You can also add a Response Limit to control how many responses can be answered by a user for this section. Doing this will disable the ability to set Required on individual prompts. You can even duplicate a section with all of its components or delete the section when desired.

In order to feature interactive content in your data form, you will first need to add a 'Component.' To add a component, click the ‘+ Add Component’ button within the section. Within most data forms, you can choose from the following:

• Radio Set - wherein you can choose one item from a set of radio button inputs
• Dropdown Menu - wherein you can choose one item from a dropdown menu
• Checkbox Set - wherein you choose multiple items from a set of checkboxes
• Date Picker - where you can enter a specific date
• Text Field - to gather a small line response of text and/or numbers
• Text Area - to gather a large amount of text for responses
• Number Field - to gather only numeric data
• Duration - to select the duration of a session in hours and minutes
• Attachment - to gather videos, files, goals, or completed data forms or observations
• Table Entry Grid - to gather un-scored text in a table format
• Text Editor - for providing instructions or information from the template author. This component does not gather any data
• Rubric Grid - for gathering scored or un-scored feedback using a customizable rubric grid format; NOTE: The 'Template Type' must be set to 'Rubric' in order for this component to appear as a selectable option.

To learn more about managing the settings for each data form component, please read this Help Center article:  HERE

Data Form Template Settings

To change the specific settings of your data form template, click on the ‘Settings’ tab at the top of your data form template page.

These settings will differ slightly if you selected ‘Rubric’ as your Template Type. To learn more about authoring Data Form Rubrics, please read this Help Center article HERE.

General

For most data forms, you can edit the settings of a template to display as either fully expanded sections by default or as fully collapsed.

You can also manage the requirement to select the individual/group the data form is being completed for before being able to click Publish. This can be helpful to ensure that your coaches designate who they are performing their coaching logs for!

Observations

You can also enable your data form for use in Observations.

Visibility

Lastly, you can select the visibility of who can select your template by Role and by Group. Click ‘+Set Visibility’ to save your changes.

Other Data Form Template Settings

Participant View

To have an idea of what a participant of a data form would see when filling out your template, scroll up to the top of the template page and select 'Content' to view the content of the form and click ‘Go To Participant View.’ This will load a pop-up with a preview of how your data form will look to a user who has chosen to fill it out. Click ‘Close’ to close out of this view.

Data Form Template Version History

Your Data Form template saves all of your modifications in real time. If you would like to revert back to a previous version of your Data Form template, click on the ‘history icon’ in the top, right-hand corner of the data form template’s page.

Click the arrow beside each date to see a record of every change to your Data Form. To revert to a previous change, click on the ‘…’ icon and select ‘Restore this version.’ This will restore your data form template to the way it appeared on the specific date and time selected. You can always revert it back to your later version by selecting it once more and selecting ‘Restore.’

From each historic version of your template, you can also choose to duplicate it as a completely separate template by clicking ‘Make a copy.’ To delete a historic version completely, click ‘Delete this version.’

NOTE:  Any changes made to a data form template will only carry over to completed data forms using this template moving forward. It will not retroactively change data forms that have already been completed using a previous version.

Rather watch a video explanation? Feel free to watch a help video here! 

HIPAA Secure users, please watch here!