User Manual

1.1. ODK Collect User Manual

1.1.1. Getting Started
1.1.1.1.
Configuring Settings
1.1.1.2.
Fetch Forms
1.1.1.3.
Fill Forms
1.1.1.4.
Edit Saved Form
1.1.1.5.
Send Finalized Form
1.1.1.6.
Delete Saved Form
1.1.2. Brief Description
1.2. ODK Aggregate User Manual
1.2.1. User Setup
1.2.2. User Permissions
1.2.3. Filtering Data
1.2.4. Visualizing Data
1.2.5. Exporting Data
1.3. Form Creation User Manual
1.3.1. Create a New Form
1.3.2. References
Authorized Users User Manual

ODK Collect User Manual

The Android App will be used by community workers, physicians, nurses and the clinic
coordinator to collect/update patient data.

Getting Started:
Configuring Settings
1.

Select the ODK Collect application on your device to launch it. You should now see the
home screen.

2.

Select the Menu button at the bottom of the phone that is not the Home icon, the
Search icon or the Back arrow, to open the settings menu. Note: The Menu button
position varies in different models. Select General Settings, and then Configure
platform settings.
You should now see the ODK Aggregate Settings screen.
Set the URL:
[protected]
Username: [protected]
Password: [protected]

3.

Hit the device's Back button to go back to the main menu

Fetch Forms
A. Select the Get Blank Form from the home screen of the application.
B. Please check the box for the following forms:
i.
_1_New_Patient_Form
ii.
_2_Pre-operative_Form
iii.
_3_Intra-operative_Form
iv.
_4_ Post-operative_Form_Day1
v.
_5_Post-operative_Form_Discharge
vi.
_6_Post-operative_Form_2_week_FU
vii.
_7_Post-operative_Form_10_week_FU
viii.
_8_Follow_Up_Schedule_Form
3.

Select Get Selected

Fill Forms
1.

Select the Fill Blank Form from the home screen of the application.

2.

Select the form you would like to fill. For descriptions, please review the Brief
description section.

3.

Enter data into the form, swiping from right-to-left with your finger to get to the next
questions. Enter data in all required fields.

4.

Once a form is filled, you have two options.

i.
You may choose to Mark form as finalized. This option is checked by default.
ii.
Uncheck the box Mark form as finalized, if you would like to review the content
at a later date before finalizing it.

5.

Select Save form and Exit.

Note: At any stage you may chose to hit the Back button. You will be presented with two
options. You may Save Changes to save your data, or Ignore Changes to ignore any
data added.

Edit Saved Form

1.

Select the Edit Saved Form from the home screen of the application. This screen lists
forms that have been saved despite their completion status.

2.

Choose the data submission you would like to review. You can correct any mistakes or
update the submission, opting to save your changes or ignore any changes made.

Send Finalized Form

1.

Select the Send Finalized Form from the home screen of the application. This form will
display all the forms that have been marked as finalized.

2.

Check the box next to the forms that you wish to send. The green check mark denotes
selected files to be sent. You can select them individually or Toggle All.

3.

Hit "Send Selected." Your files will then be uploaded to the server. You will see a
message on your mobile device saying your data was sent successfully (or not,
depending on your Internet connection).

Delete Saved Form

1.

Select the Delete Saved Form from the home screen of the application. This form will
display all the forms that have been saved as well as the blank form templates.

2.

Check the box next to the forms that you wish to delete. The green check mark denotes
selected files to be sent. You can select them individually or Toggle All.

3.

Hit Deleted Selected to delete the forms.

Brief Description:
Our application consists of 5 forms corresponding to the four sections of the form that is
currently used in the field.
1.

_1_New_Patient_Form:
This form is used to onboard a new patient to the system.
Basic personal details of the patient such as name, phone number, address, year of birth
would be captured in this form.
Once the form is submitted a "Patient ID would be generated., which is required in
subsequent forms.

2.

_2_Pre-operative_Form*
This form asks the user to enter details of the patient evaluation prior to the surgery.

3.

_3_Intra-operative_Form*

The fields in this form ask the user to enter details of the surgery.
4.

_4_ Post-operative_Form_Day1*
_5_Post-operative_Form_Discharge*
_6_Post-operative_Form_2_week_FU*
_7_Post-operative_Form_10_week_FU*
The fields in this form ask the user to enter details of the patient evaluation post the
surgery and during follow-up visits.

5.

_8_Follow_Up_Schedule_Form*
The fields in this form ask the user to first specify the type of follow-up visit (Day 1,
Discharge, 2 week, or 10 week), and then select the scheduled date for the next followup visit.
*Note: The first step in the filling the form requires the user to select the Patient-ID to
tie the details entered in these forms with the patient. This helps avoid entering all details
pertaining to the patient in each form. At present there is no lookup functionality in the
application to find the Patient ID given patient details. We plan to implement this
feature in the next sprint. For now, we assume the user knows the Patient ID while
filling the forms.

ODK Aggregate User Manual

User Setup
Once the ODK Aggregate has been installed and configured for first time use, the Administrator
will need to setup accounts for the users of the ODK applications. Note: it is assumed the
Administrator account has been set up as part of the ODK installation and configuration.
Once logged into the ODK Aggregate web application, follow these steps to add a user:
1.
Navigate to the menu Site Admin.
2.
Scroll to the bottom of the page and add the user using the below area

3.

Once the user is added, you can modify the permissions of the user on the same page
using the below area:

User Permissions
The following user permissions are available to be assigned to a user:
Data Collector: The data collector user will be able to collect and upload patient data via ODK
Collect but it will not be able to log on to ODK aggregate.
Data Viewer: A user with the Data Viewer permission can only view data from the ODK
Aggregate site.A data viewer cannot upload/modify forms and cannot perform administrative
functions.
Form Manager: The form manager user will be able to view forms and upload/modify forms but
will not be able to perform administrative functions.

Site Administrator: The site administrator user will be able to view data,upload modify forms
and view/create/update users.

Viewing Data
To view the collected data, following the below steps
1.
Login to the ODK Aggregate website with a user that has at least a Data Viewer
permission
2.
Select a form from the available list in the drop down shown in the picture

3.
4.

If you do not want to view all the data, add the necessary filtering using the Add Filter
button
The data will be displayed on the page

Filtering Data
The user can filter the data displayed on various criteria. Once the data is displayed, follow the
below steps:

1.

Click on the Add Filter button to reveal the below window:

2.

Decide whether to Hide or Display the rows matching your filter using the first drop down
in the Create filter to section
Decide whether your rows or columns will be affected by your filter using the second
drop down in the Create filter to section
If you have selected Rows for filtering, specify the column name and the filtering
criteria.
If you have selected Columns for filtering, specify the title of the column
Click Apply Filter once satisfied or click the X button to exit without applying the filter.

3.
4.

5.
6.
Note:
1. You can create multiple filters and decide which ones to apply using the filters dropdown.

2. The data format of Date for filter is yyyy-mm-dd, e.g. 2014-11-03.

Visualizing Data
ODK Aggregate provides a number of ways to visualize the collected data based on the
datatype of each datapoint (numeric vs. GPS coordinates vs. text values etc.)
Follow the below steps to visualize your data:
1.
From the home page, click on the Visualize button

2.

On the visualization page, select:

2.1.
The type of visualization you want from the Type dropdown. The options are Pie
Chart, Bar Chart and Map. Note: To be able to use the Map option, you will need
a column that has a GEO data.

2.2.

Select a Column to Visualize when selecting Pie/Bar Chart or select

GeoPoint to Map when selecting the Map option

2.3.

When selecting the Pie/Bar charts, you will also need to select the Tabulation
Method as either COUNT or SUM. The COUNT method ensures we chart the
number of occurrences of each unique value under the selected column. While
the SUM method allows you to chart the sum of a second column grouped by

each unique value under the column selected in the second step above.

Exporting Data
If additional data processing is required, exporting the data from ODK Aggregate is a possibility.
Once the required form is selected, and any filtering necessary is applied, the list of data can be
exported as follows:
1.
Click on the Export button

2.

This will open the Export options window, where you can select the export file type from
the options of: CSV, KML and JSON

3.

Next select any filter you would like to apply to the data and click the Export button

4.

This will create a file in Exported Submissions tab and navigate you there

5.

Click on the link in the Download File column to get the file

Form Creation User Manual

Create a New Form
There are several ways to create forms for ODK - ODK Build, XLSforms, or XML forms. ODK
Build is the simplest approach but it is not flexible and cannot be used to build complex forms.
We have designed the forms in Excel and used a tool XLSForms [2] to convert these to
XForms. XForms are compatible with ODK Tools.
The official site [3] has numerous examples on how to create various types of elements in a
form.
One feature that we found very useful in XLSForms is support for versioning. This allows
modifying simple mistakes in the form such as spelling mistakes, merely by changing the
version number in the Excel sheet. The major advantage of this is that it allows us to continue
working with the existing data already saved on the server.
Adding/ removing additional columns in an existing forms is not allowed. A new form has to be
created in such scenarios. The existing data on the server would need to be downloaded and
then uploaded for the new form.
Adding version support is very simple:
In the settings sheet of the form add a column version with an initial value 1. In subsequent
forms the version number will be updated.

References:
1.
2.
3.

Getting started with ODK

https://www.google.com/earth/outreach/tutorials/odk_gettingstarted.html
Using XLSForms with ODK https://opendatakit.org/use/xlsform/
Creating XLSForms http://xlsform.org/

Authorized Users User Manual

Username

Password

Admin

[protected]

DCollector

[protected]

DViewer

[protected]

FormAdmin

[protected]

SiteAdmin

[protected]

housemd

[protected]