Select Choices from an External File | KoBoToolbox | ODK | select_one_from_file
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- Опубликовано: 27 окт 2022
- Hello Fellow Aid, Development & Social Data Practitioners!
Do you have tens of thousands of choices in your choice list? OR, do you have a choice-list that keeps getting updated over time, like a list of centers or clinics or water points that have their status updated regularly?
Well, what you might want to consider is using ‘select_one_from_file’ which allows you to put your choice-list for a question in your XLSForm into a separate csv file.
In this video, we’ll look at three things:
How to access the choice-list from within your XLSForm, when you have your choices stored in an external csv file
How to tell your XLSForm what columns your ‘name’ and ‘label’ of all your choices are stored in (if they’re not called ‘name’ and ‘label’)
How to do a ‘vlookup’ from your external csv file, if you want to pull data from your external file back into your form (kind of like the pulldata function).
Can’t wait to hear how you’re using this solution in your own work!
⬇️ You can download FREE XLSForm I use in the video here:
humanitariandatasolutions.ac-...
🔗 Link to Documentation: Here are a couple links to the ODK documentation on how to use this feature:
📝 docs.getodk.org/form-question...
📝 docs.getodk.org/form-datasets...
🔗Link to Forum Discussions: Here are a few Forum Discussion Topics that discuss ideas and challenges on this feature:
💭forum.getodk.org/t/proposal-c...
💭forum.getodk.org/t/last-saved...
💭forum.getodk.org/t/select-one...
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Love it! I'm going to try this for our schools lists as their category status changes on a monthly basis.
Great idea!
Thank you very much for your valuable sharing.🙏
A great straightforward presentation, thank you!
Thank you so much! Glad it's helpful!
thank you so much!!
You are simply great.
Aww, thank you!!!
Welcome ma'am😊. Please also make a video, covering how to provide a common user name and password (may be through a QR code) to a big team consist of hundreds of people who work as data collector only and do not have account on kobotoolbox.
great!! love it!! thanks!!
Thank you!!
Jana is our fav tutor, she is crazy good! Thanks Jana!
Hahaha 😂 You're awesome. Thank you 😊 Hope it was helpful!
thank you so much
you're very welcome!
Thank you :)
Very welcome! Hope it was helpful 😊
good job!
Thanks for the encouragement!!
please can you help me i have question that is there any way to update the csv file dynamically where its content will be from the previous text question submissions from the same form
Hello,
Thank you very much for your explanation. I would like to know how I can link two forms in Kobotoolbox.
Thank you in advance.
Hi! Check out this tutorial: ruclips.net/video/oGtHyfwMdgU/видео.html It's very detailed and perhaps challenging, but this shows you step by step how to link two forms!
Quite interesting indeed! Pls, do u have any tutorial on Sharing Project and Managing Permissions in Kobotoolbox? Thanks for all the educating videos🙏🏾
Oooooohhh, I don't actually - but that's a great idea! Will add to the list!
@@HumanitarianDataSolutions Okay great! Can wait to view it... Thanks🙏🏾
Dear Jana, thank you so much for this presentation, you are amazing!!. I missed how can I update my csv with my dynamical data? every week it´s changing my data.... :( thank you so much.
Great question - if you have an external file where you're pulling data from, you can't keep that file up to date in a dynamic way - it's manual, so you have to update it and re-upload and deploy your form every time you make an update. If you want a workflow where you're interested in keeping data up to date dynamically, and you can also add that 'dynamic' data using KoboToolbox, I'd encourage you to check out this video showing how you can pull data from one form into another: ruclips.net/video/oGtHyfwMdgU/видео.htmlsi=4FQ_UbjvP16uSsU5
anyone please can help me i have to updated a csv file automatically
A hopeful vídeo, thank u. Question, i saw in your last video about repeat question with "count" but i interest to know how repeat a question with choices and every time to repeat the same question, show the choices excep the last choices selected.
Oh yes this is a great question! I'm writing it down, and will try to create a tutorial for you :)
Hi! Thanks for this. Have a question - is there a difference between using instance (like here) and pulldata?
Hi there! In both these cases, you're attaching an external .csv file to your form/project, so in that way they're similar. However, they have different functionalities overall.
For pulldata, it is a calculation that can essentially do a 'vlookup' or a lookup from a data table. So you won't be pulling in choice options from a pulldata calculation, you're usually checking something like, "If they answered X, what's the corresponding Y piece of data?"
However, when select_one_from_file is used, it's a question type (not a calculation) that goes to lookup question choices held in an external file.
Not sure if that helps to clarify?
@@HumanitarianDataSolutions makes sense. Thank you!
how can i limit the input of a value from column in another assessment in the same kobo account
for example in Assessment1 has Index : ID1 ID2 ID3 ID4 ID5 ID6
in Assessment2 i asked to enter a value ID: he must except only the values of index in Assessment2
Hi there! to do this, you would want to look at parent and child forms under 'dynamic data attachments'. Check out this longer/more complex tutorial that is most likely where you need to start: ruclips.net/video/oGtHyfwMdgU/видео.html
Hello good day!
Thanks for an amazing content as always. I have watched several of your videos to help me through my baby steps in kobotoolbox.
My question is that I want to pull data but not from an external file but rather, the choice sheet of my survey form.
I have already populated it with required data and I want to reference it as a note for the surveyor Eg "there are ${number_of_schools} in your city"
Where there is a number_of_school_filter in the choices sheet.
Thanks.
Great question - this is a bit tricky, and will require you use xform path notation. But if you're up for the challenge, I talk about how to do this as one of the final examples in this video tutorial: ruclips.net/video/frQMW_GNRdg/видео.html (this link should start where I talk about how to do this).
Is it possible to apply this in ONA, for a project which enrols participants and collects some basic data from the participants for registration, then use the basic data on file as choice list? And what if the basic data is also a form, still possible?
This should still work in ONA because the data is also collected using ODK Collect. So please do check this (maybe do a small test to get it working on your phone) and then please let us know here if it works!!
Thank you for all the Videos you posted regarding ODK. It is really helpful.
I am using Google Drive as a Server and using select_one_from_file.
As you mentioned in the other comment, I uploaded the csv files in the Android mobile(media folder) of the Form and it works.
Just wanted to know is there a solution in Google Drive, like ODK Central Server (Where we upload the csv files with the forms in the Server and ODK Collect App will download the Form with csv files)
Great that you were able to get it working by uploading directly to android! I don't think there's a way to do it through Google Drive, no. Out of curiosity, is there a reason you prefer Google drive as a server over using Kobotoolbox or ODK servers?
Thanks for letting me know what worked for you!
Thanks @@HumanitarianDataSolutions. Requirement is that the Submission Data to be in Google Sheets. So I am looking for a solution to connect the ODK Central Server with Google API. Please share if you have any information.Thanks @Humanitarian Data Solutions
@@sullycasper4283 try this. support.google.com/appsheet/answer/10106380?hl=en this is about getting an odata feed to Google. ODK central gives an odata feed, watch this video to see how I do this with power bi from within Central: ruclips.net/video/CDycTI-8TOc/видео.html can you let me know if this works for you?
i have csv file but and it is associated with select_one_from_file .... what i need is to updated this file automatically because i get its contents from the previous submissions of text question
I've started a thread here in the community forum, let's see if we can figure it out! community.kobotoolbox.org/t/auto-update-choices-in-select-one-question/20910/9?u=janna
@@HumanitarianDataSolutions i have reply there
@@HumanitarianDataSolutions thank you
Hi ...i have an idea but I don't know how to implement it.....could you help me plz
Hopefully I can help - can you explain your idea?
@@HumanitarianDataSolutions i want to use select_one_from_file with the previous submissions of text question in the same form so there is no need to rewrite the name of beneficiaries again because the choices with autocomplete with solve this issue
@HumanitarinaDataSolutions Hello, I'm so glad I came across your channel, super helpful. My only question or concern is that when I create a csv file and save it, excel lets me know I am not allowed to save it only as a csv file. It can either be ".csv.xlsx. or ".xlsx" only. I'm not entirely sure if it matters but I just want to verify. Thank you
Hi! No, you definitely need the file extension to be .csv only (no. xlsx). If excel won't let you do it, try creating it in Google sheets and then download as a .csv file. Let me know if that works!
@@HumanitarianDataSolutions
Thank you for replying so quickly! follow-up question, when I save in excel now it gives me the option for "csv", however, while they all end as that they begin with other names, so I am not sure which one to select. For example, CSV UTF-8 (comma delimited) (.csv), Comma Separated Values (.csv), Macintosh Comma Separated (.csv), MS-DOS Comma Separated (.csv). I originally upload with 1st option but it says there is an error.
@@aislinnbutron hi again! What I would recommend is using CSV UTF-8. The reason is because I think this version will be best if you have Non-English-alphabet characters in your text. I could be wrong on that, but it's what I use for multi-lingual csv files and it works well!
@@HumanitarianDataSolutions When saved as a CSV UTF-8 file and uploaded as explained by your video in Kobocollect I receive an error message. I have not deployed my survey but I go to see how it would be displayed and as the survey is loading an error message appears, and says * Can't find plantlist.csv. Do you have any suggestions as to why this is? Thank you!!
@@aislinnbutron you need to deploy your survey first, then check 👍
Can I ask questions about how can you hide a group of questions if you select one from option
example: the question is about status option will be,
married
single
widowed
if I select single the group of question will hide from form
-- what's your wife job --- this will be hidden if I select single option
Great question! What you should be looking at is "skip logic" in kobotoolbox. So the way you do it is actually kind of thinking about it in the opposite way. In your example, you'd ask your "status" question. Then you'd put a "skip logic" on your group of follow - up questions that essentially says "if they answered 'married', then show this group of questions". So, if they didn't answer "married", that entire group would never appear in the questionnaire. Does that make sense?
@@HumanitarianDataSolutions I've seen your video about skip logic, but it seems only 2 option from your question in your example how about 3-4 more option where only "SINGLE" option will be skipping the question and other option will not skip the logic if selected
Will you pls explain about the auto send in odk. I just tried it but its not working. I need to know about it further.
Can you let me know what your issue/challenge is? For auto-send - you can choose for it only to work when you're collected to WiFi, for example, so it doesn't use up your mobile data allowance. But what challenge are you having?
@@HumanitarianDataSolutions i just turn on auto send then created new form with wifi on. At the end I send send finalized form check box checked. But it's not send it still in finalized form. I just tried in Google drive and server forms both. But it not send the form automatically to drive or server.
I just saw this come up in the ODK Forum which means it might be a bug... forum.getodk.org/t/odk-collect-app-form-auto-send-not-working/39544
Can you take a look and see if you can reinstall ODK and get it working?
hello, could you help me? why in my kobotoolbox can't replace file CSV in media?
Hi! Thanks for asking a question! Instead of ''replacing" a csv in kobotoolbox, you should delete the existing csv in your media folder and upload the new (replacement) csv with exactly the same name. Does that solve your problem?
Can I do that? in google drive.
instead of KoboToolbox
Good question! You should be able to do it. What you'd need to do is copy the csv into your Android ODK media folder directly (eg by connecting your device to your computer and copying the file over). Check out this forum posting which talks about how to find the file path to the Collect media folder: community.kobotoolbox.org/t/how-to-track-the-media-location-to-add-a-csv-file-directly-in-the-collect-android-app/15742
Hope this helps!
Janna
@@HumanitarianDataSolutions i i'll check the link is there any doubt. I I'll let you know.
@HumanitarianDataSolutions Hi Janna thanks for this. Very useful for my work. I have a question about updating CSV media files. Is there a way to update a CSV file without redeploying it? Would perhaps using a URL to an externally saved (not in the Kobo server) CSV file do the trick? You see I am keen to regularly update the data available to the enumerators but would like to spare them the hassle of downloading the questionnaire to Kobo Collect every time I do that. Thank you.
Hi @RajithLakshman, and thanks for your question! Right now, you only link to a csv file that's uploaded to Kobo, so not to an external CSV file. One idea is to go to the settings of Kobo Collect project -> Form Management -> Blank form update mode and choose 'Previously downloaded forms only' or 'Exactly match server' - while this would still require you to redeploy, it would allow updates to happen automatically when the device is connected to the internet, so the enumerators don't have additional hassle. Would something like this work for your use-case?
@@HumanitarianDataSolutions Hi Janna, thank your for this best tutorial. Always like you read on my mind.
My question is the same but i would like to know if it's possible the replace the csv file uploaded on the MEDIA kobo server. Because i used to update the csv choices.
It's possible to replace the file on the device using kobo collect, but it's not possible when you collect the data on Ekento (via web).
I'm waiting for your answer.
Thank you.
@@mahamatbenamou8854 yes exactly you'd replace the csv file in the media folder in kobotoolbox, and then redeploy (just make sure the name of the csv is exactly the same!!)
@@HumanitarianDataSolutions so what about update online when you collect data. Is it possible to update it in settings, media file?
@@mahamatbenamou8854❤ You need to replace your csv file in the Settings/media tab on kobotoolbox. Then you need to "redeploy" your project. At that point, if someone fills in an Enketo Webform of your project, it will be the updated csv file that's being accessed. Does that make sense?
Then i need to know how to concat multiple fields values. If I have choose one 1 it had a value of fruits and choose one two that had a fruits value and choose one 3 that have a shops value. I need to show these values in single choose one. Like choices, option 1:fruit: apple vegetables: carrot shop: a shop , option 2:fruit: Banana vegetables: carrot shop: a shop , option 1:fruit: apple vegetables: Brinjal shop: a shop
Hi! I think I can help you solve your problem - but I'm not sure if I'm exactly 100% sure on what you're trying to do exactly.
For example, are you trying to create a 'note' that gets shown to the data collector to remind/show them what the participant had previously selected?
Or are you trying to create a new select-one question that has options from a previous multiple-select question?
Or are you looking to just create a calculation question that concatenates all the values into a single column? (this is as a hidden column that isn't seen by the data collector/participant)?
Thanks!
Janna
@@HumanitarianDataSolutions yes i need a select one that need to show the already give choose ones. Just like concst multiple chooseone. Then show in a new choose one.
I need it to be shown like.
(Option 1)
Fruit:apple
Colour:red
Vitamins: vitamin c
(Option 2)
Fruit: banana
Colour: yellow
Vitamins: vitamin b3
Just like this need to be in a separated line. I need a solution to show the chooseone like this.
I am trying to create a form with text field (to enter Search String). Form contains field such as State, District and Taluk While performing the Search, it should check in all the three fields and then return the result. Attached the expected output of the Form. I used the Search function, but it only searches in one field. Is it possible to Search in multiple fields and return the output
Hi! I've seen your post about the search using three fields in the forum.
In general, I've not seen a three-line option before for select one... The only way I can think to do it would be selecting an image, and the image itself has three lines of text.
However, the best option is to see your XLSForm to see what you've tried, and then go from there. RUclips isn't possible to share an XLSForm. Can you head to the Kobotoolbox community forum and post your request?
@@HumanitarianDataSolutions Thanks for your information. I ill move further with community.
Hello, we need to provide a username and password in the kobocollect mobile app. It looks like we have to provide credentials of our main kobo account which looks like a security issue. We can add team members in KoboToolBox but I did not see a way to assign the password to those team members. Can anyone guide if there is a way to assign passwords to the team members of a form that can then be used in the kobocollect app. many thanks
Hi! The password for the KoBoCollect app is the same password and username that is used to access their KoBo account on the computer. For example - when I create the KoBoToolbox account online - I set up my username as 'data-speaks-collector' and set my password as 'charlie789' (e.g., this is fake, just an axample). Then, when you log on to the KoBoCollect app on your phone - you use the same username and password.
As the project owner, you can share your project with multiple usernames - but you won't know their password (unless you set up and manage all your team members KoBo accounts). So this is something the team members have to provide, not you.
Does that make sense?
Hope this helps,
Janna
@@HumanitarianDataSolutions Thank you Jana for the detailed reply. I actually got confused that I had to create the team accounts within the project and within one Kobo Account. After searching all around, I was able to figure out the simple thing Kobo users are independent of your project or account - they can be created separately as one creates their account on Kobo under the two servers. Anyways, thank you for your reply. Now a days I am stuck in another issue which is to run the Kobocollect app on iOS devices. I know kobocollect app is not available for iOS devices but I am trying to find an alternate, for example, running android apps on iOS using an emulator etc. If you ever come across this issue, please do let me know how did you overcome this. Many thanks.
@@VisuLytics Can you just have them fill in the data using the Enketo Web browser version of the form, on their phone?
It still works offline and saves the data in the browser cache.
Let me know what you think of this idea!
@@HumanitarianDataSolutions Yes, we did explore that option but that way we are unable to capture some device level information like device username etc.
Hello, for some reason I keep receiving an error code while trying to access my project on an Android. I pick blank form, and the message reads "node for itemset doesnt' exist! [instance(plantlistpulldata_V3)/root/item/label]" . I've formatted my cvs file and my xls file like your first example. But not quite sure whats going. Any tips ?
Hi - thanks for reaching out and sorry you're having this error.
Can you try something - it looks like the instance name is a bit long, and includes a capital and special character. Could you first try to simplify the instance name?
Secondly - can you go to the 'calculation' column in your XLSForm and copy the calculation you've written there, as it is written, just so I can see the formatting you've used in the formula?
Thanks!
@@HumanitarianDataSolutions
Love your videos, by the way, I am new to creating xls forms and kobotoolbox. I finally figured out why I had an error message. But now I have a new question for you. I do have tens of thousands of choices in my choice list, as well as a choice-list that keeps getting updated over time. That's why I wanted to make a separate csv file. I do not want to redeploy my xls form every time I change/update my csv file. But I did notice that once I upload my cvs file in media, it lets me know I must redeploy this form to see media changes. Have you encountered this problem?