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Getting Started: Data Collection with Formulus

This guide walks you through installing Formulus and submitting your first form. It should take about 10-15 minutes.

What You'll Need

Before starting, make sure you have:

  • ✅ A smartphone (Android 8.0+ or iOS 13.0+)
  • ✅ Internet access (for downloading and initial setup)
  • ✅ Instructions from your project manager (server URL, project code, or app link)

Step 1: Install Formulus

Option A: From Google Play Store (Android)

  1. Open Google Play Store on your Android phone
  2. Search for "Formulus"
  3. Tap Install
  4. Wait for installation to complete (usually 1-2 minutes)

Option B: From App Store (iOS)

  1. Open App Store on your iPhone
  2. Search for "Formulus"
  3. Tap Get
  4. Authenticate with Face ID, Touch ID, or Apple ID
  5. Wait for installation to complete

Option C: Direct Installation (Android)

If your project manager provided an APK file:

  1. Download the APK file to your phone
  2. Open your file manager and locate the APK
  3. Tap the file to install
  4. If prompted, allow installation from "Unknown Sources"
  5. Tap Install

If you don't have Google Play Store access or need a specific version, contact your project manager for a direct download link.

Step 2: Open Formulus & Connect to Your Project

  1. Open Formulus - Tap the app icon on your home screen
  2. See the welcome screen - You'll see the Formulus logo and connection options
  3. Enter Server Details - Ask your project manager for:
    • Server URL (e.g., https://forms.myorganization.org)
    • Project Code or QR code
  4. Authenticate - Enter credentials provided by your project manager
  5. Download Forms - Formulus will download available forms for your project

Your project manager should provide you with:

  • The server web address
  • Your username and password (or a QR code)
  • The project or team you're assigned to

If you don't have these, contact your project manager.

Step 3: Submit Your First Form

Opening a Form

  1. Tap the "+" button or "New Submission" in the app
  2. Select a form from the list
  3. Read the form title - This tells you what you're collecting

Filling Out the Form

Forms contain different types of fields:

TypeHow to FillExample
TextType your answerName, comments
NumberEnter digitsAge, count
DateTap to pick a dateBirthday, visit date
Multiple ChoiceSelect one optionGender, yes/no
PhotoTap camera iconPictures of situation
GPSTap location buttonGeographic coordinates

Fields marked with a red asterisk (*) must be filled out before submitting.

Example: Simple Survey

Let's say you're filling out a health survey:

Question: What is your name?
↓ Type: "John Smith"

Question: What is your age?
↓ Tap number field and type: "32"

Question: Are you feeling healthy today?
↓ Select: "Yes" or "No"

Question: Date of visit
↓ Tap calendar icon and select today's date

Validating Your Answers

As you type, Formulus checks if your answers are valid:

  • ✅ Green checkmark = Answer is correct
  • ❌ Red error = Something is wrong (e.g., age over 150)
  • ⚠️ Yellow warning = Be careful with this answer

Fix any errors before submitting.

Step 4: Submit the Form

When You're Done

  1. Review your answers - Scroll up to check everything
  2. Look for the Submit button - Usually at the bottom
  3. Tap Submit - Formulus will validate your form
  4. Confirm - You'll see a message saying the form was submitted

What Happens After Submit?

Submitted Locally
    ↓
Form saved on your phone
    ↓
Waiting to sync with server
    ↓
[When you connect to internet]
    ↓
Synced to Server ✅

You'll see a "Submitted" section in the app showing all your completed forms.

Step 5: Sync Your Data

Syncing sends your completed forms from your phone to the server.

Automatic Sync

When your phone has internet:

  • Formulus automatically syncs in the background
  • You'll see a sync icon (🔄) at the top of the app
  • Submissions appear as "Synced"

Manual Sync

To sync manually:

  1. Tap the sync icon (usually at top-right of app)
  2. Wait for the sync to complete
  3. Check the status - Green checkmark means success
  • 🟢 Synced - Successfully sent to server
  • 🟡 Pending - Waiting to sync
  • 🔄 Syncing - Currently sending
  • ❌ Error - Check your connection

If sync fails, check:

  1. Do you have internet?
  2. Is the server accessible?
  3. Are you still logged in?

Contact your project manager if problems persist.

Working Offline

One of ODE's superpowers is offline capability.

Can I Work Without Internet?

Yes! You can:

  • ✅ Create new submissions
  • ✅ Fill out forms completely
  • ✅ Take photos and record audio
  • ✅ Save your work

How Offline Works

No Internet Available
    ↓
Forms stored on phone
    ↓
You create & save submissions
    ↓
Data saved locally (not on server yet)
    ↓
When you connect to internet
    ↓
Formulus syncs automatically
    ↓
Data is now on server

Tips for Offline Work

  1. Download forms before going offline - Do this at the office
  2. Check you have battery - Offline sync uses battery
  3. Keep phone storage available - Each form needs storage space
  4. Sync when you can - Try syncing at least daily

Your data is safe on your phone until synced. To prevent data loss:

  • Don't delete the Formulus app
  • Don't clear app data
  • Back up your phone regularly
  • Sync at least once per day

Common Tasks

Viewing Submitted Forms

  1. Tap the "Submitted" tab (or similar view in your app)
  2. See all your submissions - Shows dates and status
  3. Tap a submission to view details if needed

Editing a Draft

If you saved a form but didn't submit:

  1. Tap the "Draft" or "Saved" section
  2. Tap the form to edit it
  3. Make changes
  4. Submit when ready

Logging Out

  1. Tap Settings (gear icon)
  2. Tap Logout
  3. Confirm - You'll return to login screen

You won't be able to see forms until you log back in.

Updating Forms

Your project manager may release new forms:

  1. Open Formulus
  2. Tap the refresh/sync icon
  3. New forms will appear - They'll be available to use

Troubleshooting Common Issues

"I can't connect to the server"

Causes:

  • No internet connection
  • Wrong server URL
  • Server is down

Fix:

  1. Check you have WiFi or mobile data
  2. Ask your project manager for correct server URL
  3. Try again in 5 minutes
  4. Contact your project manager if still failing

"The app says my answer is invalid"

Causes:

  • Value is outside expected range (e.g., age > 150)
  • Wrong format (e.g., text when number expected)
  • Required field is empty

Fix:

  1. Check the error message
  2. Review the field requirements
  3. Enter the correct format
  4. Try again

"I lost my saved form"

Causes:

  • App was force-closed
  • Phone ran out of battery
  • Storage space ran out

Prevent:

  1. Submit forms as soon as complete
  2. Keep phone battery charged (> 50%)
  3. Delete old submissions to free space
  4. Sync regularly

Once submitted and synced, your data is safe on the server. Contact your project manager if data was lost before syncing.

"Sync keeps failing"

Causes:

  • Poor internet connection
  • Server temporarily unavailable
  • Authentication expired

Fix:

  1. Check internet connection (try browsing web)
  2. Wait a few minutes
  3. Log out and log back in
  4. Restart the app
  5. Contact your project manager if still failing

Tips for Success

Before You Start

  • 📋 Read form instructions - Each form may have specific guidance
  • 📱 Make sure you're online - Download forms while connected
  • 🔋 Charge your phone - Ensure good battery level

While Collecting

  • ✏️ Complete forms immediately - Don't wait to fill them later
  • 📸 Use good lighting - For photos (if required)
  • 🔊 Find quiet places - If recording audio
  • 🗺️ Enable location - If the form requests GPS data

Before Submitting

  • ✅ Review your answers - Make sure everything is correct
  • 🔴 Check for required fields - Fields with * must be filled
  • 📍 Verify dates are correct - Easy to enter wrong date by mistake

After Submitting

  • 🔄 Sync as soon as possible - When you have internet
  • 📊 Check if your data appears - Ask your project manager to confirm
  • 💾 Keep backups - Periodically back up your phone

Next Steps

Congratulations! You've successfully submitted your first form. Now:

  1. Learn about the app features - Explore what Formulus can do
  2. Understand working offline - Maximize battery and storage
  3. Get help with issues - Find solutions to common problems
  4. Check the FAQ - Common questions answered

Need Help?

Most issues can be resolved by:

  1. Checking your internet connection
  2. Restarting the app
  3. Syncing manually

If problems persist, contact your project manager.

Happy collecting! 📱📊