Difficulty in sharing field data with all your team

Issue raised:

When collecting data in the field, it can be complex to share the data with everyone in an organization, especially if it is stored locally.

Such a situation implies:

  • Be present at the office to access the data
  • Wait until the field data has been transcribed before you can view it.

If the data management process is not automated, data will be difficult to access.

How does the Coral Collect data collector solve this problem?

Coral Collect saves all data collected from the app in the cloud and shares it with all users in your organization.

Thus, users can access the data on a dashboard or on their device.

Permissions can be set to control access to data.

This allows:

  • Access field data from anywhere.
  • View the data captured in the field without delay on the dashboard
  • Share data with all stakeholders in real time

The Coral Collect solution promotes collaboration between all stakeholders during a data collection operation in the field. In addition to automating the flow of data in your organization, it guarantees accessibility to this data to all stakeholders. The result is increased productivity and better decision making.

How to do it, step by step?

On mobile:

1: Open the application

2: Select a project

3: Tap on ‘sync change’

4: View all updated data on the application map

On computer:

1: Open the dashboard

2: Go to the project tab

3: Select one of your projects

4: View all updated data on the map online

This issue is solved, you know how to share the data collected with all your team!

Planning of field operations and team management

During field data collection operations, several problems will arise if the planning of operations and team management have been neglected. Among these, we can note:

  • Perform the same inspection twice by mistake
  • Difficulty defining the teams’ itinerary
  • Difficulty updating data directly in the field
  • Retrieve all data collected previously

The bigger the team, the more these problems will appear.

How does the Coral Collect data collector resolve these issues?

First, Coral Collect archives all the data that has been collected in the cloud and allows all users to access it in the field or in the office in real time.

So:

  • Field teams can view data that has already been collected and not perform the same survey by mistake
  • When the teams return to the field to observe the evolution of an inspected data, they will be able to access previous data and directly update it.
  • Managers will be able to better plan day-to-day data collection operations, as they will have access to a map showing all the surveys carried out. They will be able to more effectively define the itinerary of their teams.
  • Since all data is available digitally on devices, there is no longer a need to:
    • Search the forms and photos already collected
    • Bring these data to the field in paper format.

How to do it step by step on mobile device and computer?

On mobile:

1: Open the application

2: Select a project

3: Tap on ‘sync change’

4: View your data on the application map

On computer:

1: Open the dashboard

2: Go to the project tab

3: Select one of your projects

4: View your updated data on the online map

Your problem is solved. You have now a better idea on how to do planning of field operations and team management for data collection.

Collect, visualize and process georeferenced data.

If you need to collect and process georeferenced data (and usually it will be) and you are looking for a simple solution to do it, this article is perfect for you.

Encountered problem:

One problem encountered when collecting data in the field is the difficulty of georeferencing the data. To do this, you can indicate the civic address nearby, but this location is not precise. Otherwise, you can use a GPS that will capture the coordinates of your current location, which is inconvenient as it adds additional equipment to handle.

Subsequently, this location must be associated manually with the data. These repetitive manipulations complicate the process, especially for beginners.

How does Coral Collect solve this problem?

The Coral Collect mobile app allows you to collect your data directly from your phone or tablet.

When you collect data, geographic coordinates are automatically associated with your form at your current location.

If you want to define the geographic position of your form yourself, a map is available to locate it at the desired position. The GPS coordinates will be automatically added as metadata.

You can then view the data directly on an online map and export it in a format that supports georeferenced data.

The collection of georeferenced data:

Here are the steps to set up Coral Collect to collect your data in the field:

Step 1: Create an account on Coral Collect (It’s free)

Step 2: Create a digital form

Now is the time to turn your good old paper form into a digital form.

To do this:

  • Go to the forms tab
  • Click on the + button at the top right
  • Give your form a name
  • Drag the different fields available on the right that interest you and drop them in the gray box on the left
  • Edit the fields you placed in the gray box so that they correspond to the elements of your paper form

For help with this, please refer to this tutorial:

When your form is created, please save it by clicking at the top right

Step 3: Download the Coral Collect app to your device

Step 4: Fill out your forms directly from your tablet or mobile phone

  • Open the app
  • Select the project that was automatically created for you “my first project”
  • Press the + button at the bottom right
  • Select your form
  • Fill in your data
  • Save your form

The visualization of georeferenced data:

Step 1: Synchronize your data

This action will transfer the data you have collected from the app to the cloud and allow everyone in your organization to access the data on the dashboard and on the app.

Once you have collected your data with the app:

  • Make sure you have an internet connection
  • Click on the red button at the top left
  • Click on synchronization change

Step 2: Log into the dashboard

Go to api.chaac.tech

Step 3: Open your project and visualize your data

  • Go to the projects section of the dashboard
  • Click on the project whose data you want to view

An online map with your data, showing colored markers, will appear.

Click on the markers to see detailed information on the forms.

You can customize the colors of the markers according to the data you have entered in your forms.

The processing of georeferenced data:

It is possible to process georeferenced data outside the Coral Platform.

To do this, you will need to use a GIS (Geographic Information System). GIS are tools that will allow you to process your georeferenced data at a more specialized level. Among the best known there is:

QGIS

QGIS is a free tool. To be able to use it, you will need to import your georeferenced data in specific formats.

These formats are:

  • Geojson
  • Shapefile

Coral Collect allows you to export your data in these two formats. To do so, please follow the following steps:

Step 1: Open your project

Step 2: Export

  • Click on the ‘download’ button at the top right of your project
  • Click on ‘data’
  • Select the name of the data layer you want to export (The name of the form you used)
  • Choose the export format you want from the list (Geojson or Shapefile)
  • Click on export

Your know now how to collect and process georeferenced data. Your problem is solved.

Convert data collected in the field into deliverables

Encountered problem

One of the most common challenges when performing surveys in the field is convert the collected data into deliverables for our colleagues or for our customers.

How does Coral Collect solve this problem?

Once you have collected your data with the Coral Collect application, they  become available in your projects on the dashboard. At this step, you can sort your data according to your criteria and benefit from it in different formats. Deliverables from field data are created automatically.

How to produce your deliverables step by step?

ATTENTION: You must collect your data with Coral Collect to be able to produce the following deliverables. To get started using Coral Collect for field data collection, please refer to the article: Setting up Coral Collect in 5 steps.

Excel:

1: Open the dashboard

2: Go to the project tab

3: Select one of your projects

4: Click on the ‘export‘ button at the top right

5: Click on the ‘data’ button

6: Choose in form your data layer that you want to export

7: Choose in file type ‘Excel (XLSX)’

CSV

1: Open the dashboard

2: Go to the project tab

3: Select one of your projects

4: Click on the ‘export‘ button at the top right

5: Click on the ‘data’ button

6: Choose in form your data layer that you want to export

7: Choose in file type ‘CSV’

Shapefile

1: Open the dashboard

2: Go to the project tab

3: Select one of your projects

4: Click on the ‘export‘ button at the top right

5: Click on the ‘data’ button

6: Choose in form your data layer that you want to export

7: Choose in file type Shapefile ’

Geojson

1: Open the dashboard

2: Go to the project tab

3: Select one of your projects

4: Click on the ‘export‘ button at the top right

5: Click on the ‘data’ button

6: Choose in form your data layer that you want to export

7: Choose in file type ‘GeoJson’

Pictures

1: Open the dashboard

2: Go to the project tab

3: Select one of your projects

4: Click on the ‘export‘ button at the top right

5: Click on the ‘images’ button

PDF report

1: Open the dashboard

2: Go to the project tab

3: Select one of your projects

4: Click in the table on the button (i)

5: Press the Export button

Custom PDF report

1: Open the dashboard

2: Go to the project tab

3: Select one of your projects

4: Click in the table on the button (i)

5: Press the ‘export’ button

6: Select your custom report

If you want to import your own custom PDF report:

  • Watch the explanatory video
  • Read the full guide on how to import a custom report

Batch of personalized pdf reports

1: Open the dashboard

2: Go to the project tab

3: Select one of your projects

4: Click on the “carry forward” button located between the card and the table

5: Select your custom report

6: Click Export

Now you know how to convert the collected data into deliverables, your problem is solved!

Transcription of paper form into a database

If you still transcribe your paper form manually to a database, this article will help you automate data transcription.

Encountered problem:

The problem faced by many companies that perform field surveys is that at the end of the day, after spending hours collecting data in the field, technicians have to manually transcribe all the data they took from paper forms to the database.

The result is:

  • A waste of time
  • A money loss
  • Transcription errors
  • A lost of data
  • Deadlines for retrieving data from all surveyors

How does the ‘Coral Collect‘ data collector solve this problem?

Coral Collect is a mobile application that allows you to fill out digital forms directly in the field from a tablet or cell phone.

Once the form is completed, the field staff sends the collected data automatically to the database.

I present here the 5 steps to automate data transcription to a database:

Step 1: Create an account on the Coral Collect data collector (it’s free)

Create your account on Coral Collect here

Step 2: Create a digital form

Now is the time to turn your good old paper form into a digital one.

To do this:

  • Go to the forms tab
  • Click on the + button at the top right
  • Give a name to your form
  • Drag the different fields available on the right that interest you and drop them in the gray box on the left
  • Edit the fields you placed in the gray box to match the elements of your paper form.

For help with this, please watch this tutorial

When your form is created, please save it by clicking on the top right.

Step 3: Download the Coral Collect app to your device

Step 4: Fill out your forms directly from your tablet or mobile phone

You can now complete your form from your phone or tablet.

  • Open the app
  • Choose the automatically created project “my first project”
  • Press the + button at the bottom right
  • Select your form
  • Fill in your data
  • Save your form
  • Sync your data with the sync button in the top left menu.

Step 5: Download your data in the desired format

Your data is already stored in a cloud database. If you want to export it to another database, you need to follow the following instructions:

  • Log into the Coral Collect dashboard
  • Go to the project tab
  • Select the project “my first project”
  • Click on the export button at the top right
  • Click on ‘data’
  • Choose the desired format
  • Click on ‘export’.

Your data collection process is now automated and your issue is resolved!

How to set up Coral Collect in 5 steps to collect data

Coral Collect users want to work with the app for a variety of reasons, but most of them have one thing in common: they want to start collecting data as quickly as possible.

If you are a newly registered user or looking for a simplified guide to using the Coral Collect, then this manual is for you and will answer your questions. It clearly presents the main steps to be taken for a rapid implementation of the solution. Therefore, you will be able to collect your data in the field right now easily and efficiently.


5-step quick start guide

Here are the 5 start-up steps to follow: 

  1. Create a project
  2. Create a form
  3. Invite members
  4. Configure permissions
  5. Download the mobile app

Step 1: Create a project

Creating a project is very easy and takes only a few minutes.

What is a project?

A project is a group of field data. We could illustrate a project as a folder in which we store and keep the records taken in the field.


All the plans offered allow you to create an unlimited number of projects. Therefore, we invite you to create your projects according to your operational context. For example, you can create projects based on:

  • The operation’s type
  • Customer’s name
  • The date of the field operation

Why is it important?

Organizing your data as projects makes it much easier to view and export the data. For each of your projects, you will be able to view the data you have collected on an online map. You will also be able to export this data in different formats to the appropriate directory.

How it works?

1. Log into the dashboard

2. In the vertical menu on the left, select the second icon entitled “Collect”

3. In the Projects section, click the (+) button

4. Enter a name for your project.

5. Click on Save

Click here to create a project

Step 2: Create a form

After creating your project, you will need to create a form. 

What is a form? 

A form is a set of data fields which, when completed, will be automatically associated with a geographic position

All the plans offered allow you to create an unlimited number of forms. You can create forms suited to the types of survey you need to make.

Sample forms are available on your dashboard depending on the industry you selected when you signed up. Use these thematic forms to create your own or modify it to suit your reality.

Why is it important? 

An effective field data collection depends on your form quality. The form builder, very easy to use thanks to its intuitive and user-friendly interface, will allow you to personalize your own forms with a simple manipulation of “drag and drop” style.

How it works?

1. Log into the dashboard

2. In the vertical menu on the left, select the second icon entitled “Collect”

3. In the Forms section, click the (+) button

4. Enter a name for your form

5. Choose a geometry

6. Drag fields and drop them in the gray box, from left to right

7. Edit the label and depending on the fields, add options or units

8. Click on Save, top right

Click here to create a form

Step 3: Invite members to your organization

You can add members to your organization to allow them to collect and share data in real time with you.

What is an organization? 

When you signed up for the Coral Collect, you automatically generated an organization. It is in this organization that your projects and forms will be stored.

Why is it important? 

Only members of your organization will be able to access your projects and forms. It is important to add your team members to your organization so you can work together.

How it works?

1. Log into the dashboard

2. In the vertical menu on the left, select the fifth icon entitled “members”

3. Click the plus (+) button

4. Enter the email address of the member you want to invite

5. Click on invite

Click here to add members

Step 4: Configure permissions

In order to control the level of access for members of your organization, you can grant them permissions.

What is the permission system?

The members of an organization are divided into teams. You determine, for each of the teams, the elements that they can see, modify and delete.

To help you we have previously created 4 teams

Why is it important?

The permissions system ensures that only authorized teams can modify a project or form. Access management also facilitates the work of field users because they only see the projects and forms intended for them.

How it works?

1. Log into the dashboard

2. In the vertical menu on the left, select the sixth icon entitled “Teams”

3. Select one of the teams

4. Select a member to add to this team

5. Assign the appropriate permissions by checking the respective boxes

6. Click on validate Save, top right

Click here to add permissions

Step 5: Download the Coral Collect app

Data collection in the field is made through the mobile application. It is available in iOS and Android versions.

How it works?

  1. Connect to the online application store on your device (Google Play or App Store)
  2. Search for “Coral Collect”
  3. Download the Coral application

Google Play

App Store


You have questions? Write to us and we will get back to you quickly!