Create a Data Collection Form In 3 Steps

How to Build a Data Collection Form

In this guide, we outline the steps necessary to create and launch a data collection form using Five’s rapid application development environment/ advanced form builder.

The process involves:

1. Creating the database

2. Designing the form

3. Deploying the form

We will also cover securing the form with logins, authentication, and permissions although this is an optional step.

What is a Data Collection Form?

A data collection form is an interface used to gather, store, and manage data. These forms capture relevant information that can be used for decision-making, research, analysis and reporting. Data collection forms can range from simple web forms to more complex forms integrated with databases and analytics tools.

Key Components of a Data Collection Form

• Web Forms: Online forms that users fill out to submit information.
• Databases: Systems like MySQL, PostgreSQL, or MongoDB that store collected data in an organized manner (don’t freak out if you’re not familiar)
• Data Security: Measures to protect data from unauthorized access and breaches.
• Analytics Tools: Software that allows users to query the database, generate reports, and visualize data.
• Dashboards: Interactive interfaces that provide real-time insights and trends.

Building a Data Collection Form with Five

Creating a data collection form in Five offers significant advantages over traditional form builders, making it ideal for those who need robust, secure, and analyzable data.

One of the standout features of Five is the ability to create login-protected forms. This ensures that only authorized users can access and submit data, enhancing the security of your data collection process. Traditional form builders often lack these advanced security features, leaving your data vulnerable to unauthorized access.

Unlike traditional form builders, which only store submitted data, Five allows you to directly connect your data collection form to a database. This connection enables you to query your database and generate visual representations of your data, making it easier to identify trends, patterns, and correlations. Most traditional form builders require exporting data to third-party tools for analysis, adding extra steps and potential for errors.

While traditional form builders may suffice for very basic data collection tasks, they often struggle with large datasets or high submission volumes. Five’s database-connected solution, on the other hand, is designed to handle substantial amounts of data efficiently, maintaining performance as your data collection needs grow.

Five offers a more robust, secure, and analytic approach to data collection and management compared to traditional form builders. Its combination of enhanced security, direct database connection, advanced querying, visualization capabilities, and suitability for professional-grade data collection makes it a solution for organizations serious about using their collected data for insights.

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Step 1: Database For Your Data Collection System

To begin, get free access to Five and start a new application by navigating to Applications and clicking the yellow plus button.

Start by creating a database to store the collected data.

Create a New Application

• Click the yellow plus button.
• Name your application (e.g., My First App or Data Collection Form).
• Confirm by clicking the check icon in the upper right corner.
• Click on the blue Manage button to enter the development environment.

Create Database Tables

• Go to Data > Table Wizard, a point-and-click interface for creating database tables.
• Name your table descriptively (e.g., Recipes for a recipe collection form).
• Add fields to your table using the plus button, specifying the data types (e.g., text, integer, float).

Remember to choose appropriate data and display types to ensure your data is stored and displayed correctly. For example, use Float.2 for prices with two decimal places.

Save your table by clicking the check icon in the upper right corner. Your MySQL database table is now ready to store data.

Step 2: Designing the Data Collection Form

Next, navigate to Visual > Form Wizard in Five.

Select Data Source

• In the Form Wizard’s General section, select the database table you created as the main data source.
• This links your backend (database) with your frontend (form).

Create the Form

• Click the check icon in the upper right corner to finalize the form creation.

Your form is now complete and connected to your database.

Step 3: Deploying the Form

To deploy your form:

Deploy to Development

• Click the “Deploy to Development” button in the top right corner. This opens your app in a new browser tab.

Your prototype web form is now live. To enhance it, consider adding themes or additional features.

Securing Your Data Collection Form: Logins, Authentication, Permissions

Five’s form creator allows you to quickly build secure online forms with user roles and permissions.

Add User Roles and Logins

• Turn your application into a multi-user app, automatically adding a login screen.
• Create user roles with specific permissions. For instance, one role can submit forms while another can view a dashboard summarizing form responses.

Explore Five’s documentation for more detailed instructions on securing your data collection form.

Conclusion: Building a Data Collection Form

Building a data collection form with Five’s rapid application development environment offers numerous advantages over traditional form builders. The process involves three key steps: creating the database, designing the form, and launching the web form. Five provides security features, including login protection, authentication, and permissions, ensuring that your data collection form is secure and only accessible to authorized users.

By using Five, you can directly connect your data collection to a database, enabling efficient data management and real-time analysis through custom charts and visual representations. This capability allows you to easily identify trends, patterns, and correlations, which is often cumbersome and error-prone with traditional form builders that require exporting data to third-party tools.

With Five, you can improve your data collection process, improve data security, and use analytical tools to gain insights, making it the superior choice for building a comprehensive and efficient data collection form.