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Data Travelers

Data Travelers are interactive digital forms that facilitate structured data collection across your research workflows. These versatile tools enable consistent data capture, validation, and organization while maintaining the flexibility needed for diverse research scenarios.

Understanding Data Travelers

Data Travelers Overview

Data Travelers function as intelligent data collection interfaces that:

  • Guide researchers through standardized data entry processes
  • Ensure consistency across multiple data collection points
  • Validate data at the point of entry
  • Integrate with your data structures and organization hierarchy
  • Support complex workflows with multi-stage data collection

Key Components of Data Travelers

Form Elements

  • Input Fields: Various types of data entry components
  • Validation Rules: Constraints to ensure data quality
  • Logic Rules: Conditional behavior based on user inputs
  • Workflow Stages: Sequential or parallel data collection steps
  • Submission Handlers: Actions triggered upon completion

Field Types

Data Travelers support diverse data collection needs with specialized field types:

  • Text Fields: For names, descriptions, and textual data
  • Numeric Fields: For measurements, counts, and quantities
  • Selection Fields: Dropdowns, radio buttons, and checkboxes
  • Date and Time: Calendar selectors and time inputs
  • File Upload: Support for images, documents, and datasets
  • Geolocation: Coordinates, maps, and location selectors
  • Formula Fields: Calculated values based on other inputs
  • Matrix/Grid: Tabular data collection
  • Signature: Electronic signature capture
  • Barcode/QR: Scanning capabilities for field use
  • Rating Scales: Likert scales and numeric ratings

Creating Data Travelers

Method 1: From Scratch

  1. Navigate to "Data Travelers" in the main menu
  2. Click "Create Traveler"
  3. Select "Blank Form"
  4. Configure basic properties:
  5. Name and description
  6. Associated project/organization
  7. Access permissions
  8. Folder destination for submitted data
  9. Use the drag-and-drop editor to add fields
  10. Configure field properties and validation
  11. Set up workflow stages if needed
  12. Save and publish your traveler

Method 2: From Templates

  1. Navigate to "Data Travelers" in the main menu
  2. Click "Create Traveler"
  3. Select "Use Template"
  4. Browse the template library by:
  5. Research discipline
  6. Data collection purpose
  7. Form complexity
  8. Select a template that matches your needs
  9. Customize fields and workflows
  10. Save and publish your traveler

Method 3: Import Existing Form

  1. Navigate to "Data Travelers" in the main menu
  2. Click "Create Traveler"
  3. Select "Import"
  4. Choose import source:
  5. Google Forms
  6. Microsoft Forms
  7. REDCap
  8. SurveyMonkey
  9. CSV structure
  10. Map imported fields to DataScribe field types
  11. Configure missing properties
  12. Save and publish your traveler

Designing Effective Forms

Layout Options

  • Sections: Group related fields together
  • Pages: Break long forms into manageable steps
  • Columns: Create multi-column layouts
  • Tabs: Organize content into categorized views
  • Responsive Design: Forms adapt to different screen sizes

Validation Rules

Ensure data quality with field-level validation:

  1. Select a field in your form
  2. Click "Validation Rules"
  3. Configure appropriate rules:
  4. Required fields
  5. Text length limits
  6. Numeric ranges
  7. Pattern matching
  8. Custom validation formulas
  9. Set error messages for validation failures
  10. Apply rules

Conditional Logic

Create dynamic forms that respond to user input:

  1. Select a field or section
  2. Click "Conditional Logic"
  3. Define conditions based on other field values
  4. Set actions to:
  5. Show/hide fields
  6. Enable/disable fields
  7. Change field values
  8. Skip to different sections
  9. Test your logic conditions
  10. Save your configuration

Advanced Features

Multi-Stage Workflows

Complex data collection often requires sequential steps:

  1. In your traveler design, click "Workflow"
  2. Define stages:
  3. Data collection stages
  4. Review stages
  5. Approval stages
  6. Assign responsible roles to each stage
  7. Configure stage transitions:
  8. Automatic progression
  9. Manual approval requirements
  10. Conditional paths
  11. Set up notifications for stage changes
  12. Save your workflow

Collaboration Features

Enable team-based data collection:

  1. Configure shared access to travelers
  2. Set up collaboration roles:
  3. Form owners
  4. Contributors
  5. Reviewers
  6. Viewers
  7. Enable comments and discussion threads
  8. Configure change tracking
  9. Set up approval workflows

Integration Capabilities

Connect travelers to external systems:

  1. Navigate to traveler settings
  2. Select "Integrations"
  3. Configure connections to:
  4. Laboratory instruments
  5. External databases
  6. Analysis tools
  7. Documentation systems
  8. Set up data mapping
  9. Test your integration
  10. Save configuration

Deploying Data Travelers

Publication Options

  1. After creating your traveler, click "Publish"
  2. Choose deployment method:
  3. Internal deployment (organization users only)
  4. External deployment (accessible via link)
  5. Embedded deployment (iframe on website)
  6. Configure access settings:
  7. Authentication requirements
  8. Response limits
  9. Availability period
  10. Publish your traveler

Distribution Methods

Share your published traveler:

  1. Navigate to your published traveler
  2. Click "Share"
  3. Choose distribution method:
  4. Direct link
  5. Email invitations
  6. QR code
  7. Integration with existing workflows
  8. Configure recipient settings
  9. Send invitations

Managing Submissions

Viewing Data

  1. Navigate to your traveler
  2. Click "Submissions"
  3. View submitted data:
  4. Table view for all submissions
  5. Detail view for individual entries
  6. Filter and sort capabilities
  7. Bulk operations
  8. Export data as needed

Data Processing

Process submitted data:

  1. Navigate to "Submissions"
  2. Select entries for processing
  3. Click "Process Data"
  4. Choose processing action:
  5. Move to data structure
  6. Trigger analysis workflow
  7. Export to external system
  8. Generate report
  9. Configure processing parameters
  10. Execute the process

Analytics and Reporting

Form Performance

Track usage and performance metrics:

  1. Navigate to your traveler
  2. Click "Analytics"
  3. View performance metrics:
  4. Completion rates
  5. Average completion time
  6. Drop-off points
  7. Error frequencies
  8. User feedback
  9. Use insights to optimize your form

Data Quality Monitoring

Ensure collected data meets quality standards:

  1. Navigate to "Quality Monitoring"
  2. View data quality metrics:
  3. Completeness
  4. Consistency
  5. Accuracy
  6. Timeliness
  7. Identify and address quality issues
  8. Set up quality alerts

Best Practices for Data Travelers

  • Keep forms as concise as possible
  • Group related fields into logical sections
  • Provide clear instructions and help text
  • Use field validation to ensure data quality
  • Test thoroughly before deployment
  • Collect feedback and iterate on your designs
  • Document form purpose and usage guidelines

Next Steps

After creating effective data travelers: