ODK Collect now supports editing finalized and sent forms. To enable this support for your forms in Ona, you will need to add the client_editable setting in the XLSForm file.
This guide will walk you through the steps to configure these settings and safely edit your submitted records.
- Configure the XLSForm
To allow editing of finalized or sent forms on your device, you’ll need to modify the form definition in your XLSForm first. Navigate to the settings sheet and add client_editable, then set it to TRUE as shown below. If your XLSForm doesn’t have a settings sheet, create a new sheet named settings.
Before enabling form editing, please note the following:
- ODK Collect-based edits use the version of the form that was active when the form was originally filled, NOT the latest version. You can disable edits for new submissions by removing or setting client_editable to FALSE in a newly updated form version.
- Edits to submissions that create or update Entities are allowed. However, these edits will only modify the submission itself, NOT the corresponding Entity. If you need to update Entity data, this must be done separately
- If you edit a submission and leave it in “Ready to send” status, then edit the same record again before sending, you will get a notification if you want to edit the previously edited record.
You will encounter an error when attempting to send second edit before the first edit. Edits must be sent in the order they were made. To avoid errors, send each edited submission before making additional edits to the same record. - Once a record is edited using Enketo online, it can not be edited from ODK Collect. If you edit a record from the table tab using Enketo and you try to edit the record from ODK Collect, you will get an error message that the record can not be edited. You will get the attached error message
- Upload the form
Open your project and upload the XLSForm you have created. Read more on how to upload XLSForm here.
- Submit records from ODK Collect
Once the form has been uploaded, submit records from ODK Collect if you have not uploaded any. See this guide on how to configure and use ODK Collect.
- Edit records from ODK Collect
Open ODK Collect and click on the sent section to open already submitted records. Open a record you will want to edit by clicking on the record. Click on the pencil icon to edit the record.
The record will open questions and you can select the question(s) you want to edit. Go to the end and mark the form as finalized.
The record will be added to the Ready to send tab.
Once you have edited a finalized or sent form, it will appear in the Ready to send list with an “(Edit #)” indicator showing the number of times it has been edited. Select the edited form and tap the Send Selected button to submit your changes to the Ona.io server.
- Open the record on the form
When a record has been edited, the Last Edited column will be updated to the time when the edited record was received on the server.
