Recap Fields

The MainEvent Recap Definition builder allows users to create project-specific Recap Definitions and Questions as needed. These questions and surveys can be created on demand, edited, deleted and their usage can be easily tracked. This document will detail and explain the different question types. To find out more about building a Recap Definition, please read the article here.

Creating a Recap Question

After logging into the Client Dashboard, navigate to the Recaps tab in the header and select View Recap Fields.

This will open the Recap Field Index. This index page will list all the questions that have already been created for Recap Definitions for the program. The Index lists: Question Name, ID, Question Type, Assigned to Recap Definitions (# of assignments), Assigned to Forms, and Question Responses.

In the upper righthand corner, click Add New Recap Field.

This will open the Recap Field Details page. This is the page that will be used to create all Recap Fields regardless of question type. For all questions, the first step is to enter the Name. This is what the Staff Users will see listed on their Recap Definition survey. There is a field for both an English and French question. Entering the translated question in the French field allows French Field Staff Users to view the Recap Field in their preferred language. Leaving the field blank will automatically populate the English field.

Then select the Field Type (see below for details about each question type).

The final field on the page is the Help Text. This is an optional field where further explanation of the expectations for the question can be included. This can include examples or other key points that may not be clear from the question text. The Help Text can also be entered in English and French as desired.

Once all desired fields have been completed, click Save to save the individual question, or click Save & Add Another if more new questions are needed.

Returning to the Recap Field Index will show the new question(s) listed there.

Recap Field Types

Text

A Text Field allows Staff Users to enter a small amount of text. This question type is intended for short answers.

Integer

An Integer Field allows Staff Users to enter a whole number response.

Float (1 decimal)

A Float (1 decimal) Field allows Staff Users to enter a number with a single digit decimal point response. ie. 3.7

Float (2 decimal)

A Float (2 decimal) Field allows Staff Users to enter a number with a two digit decimal point response. ie. 2.15

Money

A Money Field allows users to answer questions related to dollar amounts.

Select

A Select Field allows management users to create a list of options for the staff user to choose as their response. The number of options input has no limit, however the staff user will only be able to select one response.

Multi-Select

A Multi-Select Field allows management users to create a list of options for the staff user to choose as their response. This question type allows the staff user to select as many of the options as they wish in their response.

Date

A Date Field allows the staff user to select a date from a calendar dropdown.

Subsection Label

This question type will display in a read-only text format. Use this question type to differentiate between sections in the recap form without creating new pages.

Textarea

A Textarea Field allows staff users to fill in a longform text-based response.

Totals Field

Time

A Time Field displays a clock from which users can insert an hour and minute response.

Image Upload

The Image Upload Field allows users to insert a single photo they have collected from the event into their recap response.

Multi-Image Upload

The Multi-Image Upload allows users to insert multiple photos they have collected from the event into their recap response.

Signature Capture

Signature Capture allows touch-sensitive devices to collect signatures from users on-site and include them in the form response.

Date/Time

A Date/Time Field allows the staff user to select a date from a calendar dropdown and insert a an hour and minute response in a single question.

Duration

A Duration field allows users to enter a time-based response

Select (radio buttons)

The same as a select field but with radio buttons in place of a checkbox.

Agreement (checkbox)

A checkbox indicating that the user acknowledges the terms of the agreement

Display Text

Display Text will display in a read-only text format. This option allows you to insert special instructions or necessary text information without an expected response.

Display Image

The Display Image question type allows photo files to be included in the recap

Formula Fields

Formula fields allow you to plug in certain recap questions and perform automatic calculations. Using order of operations and recap fields together, this selection gives you the power to use your data on the spot while recapping.  

Weighted Options

Weighted Options Fields allow you to create a series of fields with an assigned order and an assigned numeric value.  Want to know on a scale of 1-5 how desirable your location was at the street fair, or 1-10 how worthwhile it is to return next year?  Weighted options allow you a quick way to collect these responses. 

Rank Order

Ranked Order recap fields allow you to create options that the recapper will then order.  Want to rank your samples from most popular to least?  Find out which hour of a five hour event was the busiest?  See which promo item was favored?  Rank whatever you need to with Rank Order fields.    

Formula Fields

Let MainEvent Formula Fields do the math for you. Adding a formula field to your recap definition will multiply your odds of getting accurate calculations exponentially. Formula fields allow you to plug in certain recap questions and perform automatic calculations. Interested in doing less manual math? Let’s get started.

Creating a Formula Field

If you don’t know how to build standard recap fields and definitions, stop! We have a different document for you to look at first. You can find that here (include link to recap doc).

Formula fields must be used with other recap fields, not as a standalone question. A formula field is built off the responses received from other integer based questions. Want to know the total number of samples distributed at an event? Want to know the average rating for an event? Once a rep has submitted responses, the formula field will pull their responses and calculate the answer for you.

For the sake of this document, we’ll be editing an existing recap. You may also wish to add a formula field to a new recap, which is totally fine, just ensure that the questions you want to use for the formula have already been added since formula fields are built off the responses to those questions. To begin creating a formula field, click Recaps and select View Recap Fields.

This will load the Recap Field Index. This page will list all the previously existing recap fields on the client. Click Add New Recap Field in the upper right of the page.

Now you’re looking at the Field Details page. This is where you’ll create the formula field. First thing you want to do is add a name. Then from the Type dropdown, select Formula. 

Now’s when things start to get interesting. A whole new section, imaginatively called Formula has suddenly appeared as if by magic! (Or, you know, a select menu…). At this point, you need to know the basics behind order of operations (BEDMAS, if you will), and also, you need to know what your formula is going to be.

We’re now going to go over the ways you can build a formula.

Math First and Questions Later

Let’s say you have a recap question that you need to perform a certain calculation on to retrieve useful information. Like you have to multiply by something to determine the reach. You can do that.

Begin typing the numbers after the = sign. Then, search for the recap field in the Search Custom Fields section. Typing in keywords will auto-populate. Just drag and drop the question into the formula.

Save the formula by clicking Submit.

Now, let’s add that to a recap. Pull up the recap you want to add the formula field to by clicking Recaps in the navigation menu, and selecting Recap Definitions. Once the Recap Definition Index has loaded, click the wrench icon. Again, if you need assistance with creating a recap definition, we have a document for that (add link)

then 

Now you’re looking at your recap definition. What we need to do now is decide where in the recap you want the question, and to find the formula field. To find the recap field, you have a couple of options. You can do a Quick Search for the field name under Available Recap Fields.

You can also locate the question in the list of available fields.

Whatever method you pick, your next steps will be the same. Drag and drop the field into the recap definition where you want it. This can be adjusted by just dragging and dropping the question again, so no pressure here.

Got it where you want it? Great, now click Save in the upper right of the page.

Questions Using Questions

New scenario. You’ve got a formula in which one question is dependent on another question for the math to happen. We can do that.

Let’s say we’re averaging out two weighted field ratings. So we begin with a bracket. Then add the first field, a +, and the second question. Now let’s close that bracket up. Now we can divide by adding a /. In our scenario, we’re dividing by 2, but you do what you need to do. (Multiplication is done by placing a * before the multiplier). Our formula now looks like this:

So, using order of operations, our formula is (Q1+Q2) /2. We can move any of these functions around if we needed, based on the desired outcome of the formula.

When you add your formula to a recap definition, as the questions are answered, the math will do itself.

Rank Order

You’ve weighed your options but now you want to rank them instead? We can help with that. Ranked Order recap fields will allow you to create fields that recap responders will be able to assign a rank to. Whether it’s samples or guerilla stops, rank whatever fits your fancy.

Getting Started

To begin adding Rank Order fields, click Recap on the client level navigation menu and select View Recap Fields.

This will bring you to the Recap Field Index. This page will list all previously created recap fields on the client site. Click Add New Recap Field in the upper right hand of the page.

Now you’re looking at the Field Details page. This is where you will actually build out your new recap field. First, enter the name of the Rank Order field. For our example, we’ll go with Sampling Preference.

The next field is a dropdown menu called Type. Select Rank Order from the list of options.

Making this selection will generate a new section on the page. The headers here will read Active, Order, and Name. Click Add Another Option.

This will generate your first rank option field. The system will default to having the field in active status. To make the choice inactive, click the checkbox. The order field will be given a default value of 1 (and any subsequent fields will be given ascending numerical order). The Name field will be empty, that part’s up to you. For our example, since we’re ranking sampling preference, we’re going to go with the clever and original “Sample 1”.

Add more options by clicking Add Another Option and filling in the fields as many times as needed.

You can reorder any fields by changing their Order value and can enter any Numeric Value you wish to assign to the option.

You may also wish to order the options alphabetically. You may do that easily by clicking Yes on Alphabetically Sort Options. This will default to No.

The next field to complete (if you want to) is the Notes section. Here you could add any instructions or details that you want the people completing the recap to take into consideration. This section, and the following one, are totally optional.

The final field is the Help Disclosure Text. Click on the checkbox to display this field. This section allows you to include any help text you wish for users and also accommodates hyperlinks if needed.

Now that you’ve completed all the fields you need, click Submit if this is your only recap field to add, or Submit & Add Another if you have more to do.

The field(s) will now display in the Recap Field Index and can be added to your recap definitions.

Building a Recap Definition

The complex recap builder allows users to create custom recap forms including validation, logic, and location variables. Users can choose between several form types to construct a recap that ensures they are collecting the exact data needed for reporting.

Prior to building a recap definition, you must first add all the recap fields you will need. Click here to learn about creating recap fields. Once all required fields have been added to the system, click Recap on the navigation menu and select View Recap Definitions.

This will open the Recap Definitions Index. Here you will find all previously saved recaps for the client. Click the Add New Recap Definition button in the upper left of the page.

You are now in the recap definition builder. Start by filling out the Recap Definition Details section. This includes Name, Status (Active, Inactive), Start Date, End Date (the last date that the recap can be assigned to an event), End Offset Date (the final date that users are allowed to submit recap responses for the recap), and Allow Ad hoc events to use this recap (a yes/no select determining if the recap can be used for staff-created ad hoc events).

Next, you will want to select which projects you are assigning the recap to. You may assign the recap to as many or as few projects as you need. To select all, hold the shift key and click through the list. To select specific programs, hold CTRL and select the projects you wish to use. Project names highlighted in blue will be used.

You can also choose to assign Location Variables to the recap. This will allow you to create location-specific questions that will only display when an event is scheduled at a location with the corresponding variable. Location Variables need to be added in the admin settings prior to building a recap definition. To select all, hold the shift key and click through the list. To select specific variables, hold CTRL and select the projects you wish to use. Names highlighted in blue will be used.

Now it is time to start building! First, you must add a page. This will be the page that the form(s) will be displayed on. You may add one or many forms to a page. You may also break your recap up into several pages if you want. To add a page click the +Page button below the Pages header.

Once the page is added, you may either add a form (the place you will add your recap fields) or you may wish to first edit the page name. The default page name is Page # (ex. Page 1, Page 2, etc). To edit the name, click the Edit Page button. This step is completely optional.

A pop up will display. Enter the page name you want to change to in the text field. Then close the pop up and your page will be renamed.

Now add the form. Click the + Form button.

This will open another popup with options for the form settings. You may choose between three different form types (Simple, Product, and Survey). You may also rename the form if needed (renaming is optional).

A simple form is a non-repeatable question form. This is the form type recommended for standard, end of event recapping.

A product form allows programs with products assigned to add questions a single time and have them repeat for each product. (ie. Patty’s Pies samples five flavors in one activation. Each assigned question would repeat for all five flavors after being added once to the form).

A survey form is an infinitely repeatable form that will generate a response form on demand. This is the form you want to use if your staff are asking questions in the field and you want to have multiple responses submitted.

Choose the correct form type and click Submit.

Building a Simple Form Recap

Once the form has been added, you will see it display nested beneath the page.

If needed, you have the option of adding location variables to the entire form. Adding location variables to the form will mean that the entire form will only display at the location(s) set up in the corresponding variable.

Adding recap fields to the form is a simple drag and drop process. All available fields will be listed under the Available Recap Questions header. Find the question you want in the list OR search for it in the dynamic search box.

When you’ve found the correct question, just click on it and drag it into position on the form.

At this point, the question is on the form and will show for all recaps and is not a required field. There are ways to further control when/if the field will display, whether it is required, what length of answer you want, etc. Each or all of these options can be added to any or all fields in the recap.

First, if you want to, you may add a Location Variable to the field. This will allow the specified question to display only when the event being recapped is scheduled at a venue with the same location variable assigned to it. Click +Location Variables (in blue), then select the correct Location Variable(s) to assign to the question. If you wish to select more than one variable, Shift+click to select a group, CTRL+click to select specific items from the list. Once you have selected the desired variables, click Close.

The variable will now be assigned to the question.

The recap builder also allows you to assign validation to each question. Validation types are: Response required, minimum text length, maximum text length, greater than the specified value, greater than or equal to the specified value, less than the specified value, less than or equal to the specified value, and numeric values only. Click the +Validation button (purple), then select the correct validation from the dropdown list. Close the popup.

The validation will now be added to the question.

Multiple validation options can be added to any question, if needed. Repeat the above steps until all validation wanted is assigned to the field. Please note, do not add validation to any display only field type.

The final optional addition to a recap field is a Logic Group. Logic allows fields to display only when the set parameters are met. Click +Logic Group (in teal) on the question you want the logic to apply to. This will add a new banner with a + Logic Condition button.

Now you can begin adding logic conditions to the question. You may add multiple conditions per group but note that logic conditions are cumulative, so each condition must be met in order for the question to display. Logic options are: Is present, equals, does not equal, greater than, less than.

Click + Logic Condition. The Condition popup will include two drop down fields. First, select the recap question that will be the logic condition source. This is the question that requires a specific answer to be entered before the question with the logic applied to it will display.

Next, select the type of logic you wish to apply. The logic options will vary based on the field type as certain forms of logic are not applicable to all recap field types.

Once you have completed both sections, click Submit. The logic condition will now display nested below the question.

Continue to build a simple form recap by dragging and dropping questions onto the form and adding validation, location variables, and logic as needed.

Product Forms

Adding a product form to your recap allows you to ask the same questions for all products assigned to the form while only adding them once. This allows for greater accuracy and speed when creating recaps.

To add a product form, select Product Form when adding a new form and click Submit.

The new form will get added to the bottom of the existing recap. If you need to move the form up from this default location, you can do so by dragging and dropping the banner to wherever you need it.

The product form will contain two sub-banners. The first will allow you to assign products to the form. All recap questions added will be posed for each product that is assigned to the form. You may add as many products as you wish to a form (or as few!). To start adding products, click EditProducts.

This will open a pop up with a drop down that will allow you to select a product to assign to the form. Select a product and click Submit.

On each individual product, you can add location variables so that the questions for the products will only display at specific locations.

Continue to add products by repeating the above process until all required products are displaying on the product form. You may also add location variables or logic at the form level, meaning that the entire form would only display when those conditions are met.

Once all the products have been added to the form, you may start to add recap questions. Add questions by dragging and dropping questions from the Available Recap Questions list. You may also use the search field to find specific questions quickly.

As needed, you may also add location variables, validation, and logic to each individual question, as outlined above. Once the recap is built, submitters will see each question you’ve added for each product on the form.

Survey Forms

Survey forms allow you to create a single form that is infinitely repeatable for your staff users. Instead of having to add duplicate forms over and over, the survey form allows submitters to add a new response on demand with minimal effort.

To add a product form, select Product Form when adding a new form and click Submit.

The new form will get added to the bottom of the existing recap. If you need to move the form up from this default location, you can do so by dragging and dropping the banner to wherever you need it.

On the form-level, you can add location variables and logic so that the entire form will only display when those set conditions are met. At this step, you can also start adding questions. Add questions by dragging and dropping questions from the Available Recap Questions list. You may also use the search field to find specific questions quickly.

As needed, you may also add location variables, validation, and logic to each individual question, as outlined above. Once the recap is built, submitters will see each question you’ve added every time they click the Add New Response button when completing the recap.

Final thoughts on recaps

Once you have added all pages, forms, location variables, validation, and logic that you want to your recap, scroll to the top of the page and click Save. At this point, you will be able to locate your recap in the Recap Definition Index. From the index, you will be able to view the Name, Start Date, End Date, End Offset Date, Number of Questions, Number of Forms, Assigned Programs, Assigned Events, Recap Responses, and Active Status. You may also export the recap as a spreadsheet, duplicate the recap, and generate a preview link by clicking the Actions button.

The Preview Link feature allows you to view the recap as the recap submitter will see it. This allows you to confirm that the recap is displaying as you intended for those who will have to respond to it and also allows you to share it with others, as needed.

Recap Definitions are deletable until a response has been submitted against it. After that point, the definition will no longer be able to be removed entirely from the system. Definitions are editable by clicking the wrench icon in the definition index.

MainEvent Training Session 3 - Creating & Editing Recaps