Kobo Form Sharing Notification for WCS Admins

Lists of “deployed” and “archived” Kobo BNS/NRGT forms for data collection are stored in this Google Sheet.

The below “Form Sharing” workflows have been configured in OpenFn. See the form-sharing directory for the underlying code.

🎥 See this video for an overview of how the solution works, and the below sections on how to manage the forms list in the Google Sheet.

When the workflow runs, it will:

  1. Check the connected Kobo accounts for form updates
  2. Compare any updated forms with the list of deployed forms in the “Deployed” Forms Sheet
  3. Add any newly deployed forms to the Sheet
  4. Update rows in the “Deployed” Sheet if forms are archived, and then add the archived form to the “Archived” Sheet
  5. Assign Asana Task(s) to the WCS admin to review every form newly deployed or archived

form-sharing

Managing the Forms Lists in Google Sheets

This Master Forms Sheet is now the source of truth for what Kobo forms should or should not be synced to the ConSoSci database. Update the column automate_sync to true/false to specify whether these forms should be included when either the BNS-1A Ongoing or [BNS-1B Historical] “Get forms” jobs run.

Syncing BNS/NRGT Kobo Form Submissions

Now with this Master Forms Sheet set up, there are 3 workflows configured to sync BNS and NRGT forms on an ongoing and historical basis in the ConSoSci project.

🎥 See this video for how to manage ongoing and historical syncing of Kobo forms.

  1. Ongoing sync: The [BNS1-A] jobs will sync “deployed” Kobo forms (where automate_sync: true in the deployed forms sheet).

bns-1a

  1. Historical sync: The [BNS1-B] jobs will sync “archived” Kobo forms (where automate_sync: true in the archived forms sheet).

bns-1b

  1. On-demand sync: The [BNS3] job will sync all submissions for any Kobo form manually entered into this job. (This is in case you want to run syncs on-demand, but do not want to update the forms lists in the Google Sheet.)

bns-3

Syncing Kobo metadata for GRM forms

An additional workflow has been set up to fetch deployed GRM form data from the Master Forms Sheet, get metadata (submission count, last submission date) from Kobo for those forms, and then update the WCS Programs Database KoboData table with the metadata.

grm-kobodata

Specifications

How to re-process Kobo form submissions & re-sync historical data

You can either:

  1. add the form to the archived forms list, set the column L automate-sync: true and run the historical job to re-sync all submissions for that form, or
  2. specify a manual cursor in the Get FormsList Ongoing job.

🎥 See this video (minute 1:19) for guidance!