Forms & Trackers

Setting up the Forms & Trackers module

Forms and trackers can be added to your workspaces to collect and store data Trackers are searchable databases that archive information.

Trackers have a variety of exciting features:

  • Out of the box tracker templates for common tracker use cases

  • Familiar and flexible view to easily sort, filter, search and support for specialized column types like email address, currency, date, people, teams and more

  • View & share comments, @mention a person on specific rows in the tracker enabling you to keep the conversation together with the data

  • Built-in support for formulas, link to a row, team specific views to a tracker, attachment support and many more capabilities to empower your users

  • Full screen view of the tracker to make it easier to work with

  • Available in the MangoApps mobile apps to maximize productivity wherever you work

A tracker captures all the information you need to track and manage different kinds of data in your organization. It’s kind of like the traditional spreadsheet but with the power to

  • Easily create multiple tables (which gives different filtered views of data),

  • Create online forms (which allows to submit structured data),

  • Share comments & mentions (which enables having a conversation on data in context) and much more

  • Users who have permissions to create can create a new tracker from a

    • System or Custom Template

    • Microsoft excel, Google spreadsheet or a CSV file

  • Users who have permissions to create can also clone an existing tracker to get started. Cloning a tracker gives a choice to

    • Copy only the structure (columns, tables & forms) or

    • Copy both the structure & data

  • Ability to move, archive or delete a tracker is available to the tracker creator and team admins

Admins are able to create and edit tracker templates for use.

Create a Tracker Template

Creating a Tracker template helps ensure continuity in your forms and trackers. By creating templates your users will be able to to create their own trackers that contain all the information you require. This makes it easier to share data since everyone's tables will contain the same general information. MangoApps comes with several templates right out of the box, but by creating your own custom templates, you can ensure that your company's unique needs are met.

From your Admin Portal, click on Modules. Next, select Trackers. Finally, click on New and select either Create from Scratch or Create from Spreadsheet.

  1. Provide a Template Name. It can 100 characters or fewer

  2. Select the Icon and Color

  3. Provide a short Template Description. You description must be fewer than 500 characters

  4. Click on Save

When you create a tracker, it is not activated until you manually activate it by clicking on Activate Template.

  1. To customize your template, click on the Tools dropdown.

  2. Click on Add New Columns to add columns to your tracker template

  3. Insert, Modify, and Delete Columns shows you a video on the process

  4. Edit the columns and rows on your table. You can also create filter for your tables

  5. Duplicate the table

  6. Download and XLS or PDF version of the table

Edit or Clone a Template

To start, navigate to the Admin portal and click on Modules. Then, click on Trackers. On this screen, you will see Tracker templates.

To clone, edit, or deactivate a tracker template, click on the three dots.

Configure Tracker Settings

  • Domain admins have the following settings to customize the trackers module

    • Who can create new trackers?

    • Can tables & forms be shared publicly on the internet with no sign-in requirements

    • Automation message (e.g., confirmation message when a form is submitted) to be sent from which user

    • Name for the trackers module

  • Ability to add the trackers module to the primary navigation for all users is available (like it is for other modules in MangoApps)

To configure tracker settings, click on Settings

  1. If desired, modify the tracker label

  2. Set who can create trackers

    1. Any user can create one

    2. Any network user can create one

    3. Only domain and team admins can create one

  3. Set public sharing settings

    1. Allow grid views to be shared in public with no sign in required

    2. Allow form views to be shared in public with no sign in required

  4. Click on Save once satisfied

Create a Tracker Template from a Spreadsheet

If you already have a spreadsheet that you are currently using, you don't have to repeat all the work you did when you originally set it up. By importing the spreadsheet you created, into MangoApps, you can easily create a tracker and even a form that can be used to gather and breakdown your data.

If you create a tracker from an imported spreadsheet, the data in the spreadsheet will be imported as well.

To start, from the admin screen, click on Modules, then Trackers. Next, click on the dropdown menu in the upper right hand corner of the screen, and select Create from Spreadsheet

  1. Choose a .csv/.xls/.ods file from your computer

  2. Select if you want set the first record as the header

  3. Designate a Template Name Your title must be 100 characters or fewer

  4. Select icon and color

  5. Input a template description. Your description should be 250 character or fewer

  6. Click Create to create your tracker

To ensure that your file is in the correct format, we recommend you download the sample .csv file on the screen.

Your tracker is now created. To make your tracker available, it will need to be activated first. To activate your template, click on Activate Template.

Tracker Permissions

  • Team members based on their role can be given specific permissions that determine what they can and cannot edit in the tracker. Permissions are an important part of healthy team and with the right permissions, you can ensure that only certain people are permitted to change the information in your tracker.

  • Permission users have on a tracker can be different than the permission on another tracker in the team.

  • In a project, group or department the following permissions by role are supported

    • Creator

      • User who creates the tracker has full access on all tracker actions

      • There can be only one user with creator permission

      • Creator can grant permissions to team members on the tracker

      • Creator permission can’t be transferred at this time

    • Team Admin

      • All team admins have full access on all tracker actions

      • There can be multiple team admins in a team

      • Team admins can grant permissions to team members on the tracker

      • Team admin permission can be given / removed from a team member

    • Team Member who is a Network User

      • By default can add or import entries in the tracker

      • By default can edit, lock and archive any entry in the tracker

      • By default can delete any entry in the tracker

      • By default can share table & share form with non team members

      • Tracker creator/ team admins can give or revoke the above 4 permissions from all team members who are network users

    • Team Member who is a Guest User

      • By default can add or import entries in the tracker

      • By default can edit, lock and archive any entry in the tracker

      • By default cannot delete any entry in the tracker

      • By default cannot share table & share form with non team members

      • Tracker creator/team admins can give or revoke the above 4 permissions from all team members who are guest users

    • Non Team Members

      • By default in a private or unlisted project, group or department, non team members have no access to the tracker

      • By default in a public project, group or department non members have a view only access to the master table only

      • Refer the “Sharing” section below for how to give non-members permissions to specific tables & forms

You can set custom settings for each tracker.

From the tracker, click on the three dots.

Click on Edit Template Properties to modify the tracker

Here, you can edit the template name, icon, colors, and description.

Clicking on Manage Template Permissions will allow you to set various permissions for the tracker.

You can specify what type of users can:

  • Add/Import Records

  • Edit/Lock/Archive Records

  • Delete Records

  • Share Views

When you have made selections, click on Close

Clicking on Notification Preferences allows you to set up default notification setting for the tracker.

Your users are still able to modify their notification settings based upon their personal preferences.