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Trackers
Maintain important information without the complicated setup of a traditional database
Forms and trackers can be added to your workspaces to collect and store data. Trackers are searchable databases that archive information.
You can access Forms and Trackers a couple of ways:
  1. 1.
    Hover on Productivity
  2. 2.
    Click on Trackers
Or, hover on Teams and select the appropriate Department, Group, or Project
Then, select Trackers from the submenu.

Create a Tracker

Click on the down arrow next to New in the upper right-hand corner of the screen.
To create a new form and tracker from scratch, click on Start With a Template
  1. 1.
    Select a template to start with a pre-populated tracker
  2. 2.
    Import a spreadsheet to begin creating a tracker using a populated spreadsheet
  3. 3.
    All available templates that have been created
  4. 4.
    Select the desired template and click on Continue
  1. 1.
    Create a Tracker Name. You are limited to 100 characters or fewer.
  2. 2.
    Select a Team to associate the tracker with
  3. 3.
    Select Icon and Color for your tracker
  4. 4.
    Enter tracker description. You are limited to 250 characters or fewer.
  5. 5.
    Click on Create to create your tracker
From your created tracker, click on the Tools dropdown and select Add New Columns.
The Add New Column will be on your screen. Enter a Label and Description.
Then, select a Field Type.

Field Types

  • Text based columns –
    • Text: A text column accepts a single line of text for each cell. You can put any text value you want into each cell. The text column is best for short pieces of text. If you notice that you’re repeating the same text values frequently in a column, you may want to consider using one of the ‘Select based columns’ listed below.
    • Rich Text: A rich text column accepts multiple lines of text for each cell with ability to format it. You can enter new lines into a rich text field, have heading text, bold text, bulleted list, links and more.
    • Email: A email text column is intended to store a single email address in each cell.
    • Phone Number: A phone number field will format a 10-digit string of numbers. For example if the country is US the phone number will be in the form + 1 XXX-XXX-XXXX.
  • Number based columns
    • Number: The number column type is a field type designed to hold numbers. The number column type is a general-purpose column type for most numerical values. Number columns should be used in cases where the values are referenced for computation, such as in formulas performing arithmetic. Negative numbers and decimal values are supported.
    • Amount: A amount column is a specific type of number column that formats the number as a currency amount. So if you’re looking to store an amount of money, try the amount column type. It supports current amounts with up to two places of decimal. Negative amount values are not supported.
  • Select based columns
    • Dropdown: A dropdown column is ideal when you want to be able to select a single option from a preset list of options/choices. You can select the desired option from the dropdown menu, or type to narrow down the list of option. In the edit mode you can drag & drop to re-order the options/choices and choose from a list of 40 different colors. Up to a max of 100 options/choices can be present in the dropdown. For > 100 options/choices consider using the ‘Tracker Lookup’ column type under the ‘Lookup based columns’ section listed below
    • Checkbox: A checkbox column is ideal when you want to be able to select multiple options from a present list of options/choices. In the edit mode you can drag & drop to re-order the options/choices and choose from a list of 40 different colors. Up to a max of 10 options/choices can be added for a checkbox column type.
    • Radio box: A radio button column is ideal when you want to be able to select a single option from a laid out list of options/choices. In the edit mode you can drag & drop to re-order the options/choices and choose from a list of 40 different colors. Up to a max of 10 options/choices can be added for a radio button column type.
  • Look ahead based columns
    • User Look Ahead: A user look ahead column allows you to select one or more users from an automatically generated list of users. A user look ahead field can be set to allow only one user or to allow multiple users.
    • Team Look Ahead: A team look ahead column allows you to select one or more teams from an automatically generated list of teams. There is an option to set a current team as the default value for the column
    • Tracker Lookup: A tracker lookup column allows you to represent the relationship between related trackers by creating a relation between them. This is particularly helpful when you have multiple trackers of related items or concepts—for example, if you have a tracker of contacts and a tracker of companies, you can use a tracker lookup column field to link each contact to the company that they work for. A tracker lookup field can be set to allow multiple values in it. At this time trackers within the same team can be referenced via the tracker lookup column.
  • Date column
    • A date column allows you to easily enter a date and optionally a time into a cell. When editing a date time, you will be presented with a calendar widget that makes it easy to select a specific date.
    • There is an option to set a current date as the default value for the column
  • File attachment
    • File attachment column allows you to attach a file to the entry
    • File attachment column can be marked as required ensuring that users who submit a new entry to the tracker are required to upload a file
    • At this time only one file can be uploaded per entry
    • Clicking on the attachment opens the file in the viewer with file actions as per the team member’s permission on it
  • Formula
    • Formula column allows you to compute a value in each row/entry based on other cells in that same row/entry. For example, if you have a tracker of product orders, you can create a column that computes the Total Cost for each record based on the Price and Quantity.
    • A formula can be composed of functions (e.g. SUM, AVERAGE, IF), operators (e.g. >, <, =), and other columns from the same tracker

Edit and Filtering Tracker Columns

Once you create a tracker, you can easily edit the columns at any time.
To do so, click the icon to the right of the filter icon.
  1. 1.
    Column Menu
  2. 2.
    Filter
    • Two types of filters are supported
      • Filter by condition: Use a range of pre-defined conditions to view the matching entries in the selected table
      • Filter by value: Select specific cell values to view the matching entries in the selected table
    • Filtered entries are hidden from the user until the user either clears the column filter or refreshes the table
    • Filters can be set on multiple column also
    • The filter set is only for the current user and will not impact other users
  3. 3.
    Hide Column from view
  4. 4.
    Edit Column Properties: Edit general column properties like Label and Description
  5. 5.
    Change Column Type: Change the column type. This process will overwrite any data in the columns.
  6. 6.
    Insert Column Left of current column
  7. 7.
    Insert Column Right of current column
  8. 8.
    Delete Column

Edit Column Properties

Selecting Edit Column Properties, will bring up the Edit Column Properties dialog box.
From here, you can edit all fields in a column. If you have create a form with this tracker, changes you make here will also be applied to the form. You cannot change the column type from this screen.

Change Column Type

Selecting Change Column Type will allow you to quickly change the type of field the column is.
The dialog box will show the current column type and allow you to select the new desired column type.
Select the desired column type from the dropdown and click on Convert. If you change the file type, all the data in the cells will be wiped. If you have set a default value, all previous data will be replaced with the set default value.

Filter a Column

As your tracker gets populated with information, it can be helpful to filter the data in a column.
Click on the filter icon in the column you want to filter.
Next, select your filter conditions. You can select between:
  • Is empty
  • Is not empty
  • Is equal to
  • Is not equal to
  • Greater than
  • Greater than or equal to
  • Less than
  • Less than or equal to
  • Is between
  • Is not between
Selecting is equal to, is not equal to, greater than, greater than or equal to, less than, less than or equal to, is between or is not between, will trigger additional filter field.
If desired select And or Or to further filter the data.
You can also filter by a specific value or values from the column.

Create a Form

Once you have created a tracker, you can create a form to link to it in order to populate it. By creating a form you can collect data and have it automatically populate in the tracker, saving you valuable time and effort. You can even share your form externally to gather data from people not in your network. You can even create multiple forms for the same tracker.
From the desired tracker, click on the dropdown and select Create New Form.
  1. 1.
    Name the form. The name must be fewer than 150 characters
  2. 2.
    Type a description of the form. The description must be fewer than 1000 characters.
  3. 3.
    Click on Save
Your form is displayed
When you click on save, the form is populated with fields from your tracker.
  1. 1.
    Dropdown to navigate between views and forms for the tracker
  2. 2.
    Edit Form. This allows you to change:
    1. 1.
      The order of the fields
    2. 2.
      Hide the fields
    3. 3.
      Change submit button language
    4. 4.
      Change the submit button color
    5. 5.
      Confirmation options after a form has been submitted
  3. 3.
    Tools menu
    1. 1.
      Rename form
    2. 2.
      Share form
    3. 3.
      Duplicate
    4. 4.
      Print
    5. 5.
      Add form to widget gallery
    6. 6.
      Delete form
Once you click on Submit, your form will be created.

Edit Form

Once you have saved your form, it is easy to edit it.
Click on Edit Form at the top of the screen.
  1. 1.
    Show banner. The banner is the top colored strip at the top of the form.
  2. 2.
    Show header image. The header image can be any image you upload. We recommend size 600x200.
  3. 3.
    Hide any fields you want by dragging and dropping into the Fields space to the left of the form. Hiding the fields on the form, only hides them from the form, the field will still be visible on your tracker.
Click on Save Form to save any changes you make.

Confirmation Options

When you are editing a form, you also have the ability to configure the system behavior once a form has been submitted.
  1. 1.
    Confirmation Message: You can configure the message that is displayed to submitters. You can can add images and change font size, style, and color. You are limited to 500 characters or fewer.
  2. 2.
    Redirect to another URL: Send you submitters to a site of your choice by enabling this option
  3. 3.
    Message to Submitter: Send the submitted data to the submitter in a private message in MangoApps.
  4. 4.
    Auto-response sent from: If you opt to have a message, you can designate who the message appears to come from. By default, it comes from the creator of the form.

Form Tools

There are several tools available to you in your form.
To access these, click on Tools in the upper right-hand corner of your screen.
  1. 1.
    Rename your form
  2. 2.
    Share Form: Enabling sharing the form will trigger a share link to be generated. You can also elect to allow anyone on the internet to submit the form, with no sign-in required.
  3. 3.
    Duplicate: Allows you to duplicate the form. This will only copy the form and tracker design. It will not copy any data acquired.
  4. 4.
    Print: This will generate a PDF of the form that you can save and/or print,
  5. 5.
    Add Form to Widget Gallery: Adding this form to widget gallery will make it available for all network users inside the 'Table & Forms' section of gallery.
  6. 6.
    Delete Form: This will delete the created form, but will not delete any of the data acquired.

Pinning a Tracker

Pinning a tracker makes it easy to find at a later time.
To pin a tracker, click the three dot menu and select Pin it.
The pinned tracker will appear on the left-hand side of the screen.

Reviewing a Tracker

Once a tracker has been created, you can review it and the data within in.
Navigate to the Trackers screen.
Then, click on the tracker you wish to review.
Here you can see all the data in the tracker. Click on Tracker Tools to see options for interacting with the tracker.
  1. 1.
    Get Tracker Link: Copies a link to your clipboard that link to the tracker
  2. 2.
    Edit Tracker Properties: Allows you to change the name, color, icon, and description of the tracker
  3. 3.
    Manage Tracker Permissions: Allows you to set permission for network and guest users. These options are only available to the creator of the tracker or site admins. You can configure who can:
    1. 1.
      Add/Import Entries
    2. 2.
      Edit/Lock/Archive Entries
    3. 3.
      Delete Entries
    4. 4.
      Share Tables and Form
  4. 4.
    Manage Notification Preferences: Allows you to configure how users are notified about updates to the tracker. You can select to have users notified when an entry is Added, Edited, or Deleted. By default team member are notified about any changes to the tracker, in the form of an update on their news feed. The notifications can be:
    1. 1.
      Do not Notify
    2. 2.
      Notify Only
    3. 3.
      Add as a Comment
    4. 4.
      Add as a New Feed
  5. 5.
    Import Entries: Import data into the tracker from a .CSV or . XLS file
  6. 6.
    Clone Tracker: You can clone a tracker for use in another team. You can select to clone:
    1. 1.
      Structure, including the tables, forms, and columns
    2. 2.
      Structure, including the tables, forms, and columns, and the tracker entries as well.
  7. 7.
    Move Tracker: Move a tracker to a different team.
  8. 8.
    Archive Tracker: This will archive your tracker. Users will not be able to add new data to it and it will be removed from the list of active trackers. You can still access the data by navigating to the Archived Trackers screen. You can reactivate a tracker at any time. You will retain all data and settings.
  9. 9.
    Delete Tracker: This can be done at any time. It will permanently delete all data. You will be given the option to Archive the tracker instead of deleting it.
  10. 10.
    View Activity Log: See recent changes to the tracker.
Tracker Activity Log

Split & Popup View For Entries

  • There are two options you have to view the full details of an entry, see its revision history, post a comment or @mention a team member. The options are,
    • Click on the row to open the split view for the entry on the right
    • Click on the expand icon in the front of the entry to open a popup
  • With both the split view and pop view you can
    • View & edit (based on your permissions) the columns in the entry/row
    • Comment, reply, share a reaction on the entry
    • Mention a team member on the entry
    • Perform actions like lock, archive and more on the entry
    • Get a shareable link to the entry
  • In the popup view you can click on the right or left arrows on the top of the popup to go to the next / previous entry
  • In the split view you can use the key-board up and down arrows to go to the next / previous entry

Formulas

  • To configure a formula add a new column and pick column type as ‘Formula’. From there, you can enter the formula into the text box as you would in a spreadsheet, except you use the names of fields instead of cell ranges
  • When you start entering your formula, you will see suggestions of functions and fields you can click on and use in the formula
  • In trackers, formulas are applied for the entire column so the same formula applies to every entry in that column
  • Essentials of formulas are listed below
    • Basic calculation using a formula
      • Adding
        • You can add multiple columns together by using SUM function and columns separated with a ‘,’ symbol
        • In the example, several columns are added together to find the final total – SUM( %{legal_fees}% , %{retainer_fees}% , %{miscellaneous_fees}% )
      • Multiplying
        • You can multiply columns together by using MULTIPLY function and columns separated with a ‘,’ symbol
        • In the example, two columns are multiplied together to find the final value – MULTIPLY( %{hourly_fees}% , %{hours_billed}% )
      • Dividing
        • You can divide columns together by using DIVIDE function and columns separated with a ‘,’ symbol
        • In the example, two columns are divided together to find the final value – DIVIDE( %{total_fees}% , %{hours_billed}% )
    • Comparing numeric, date & text strings using a formula
      • Compare numeric, date & text column using the IF function
      • IF function will return one of two values depending on whether the logical argument is true or not – IF ( ‘logical argument)”, “value1”, “value2”)
      • In the following examples, two columns are compared with different logical operators together
        • IF(‘%{column1} > %{column2}’, “Yes”, “No”)
        • IF(‘%{column1} == %{column2}’, “Yes”, “No”)
        • IF(‘%{column1} != %{column2}’, “Yes”, “No”)
        • IF(‘%{column1} < %{column2}’, “Yes”, “No”)
        • IF(‘%{column1} + %{column2} > 5’, “Yes”, “No”)
        • IF(‘%{column1} – %{column2} < 5 ‘, “Yes”, “No”)
        • IF(‘%{column1} * %{column2} > 5’, “Yes”, “No”)
        • IF(‘%{column1} / %{column2} < 5 ‘, “Yes”, “No”)
        • IF(‘%{column1} > %{column2}’, ‘%{column1}’, ‘%{column2}’)
        • IF(‘%{column1} < %{column2}’, ‘%{column3}’, ‘%{column4}’)
    • Date field formula
      • Calculate the duration between two date columns using the DATETIME_DIFF formula
      • In the example, two date columns are used to calculate the duration in days – DATETIME_DIFF( %{end_date}% , %{start_date}% , ‘days’)

Adding a New Table View

In any tracker, you can easily create a new table. The new table can display the information you want or need. Best of all, it doesn't impact the main tracker view.
From the desired tracker, click on the Selected dropdown. Then, click on Create New Table.
  1. 1.
    Provide a Name for the new table. This must be 150 characters or fewer
  2. 2.
    Provide a short Description. This must be 500 characters or fewer
  3. 3.
    To proceed, click on Next
  1. 1.
    Now select what columns you want to Show or Hide. Hiding columns will only hide this from this table view. The data will still be visible on the main view.
  2. 2.
    To proceed, click on Next. To makes changes to the previous slide, click on Previous
  1. 1.
    Select any Filters you want to apply to the data. Filtering the data further customizes exactly what is visible on the table
  2. 2.
    Select a Default Sort. You can select how the data will be sorted in the table
  3. 3.
    Select the Default Group By. This allows you to have the data grouped in a format that suites your needs
  4. 4.
    To create the table, click on Create. To makes changes to the previous settings, click on Previous
The newly created table is now visible with all the filters and settings you applied.