Data Collection Form

One of the most powerful aspects of Pathagoras is that it self-generates its own data collection form. Admittedly, the data collection form it generates (the IDB screen) is a very simple form:

•	at the left of the form is a listing of the variables in the document under construction, and

•	on the right are spaces where the replacement values for each variable can be typed.

•	If you create an IDB mask, you can pre-type examples and completion tips in the replacement text side of the form. This helps the data entry person to more accurately complete the field.

But sometimes, a more extensive, universal, complex, complete, attractive, etc. intake form is needed. Here are some situations we contemplate:

a. Off-site collection of data. IDB required data entry on the computer on which you are working, or, because data records can easily be shared across the network, at least on the same network.

But what if the entity from whom you want to gather data isn't in your office. Perhaps you want a customer fill out an application form or intake sheet from his or her office, and to then insert that data into your Instant Database system. If the customer has Excel (or a spreadsheet program that can create an Excel-type spreasheet, e.g. Corel's Quattro Pro, you could shoot over an Excel worksheet specifically designed to gather the desired data from the customer. The customer can complete it and send it back by email. You then can use Pathagoras to instantly move the data into an IDB record.

b. Intake form 'design control.' Perhaps you just want something 'prettier' or with more eye-appeal. Much fancier and user friendly intake sheets can be designed and readily recalled.

c. More mathematical power and function. Perhaps you need something more functional and powerful in terms of mathematics that only a spreadsheet can offer. Word is rather limited in its math 'skills.' Excel, on the other hand, is ideally suited for complex calculations.

Whether you need a spreadsheet to calculate child support, bids, materials needed, etc., or you just want something a bit more elegant than the IDB screen alone, you can create, and the distribute, quite elaborate intake forms in Excel.

The 'trick' is simply to assign a name to each cell that contains data that you wish to store as IDB data. A name, an address, a monthly child support calculation. Save the form as a model and recall it for completion (or send it to a 3rd party --your customer or client -- for completion.

Once the form has been filled out, the actual IDB data record can be completed in two clicks.

The IDB records saved in Pathagoras/Excel are stored in the identical folder used by Pathagoras/Word. They are identical in both form and substance, and are totally compatible with one another.

The below are two examples of data collection forms. The first one is a simple form which asks just for personal data. The second one is a spreadsheet in its more classic sense --a HUD-1 Settlement Statement, with calculations and references to multiple worksheets.

Figure 1. A sample simple Intake Form.
Each yellow cell has been assigned a name (red arrow).
When the end user completes the form,
the data can be quickly moved into a new Instant Database
Personal Data Record (blue arrow)

Figure 2. A more complex spreadsheet (HUD-1).
This form uses multiple worksheets to perform its calculations.

As mentioned above, there are at least two ways that forms such as the above can be used.

•	You can input the data locally. Once all of the data is entered, you can instantly export the values directly into an IDB record by clicking the Create IDB Data Record button.

•

Alternatively, you can send (e-mail) the form to the customer or client or field representative and ask him or her to complete it. When done, the recipient sends it back. You would store the completed form like any other document or spreadsheet in a location where you can quickly access it. Display the spreadsheet, click the Create IDB Data Record button and you have an Instant IDB record.

See next sections for more detail on how to prepare a spreadsheet for data collection and on how to merge data into Word documents directly from Excel.