Create a repository for your form

FormShare stores submission data in a repository. Details of this are covered in the section "How does FormShare stores my data?".

For each ODK form that you upload into FormShare, the system creates a database to hold its submissions. This database is called a “repository”. At first, forms are uploaded in a “testing” stage (without a repository) but then you can create a repository for them to store “real” data. The reason for a testing stage is that it is easier to replace a form without a repository because FormShare does not need to alter the underlying database, however, it is possible to merge new versions of a form into a common repository.

After you tested your form you can generate a repository for it.

1. To create a repository for your form click either the button "Create repository" or the link "create a repository for the form". The repository creator will appear.

1. If you have testing data you can automatically import it into the repository (default) however, you can discard/delete all testing data.

2. To create the repository click on the "Create repository" button.

Note: If your form has multiple languages the repository creator will ask for more details. This is covered in the section "Forms with multiple languages".

FormShare will start generating your repository

Afterward, the "Form details" page will appear with more options and utilities.

1. With repository: The form now appears with a repository.

2. In database: Submissions are now stored in a database. You can start cleaning the data using the Web Interface or through API.

3. With error: Submissions that don't enter the database go to the error log.

4. Log entries: The process of cleaning submissions with errors generate traceability records in the error log. You can review them at any time.

5. Merge new version: It is normal to have new versions of a form even after substantial testing. A new version of a form will store the submissions in the same repository of its previous version. This means that you WILL NOT have two different sets of data that then you would need to join. This is covered in more detail in the section "Merging subversions of a form".

6. Anonymize fields: You can mark fields as sensitive across all tables. Fields marked as sensitive will not appear in public products.

7. Manage submissions: This feature allows you to delete submissions or move a submission from the database into the log entries. This is covered in more detail in the section "Working with submissions".

8. Import external data: FormShare allows you to import data from FormShare 1.0 (JSON), ODK Central (XML), and third-party platforms in JSON format. This is covered in more detail in the section "Import external data"

9. The audit log: FormShare logs any change in the data regardless of the method used (e.g., Web interface, API, etc). This is covered in more detail in the section "The audit log".

10. Export data: Now that the form has a repository, it is possible to export the data in different formats like Excel, and JSON. This is covered in more detail in the section "Data products".