Types of Fields in your Template
In order to process your data, you will need to create a Template and define the fields on that Template. A field is each answer or response within your form that you want to digitize. Each field you draw tells Captricity where to extract data from on your form and what type of data it is.
Fields created using the general field definition tool and the table tool can be defined as any of these six options:
D. Multiple Choice
F. Blacked out
Each field has specific characteristics and formatting that allows your data to be captured effectively. You can add special instructions to text, number, and multiple choice fields to ensure your data is coded as you want it to be. Defining your fields accurately will help ensure that you get the high quality data you want.
A. Text Fields
Text fields allow any characters to be entered. All fields you draw are defined as Text by default. Text fields are perfect for capturing data that contains various types of characters and for data that isn't limited to a few standard responses. After defining a field as a text field, you'll choose whether it is long text, medium text, short text, or email. Choosing the most appropriate field type helps Captricity digitize your data as efficiently and accurately as possible.
- Long text fields allow up to 2000 characters to be captured.
- Medium text fields allow up to 70 characters to be captured.
- Short text fields allow 50 characters of data maximum to be captured.
- Email fields ensure that the data you receive is transcribed in the proper email format, -------@----.---
B. Number Fields
Number fields by default only allow numbers and select additional punctuation you specify to be captured. Number fields are perfect for data that you know will always be numeric. After defining a field as number field, you'll select whether it is decimal, whole number, or phone.
- Decimal fields allow all numbers 0 through 9, periods, spaces, and dashes to be captured in your data. You can also specify a minimum and maximum value to allow for the field, which is helpful if you know that all of your data will fall within a set range. Decimal fields are good for capturing non-integer numbers, such as monetary amounts or GPAs.
- Whole number fields allow all numbers 0 through 9, spaces, and dashes to be captured in your data. You can also specify a minimum and maximum value to allow for the field, which is helpful if you know that all of your data will fall within a set range. Whole number fields are great for capturing integer numbers, such as zipcodes and social security numbers.
- Phone fields allow all numbers 0 through 9, parentheses, spaces, and dashes to be captured in your data. Phone fields are perfect for capturing phone numbers in your data.
After defining the subtype, you can choose to allow additional punctuation in the field under the Formatting tab of the toolbox. The punctuation you can manually allow in any number field include dashes -, plus signs +, parentheses (), slashes /, dollar signs $, percentage symbols %, colons :, and spaces . You can also select the range of numeric data to capture if you know that all of your data will fall into a specific range.
C. Date Fields
Date fields allow you to specify the formatting of your dates, such as MM/DD/YYYY or DD-MM-YYYY. By default, all dates will be captured exactly as written, no matter if they are longform dates (such as November 22, 1991) or numeric dates (like 05/31/2015). There's no subtype for this field, but there is additional formatting to apply based on the expected input and desired output of the date data on your forms. To learn more about how to use Date fields to standardize your date data, check out this article.
D. Multiple Choice Fields
Multiple choice fields allow you to capture data that has set, specific values. Multiple choice fields are excellent for capturing survey responses and testing data that is provided in a multiple option format. After defining a field as a multiple choice field, you'll choose whether it is select one or select many. Then, you'll define the possible values for the field by entering each possible response on a separate line. You can list many possible values for both subtypes - the names refer to how many of the values will be chosen in your forms.
- Select one fields only allow for one of the possible values to be captured. This is good for fields for which there will only ever be one response chosen, such a test question.
- Select many fields allow for mulitple possible values to be captured. This subtype is perfect for data that allows for more than one set response to be selected, such as questions that ask for many reasons to be selected from a given list.
E. Picture Fields
Picture fields capture an image of that field on each of your forms. The contents of the field will not be transcribed, and your results will contain an image of that field on each form. Picture fields are perfect for data that you want to know exists but for which you don't need an exact transcription, like a signature.
F. Blacked Out Fields
Blacked out fields redact the field from the results and from the processed forms. Any data that is blacked out will not be captured. Blacked out fields are perfect for sensitive data that you don't want to include in your results, such as personal identifying or financial information.