Improve and Monitor Compliance

Context

Dashboards and reports can be powerful tools in monitoring data and assisting in making decisions, but only if your data collection practices are satisfactory. Are you asking the right questions for the information you’re trying to gather? Are you trying to collect too much information that isn’t really relevant? These factors may influence not only the quality of your data, but how people engage with your workflow. A questionnaire that is brief and to-the-point is much easier to complete than one which is too long or highly repetitive. Furthermore, you may feel more interested in completing a questionnaire if you know that you’ll benefit from doing so, particularly if you can receive feedback on the information you provided.

In addition to the quality of the data, it’s important that the data set is complete. Let’s say you’re collecting daily wellness metrics from your players and one of the fields is how sore they feel. You might want to find out the average soreness ratings for the team because their training load recently increased and you want to see how they’re coping with it physically. If the players haven’t been filling out their daily wellness metrics, their average soreness won’t be accurately reflected.

The first step is to encourage engagement through succinct form builds and reminders to fill out questionnaires. The second step is to track compliance and follow up with those who haven’t been entering data.

Goals

This tutorial will take you through the process of using daily reminders to encourage engagement with a workflow and use history calculations, smart saves and smart flows to track compliance at filling out multiple daily forms.

Outcomes

1. Set up a daily reminder for people to fill out a daily wellness form each morning.
2. Use history calculations to count how many records someone has entered for the daily form that day.
3. Use smart saves to automatically save a daily summary record every morning as an initial compliance check.
4. Use smart flows to automatically update the daily summary record after daily wellness has been completed.
5. Use a matrix widget in the dashboard builder to display compliance for a group.

Outcome 1: Set up a daily reminder

1. From the administration site, select the daily reminders tool and then select Create new Daily Reminder.
2. Set up the daily reminder with the following parameters:

   

   • Form Id: one of your daily forms (e.g. daily wellness)
   • Check For Data: tick to check if a record has already been entered that day. If so, a reminder will not be sent.
   • Communication Preferences: choose how the reminder should be sent.
   • Hour and Minute: choose the time the reminder should be sent.
   • Select the week days to send reminders.
   • Add a message to show in the reminder.
   • Select the appropriate time zone, or select Local Device Time to account for a range of time zones.
3. Save the daily reminder, then scroll to the bottom of the page to add Reminded Athletes and/or Reminded Groups.
4. Save the daily reminder again. Reminders will start sending the following day based on the criteria you selected above. Repeat the process if you want to have reminders for each daily form.

Outcome 2: Use history calculations to count entries created per day

1. From the builder site, create a new event form called Daily Summary.
2. Add a single select field named Smart flow from and set the daily forms as options. Assign a score of 1 to each option. This field will be used to set up the smart flows in Outcome 4.

   

3. Add a history calculation named Daily Wellness Records. This calculation will be used to count how many records entered today have the Daily Wellness option selected in the Smart flow from field. The calculation is:

   if(option(Smart flow from) = "Daily Wellness", 
   historicalsum(Historical Smart flow from, Smart flow from), 
   historicalsum(Historical Smart flow from))

   The option( ) function is used when option fields have scores assigned and you want to reference the option name instead of the score.

   Change the date restriction to Today and set a data filter to only include data where Smart flow from is equal to Daily Wellness.

   The calculation will initially return an error message but this will disappear after you navigate to a different field in the event form.

This calculation can be interpreted as follows: if Smart flow from is equal to Daily Wellness, look at all of the other records entered today with the same option selected and count how many records have been added including this record. If Smart flow from is not equal to Daily Wellness, still look at all of the other records entered today with the same option selected and count those records.

4. Create additional history calculations for any other daily forms, adjusting the name, calculation and data filter.
5. Add an option calculation named Daily Wellness Compliance. Set Yes and No as the options and use the following formula to return Yes if there’s at least one wellness record logged today:

   if(gteq(Daily Wellness Records, 1), “Yes”, “No”)

   

Outcome 3: Use smart saves to create a record per day

1. Go to the advanced form properties for the Daily Summary form and navigate to the save properties section. Set the Save audits option to No.
2. From the administration site, navigate to the Smart Saves tool and then select Create new Smart Save. If you do not see this option on the administration home page, contact your Smartabase administrator to have this permission added to your role.
3. Set up the smart save with the following parameters:

   

   • Assign a name to the smart save.
   • Select the appropriate time zone or Local Device Time.
   • Untick Trigger at End of Day. You should also check with your Smartabase administrator about the smart save window for your server.
   • Select the Daily Summary form as the Target Event.
   • Set the smart save to run weekly every day.
   • Choose a start and end time for the record. Note that the record is saved during the smart save window (see above) but this indicates the start and end time that will be displayed for the record.
4. Save the smart save, then scroll to the bottom of the page to add Monitored Athletes and/or Monitored Groups.

Outcome 4: Use smart flows to track compliance in real-time

1. From the administration site, select the Smart Flows tool and then select Create new Smart Flow. If you do not see this option on the administration home page, contact your Smartabase administrator to have this permission added to your role.
2. Set up the smart flow with the following parameters:

   

   • Assign a name to the smart flow.
   • Set the Trigger Criteria as the daily form (e.g. Daily Wellness).
   • Set the Target Events as the Daily Summary form.
   • The target event should be saved at a Point in Time of 0 hours- that is, the record will be saved as soon as the Daily Wellness record is saved.
   • Tick the Use Template box. This will show part of the Daily Summary form. In the Smart flow from field, select the Daily Wellness option then select Save New Template. Name the template and click Okay.
   • Tick the Delete Target Event(s) box- this means that if a Daily Wellness record is deleted, the corresponding Daily Summary record will also be deleted.
   • Either tick the Enable for all Users box to apply this smart flow to all users, or click Save and then add Monitored Athletes and/or Monitored Groups.

Outcome 5: Use a matrix widget to visualize compliance in the dashboard builder

1. In the dashboard builder, create a new dashboard or open an existing dashboard.
2. Ensure that the Daily Summary event form is a data source in the dashboard.
3. To limit the compliance data shown in the dashboard, you could either limit the data source or use date picker widgets. In this example, the Daily Summary data source is limited to the last 2 weeks.

   

4. Create a new matrix widget using the Add Widget button.
   1. In the Data section, select the Daily Summary data source and apply any data filters if necessary (e.g. date picker or select box widgets).
   2. In the Rows section, select the About field and set the data type to string, with the rows sorted by values in ascending order.
   3. In the Columns section, select the Date field and set the data type to date, with the columns sorted by values in ascending order.
   4. In the Values section, set the Daily Wellness Compliance to aggregate and set the data type to string using the most recent record aggregation.

      

5. Create a ruleset for compliance values where Yes is green and No is red.

   

6. Return to the matrix widget and use the new ruleset as conditional formatting on the values.
7. For any other daily forms, duplicate the matrix and change the field to aggregate to the other daily form.

   

Test your workflow

• Apply the daily reminder to your account and check that you receive the notification.
• Ensure that your role has permission to view the event forms in the main interface. You will require a minimum of read access to the Daily Summary form and write access to the wellness and training log forms.
• Enter some test records for the wellness and training log forms against an account. Ensure that the account has the smart save and smart flows applied to them.
• Check that the Daily Summary form is returning the correct data and compliance values.
• Load the dashboard and check that the data is displayed correctly in the matrix widget. If there are athlete or date selectors in the dashboard, check that the values change when you adjust the selected options.