Embedded Event Field

Embedded events (available in Smartabase 6.1.00 onward) give people more flexibility to link information from different event forms together. With the embedded event field, you can build event forms that let members of your organization add new records straight into other event forms or link already-created records from other forms.

Embedded events work like related events but offer more functionality to users. Users can filter records they want to link as embedded events. They can also link records to an event form without having to save the event form first.

If an event form has related events enabled, an embedded event in the form will still work. Users can also link any records they have in the related events field as embedded events. Doing this will not affect the data in those records or any of the event form properties.

For example, you could build a medical consultation form and add three embedded event fields. Your team doctor can create a new consultation record and, alongside their consultation notes, add in relevant records about illnesses and injuries, then create a new rehabilitation plan.

To assist the team doctor in finding the relevant records to add to the event form, you can set up filters. The filters in an embedded event field help the doctor narrow down their search for the records. Filters can apply to every field in the record or a selection of fields you expect the doctor to use. Having a selection of filters makes it easier for the doctor to navigate through and select those relevant to the event form. If the doctor needs to see more filters than those provided, they can choose to view every filter.

When a record that has embedded events in it is exported as a PDF or CSV file, then the details from the linked records will be included in the export.

Once you’ve embedded one form into another, you can also link specific data fields from the embedded event into your form using an embedded events summary calculation. For example, you may wish to retrieve the Current Status from a Treatment Notes form which has been embedded in your Injury Record. The embedded event summary field relies on the embedded event field advanced property called Show date column, which must be set to Yes for the field to work. Any field referenced in your embedded event summary field must also be selected in the embedded event field’s properties.

Steps to build a form that uses an embedded event field

1. Log in to the builder interface.
2. Select the Event Forms tool.
3. Select New Event Form from the Options drop-down.
4. Name and categorize your new event form.
5. Add an Embedded Event field from the list of fields in the left sidebar.
6. Name the embedded event field.
7. Choose which event form you want to embed.
8. Decide whether you want to show the date filters for the person who will be using the embedded event to find the records they want to link.
9. Set up any filters you think might help someone find the records they’ll be looking for.
10. Choose which fields from the embedded event you want to have show up as columns (just like setting up an embedded report).
11. Set up any visibility criteria you need.
12. Set the field advanced properties, including:
    • Do you want the Date column to show?
    • Do you want the About (athlete name) column to show?
    • Do you want the By (who last saved the record) column to show?
    • Do you want this embedded event to show in tables (reports or performance history)?
    • Do you want this embedded event to appear when the record is exported as a PDF.
13. Save the event form.
14. Assign data permissions to your role to allow you to test this form on the main interface. Remember that you’ll need to have data permissions for the event form you’ve embedded as well as the form you’ve just built.