The Entered by calculation can be used to record which user account created and saved a record or filled out a table row within a record. It can be used in event or profile forms.
The result is calculated after the record has been saved and will not change if the form is edited and saved by another user. If the Entered by calculation is added to an existing form after records have already been created, the field will remain blank until the record is next saved and that person will be saved as the creator. If the next save occurs via a resave, the name of the person who triggered the resave will be saved. It is also possible to import the names of other users into an Entered by calculation.
Using an Entered by calculation in an event form
An Entered by calculation can be placed anywhere in a form and it will store the name of the user who first created the record. In this example, a purchase order form contains an Entered by calculation to display the user responsible for entering and saving the order, for accountability purposes. The Entered by field is not visible until after the record is saved.
In the screenshots below, the first image (on the left) shows the record before it is saved and the second image (on the right) shows the record after it has been saved.
Once a user creates a new purchase order record, their name will appear as the Entered by value. Administrators and coaches of the team could see who was responsible for the orders and notify them of any additional information or changes to that order.
Using an Entered by calculation within a table in an event form
An Entered by calculation can also be placed within a table in an event form to store the name of the user who saved the table row. This means that multiple users could add rows to the table and each row would indicate who entered that data.
In the example above, an injury record form contains a treatment consultation table. Each time an athlete receives a consultation for their injury, a new row is added to the table. Since the athlete may not always see the same practitioner for their injury, an Entered by calculation is included in the table. This allows you to see who entered each of the treatment notes for the athlete’s injury, without needing to manually enter the name of the practitioner each time. During data entry, the calculation is blank.
Once the record has been saved, the name of the user who saved the previous table row can be viewed.
If the table defaults to showing multiple table rows and not all rows are filled out, the Entered by value will default to the user account name who first saved the record.