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Manual: Data Collection

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Manual: Data Collection
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1. Create a data collection

Click on «Add New Item»
Select «Data Collection».
Give the data collection a «Title».
Click on «Create Data Collection».
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2. Adjust the settings of the data collection

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Configure the basic settings of the data collection

In the settings of the data collection, you can adjust general settings that will be applied to the entire data collection. More specific settings can be made for your table(s) (see 3.4 Adjust permissions for the table).
Go to the «Settings» tab.
If «Online», others can access the data collection.
If checked, users can decide if they want to be notified about new entries and changes.
Under «Tile Image» you can upload a tile image for the learning sequence (see also Manual: Tile design). 
When inserting images, please follow the recommended image sizes (see Notes on image sizes on ILIAS).
«Save» your settings.
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Restrict availability

You can set the period in which the data collection can be accessed. Outside this period, the  data collection cannot be accessed.
Go to the location on ILIAS where you have stored the data collection.
Open the data collection's actions menu.
Select «Availability».
Activate the «Temporarily available» option and enter the period during which you want the data collection to be accessible.
If checked, the data collection is visible outside the designated availability but cannot be accessed.
«Save» your settings.
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Adjust permissions for the data collection

Data collections are initially set so that students can access them and read the entries. If students are also to make entries, you have to give them the appropriate permissions to do so. Follow the steps below: 
Go to the «Permissions» tab.
In the «Course Member» column, check the «Add/Edit entry» item.
«Save» your settings.
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3. Edit a table

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Add fields to a table

When you have created a new data collection, you get a default first «Table» with the (hidden) fields  «ID», «Last Edited», «Owner», «Creation Date» and «Last edited by». You can add more fields to this table to collect all the necessary data. Follow the steps below:
Go to the «Tables» tab.
Click on the title of the table.
Within the table, go to the «Fields» tab.
Click on «Add New Field».
Give the field a «Title».
Select a «Datatype».
Make sure you select the correct data type. You cannot change the data type afterward.
If checked, there can be no identical entries in this field.
Click on «Create Field».
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Edit & delete table fields

Within the table, go to the «Fields» tab.
To edit a field, open the field's actions menu and click «Edit».
You can delete single or multiple fields.
To delete one field, open the field's actions menu and click «Delete».
To delete several fields, select the corresponding fields and click  «Delete fields».
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Make table fields mandatory, hide or lock them

Go to the «Tables» tab.
Click on the title of the table.
Within the table, go to the «Views» tab.
Click on «Standard Views».
Within the views, go to the «Entry Creation» tab.
All the fields you have created in the «Fields» tab will be listed here (see 3.1 Add fields to a table). For each of these fields, you can choose one of four editing permission:
  • Visible: The field is displayed and can be filled in.
  • Required & Visible: The field is displayed and has to be filled in to save the entry.
  • Locked & Visible: The field is displayed but cannot be filled in.
  • Not Visible: The field is not displayed.
«Save» your settings.
If users should be allowed to edit entries (see 3.4 Adjust permissions for the table), you can define the editing permissions separately in the «Entry Editing» tab.
By locking fields in the «Entry Editing» tab, you can prevent retrospective editing of individual fields, even if users are generally allowed to edit entries.
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Adjust permissions for the table

In the permission settings of the data collection, you have broadly defined who is allowed to enter data in the data collection (see 2.3 Adjust permissions for the data collection). You can fine-tune this permission for each individual table. Follow the steps below:
Within the table, go to the «Settings» tab.
If checked, authorized users (see 2.3 Adjust permissions for the data collection) can create entries in this table.
You can define whether users are allowed to edit all or only their own entries. If unchecked, entries can not be edited. 
You can define whether users are allowed to delete all or only their own entries. If unchecked, entries can not be deleted. 
You can also enable or disable retrospective editing for individual fields (see 3.3 Make table fields mandatory, hide or lock them).
If checked, users can only see their own entries.
You can choose whether entering data should only be possible in a limited period and define this period.
«Save» your settings.
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4. Add entries

Go to the «Content» tab.
Click on «Add New Entry».
A form with all fields you have predefined in the «Fields» tab (see 3.1 Add fields to a table). Fill out the fields.
«Save» your entries.
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5. View entries & customize overview

In the «Content» tab, you can see an overview of all existing entries. You can select which table fields are displayed in this overview. Follow the steps below:
Go to the «Tables» tab.
Click on the title of the table.
Within the table, go to the «Views» tab.
Click on «Standard Views».
Within the views, go to the «Overview» tab.
All fields you have predefined in the «Fields» tab (see 3.1 Add fields to a table) will be listed here. In the «Visible» column, you can select whether the field is displayed in the overview or not.
«Save» your settings.
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6. Application scenarios

The following pages will give you an idea of how a data collection can be used:

Zuletzt geändert: 3. Nov 2023, 14:01, Thiel, Anja [a.thiel5]