How to create a ZumeForms Record data source

Purpose of the guide

Based on customer feedback, we’ve implemented an exciting new feature – the ZumeForms Record!

This feature will allow you to create and manage data records and uses them as data sources on other forms. This is implemented in two parts:

  • First, you need to build a form that creates the data source record and is subsequently used to manage it.
  • And second, you need to add a ZumeForms Record control to a production form, allowing the data source records to be used on either drop-down lists or radio groups.

Let’s get started!

Implementing the ZumeForms Record
Part 1: Creating a data source form

For this example, we’ve created a simple form with which to create and manage our data source.

There are two compulsory parts that the form needs to have:

  • A text field
    • With a label of SessionID
    • And a field name of SessionID
    • Set a default value of 0
    • Make the field hidden via its properties
  • A repeat – what goes inside the repeat is up to you 😉

Optionally you can create another hidden text field and use it to set the form name, via the Field as Record Name setting in the field properties.

The reason behind the SessionID text field and more importantly its default value of 0 is that this tells the framework what access levels need to be set on the records created by the form. The right access levels are needed in order for the ZumeForms Record to be able to access the data.

Write down or remember the field names of your repeat and the fields inside it – you’ll need those names when binding controls to your datasets.

Handy Tip: Create an appropriately named folder in Your Records and when you save the data source form, set your newly created folder as the save location for your record – this will make it easier to find in the future.

Part 2: Creating some records

Before you can add a data source to one of your production froms, you first need to create a record.

  1. Run the data source form you created in part 1.
  2. Fill out the form with the data you require. Our form looks like this:
    Filling in a data souce form.
  3. Click submit when you have finished adding your data sets.
  4. You can now go to Your Records and see that the record set has been created.

That record is now that data source that we can use in our production forms. We can update the record as well when new data is available so that our production forms have the latest information:

  1. Go to Your Records.
  2. Locate your record, hover over it and click the Open Form link to the right-hand side of the record.
  3. Your data source form will open up, and load all of your existing records into itself. You can then create new data sets, update old ones, and even delete them.
  4. Click submit to save your changes.
  5. Your production forms will now have the latest information, the next time they are used.

Handy Tip: We recommend keeping the number of records below 100 data sets.

Part 3: Adding a ZumeForms Record to a production form

For this example, we’ve created a simple form which uses a data source via the ZumeForms Record feature.

Adding the ZumeForms Record is easy and is implemented through two main stages:

Adding the record control

  1. In the left-hand side menu, click the Advanced Fields item.
  2. In the expanded menu, click and hold the ZumeForms Record control, then drag it onto the form. A blue block will appear on the form, like this:
  3. Next, click on the control and a properties window will pop-up.
  4. Then click on the drop-down field and select the “Record is saved in the Form owners account” option.
  5. Next, click on the Select Record button – this will create a pop-up window showing your records – select the record you created earlier.
  6. Click Ok to save.

Setting the data source

Now that your form has access to the recordset, we can add it into some of our form controls. The ZumeForms Record feature allows data to be provided to:

  • Drop-down controls
  • Listbox controls
  • Radio group controls
  • Checkbox group controls

Linking a control up to the Record is a straightforward process:

  1. Start by clicking on a control to load up its properties window.
  2. When the window has loaded, click on the Data tab at the top of the window.
  3. Next, click on the drop-down menu, one of the options will be the name of the Record you created earlier. Select the Record.
  4. You will see four new fields will appear:
    1. Repeat Name
    2. Data Value Column
    3. Data Display Column
    4. Data Merge Text Column
  5. Those fields need to set to the same names as we defined in part 1, i.e. the repeat name should be the same as the repeat name from your data source form. As per our example, it looks like this:
    Field control properties
  6. Finally, click Ok to save.