Overview
The Historical Form Responses feature in KPA Flex allows you to upload historical safety forms and reports, centralizing all your records in one platform. This enhancement streamlines data management, reducing manual entry, lowering admin/labor costs and helping you meet compliance requirements by generating reports from consolidated data.
**Note – User must have the ‘Update Anything Via Dataload’ permission to utilize this new feature
**Note – User must have the ‘Submit Responses’ permission to utilize this new feature and/or ‘Edit Responses’ permission
**Note – User may need to have the ‘Create Forms’ permission to create a historical form
How to Use
- Create the Form: start by building your form using the Form Builder in KPA Flex.
- Download the Template: Once the form is created, use the kebab menu (three dots) on the form to download a Dataload Template. This template is where you’ll populate your data for upload into KPA Flex.
- Format your Data: Populate the template with your historical data. Refer to our Dataload Help Docs for specific formats required for each field. A quick summary of field formats is provided below.
- Utilize Dataload within Control Panel to upload the data to Flex
Field Formats
Field | Accepted Format/Information |
Attachments |
A URL link to a valid file. If given, it must match allowed file types for the form and/or field. Executable files are not allowed. Must be a publicly accessible link.
Resource Library can be utilized where the input must be an exact match for the title. |
Checkbox | Y or N |
Counter | Greater than or equal to zero |
Counters with Subfields | Fields that are subfields on counter fields can be specified to have multiple values using the || values. The number of specified sub values must be either none or match the counter’s count. Nested counters (counters that are subfields on a counter) follow the same format, but the number of subfields must match the total count for all the counter’s counts. |
Datetime | A date, time, or a date and time value depending on the form’s field configuration |
Follow-Up | Since follow ups are in the past state, it must meet the requirements on the form for the follow-up such as signatures and attachments (if required on the form) |
Follow-Up Assignees | Employee numbers are accepted. Order of the assignees indicates the follow ups history. Multiple values are accepted. |
Follow-Up Dates | The date when an assignee was part of a follow-ups history. Number of follow up dates must match the number of assignees. Multiple values accepted. |
Follow-Up Messages | The message for an assignee in a follow ups history. Multiple values accepted. |
Follow-Up Attachments | A URL link to a valid file. Executable files are not allowed. Multiple values accepted. |
Follow-Up Due Date | Due date for a follow up. Multiple values accepted. |
Group Signature Assignees | Employee numbers are used to identify who is part of this group. Multiple values can be entered at once |
Group Signature Signatures | A URL link to a valid image file. Executable files are not allowed. Multiple values can be entered at once. Number of signatures must match the number of assignees on the group signature field. Must be a publicly accessible link. |
Select |
A matching key value for the select field’s configured source, or a custom select field value. If given, it must match an item within the relevant source. Multiple values can be entered.
Employees: Employee Number Field Offices: Code Lines of Business: Code Clients: Name Equipment: Serial Number Equipment Types: Title Job Title: Title Projects: Number Establishments: Name Custom Data Lists: Code |
Sketch | A URL link to a valid image file. Executable files are not allowed |
Subreport |
A Unique ID of a form response in the same dataload. The response’s form id must match what is configured for the subreport field. Subreport pre-populated field functionality is not supported when dataloading, and all subreport values will need to be entered manually.
A template including sub-report headers for a given form can be downloaded using the kebob menu on the form itself, ‘Dataload Template (Subreports)
OSHA forms are unavailable as subreports at this time. |
Text | Text value |
Important Information:
- If any fields are incorrectly formatted, an error will appear, specifying the row causing the issue.
- Column headers within the template are based on the short title of the field.
- Response ID (UniqueID): Include a unique response ID for each historical entry. This ID can be used later for editing. It can contain letters, numbers or a combination of both.
- Terminated Employees: You can select employees marked as ‘terminated’ within KPA Flex. If not listed, use a text box to manually enter the employee’s name.
- Attachments: On the attachment form field, if the method is ‘select from Resource Library’, the input must be an exact match as the title.
-
Required Default Columns:
- Site: subdomain of your KPA Flex website
- RecordType: ‘FormResponse’
- SubmittedBy: the person’s employee number who is processing the dataload
- UniqueID: unique identifier for the form’s response. Identifiers must be unique across all responses on the form
- Observer: OPTIONAL, the response observer’s employee number
- DefaultWhenBlank: OPTIONAL, a Y/N, indicates if empty field entries should be replaced with default values when applicable. This means it can be utilized only for non mandatory fields. When left blank on the response and with Y in this column, the default value for each field is added in the response, as indicated within the settings of each field.
Adding in Meta Fields to Historical Form Responses
You can add metadata, such as attachments, notes, and follow-ups to historical form data. Follow-ups will appear in the past tense (resolved state).
Steps:
- Create the Form: start by building your form using the Form Builder in KPA Flex.
- Download the template with Meta Fields: In the kebab menu select ‘Dataload Template (Meta Fields)’. This version includes additional columns for attachments, notes and follow ups.
- Format your Data: Populate the template with your historical data. Refer to our Dataload Help Docs for specific formats required for each field. A quick summary of additional field formats is provided below.
- Utilize Dataload within Control Panel to upload the data to Flex
Meta Field Formats
Field | Accepted Format/Information |
Follow-Up | Since follow ups are in the past state, it must meet the requirements on the form for the follow-up such as signatures and attachments (if required on the form) |
Follow-Up Assignees | Employee numbers are accepted. Order of the assignees indicates the follow ups history. Multiple values are accepted. |
Follow-Up Dates | The date when an assignee was part of a follow-ups history. Number of follow up dates must match the number of assignees. Multiple values accepted. |
Follow-Up Messages | The message for an assignee in a follow ups history. Multiple values accepted. |
Follow-Up Attachments | A URL link to a valid file. Executable files are not allowed. Multiple values accepted. |
Follow-Up Due Date | Due date for a follow up. Multiple values accepted. |
Folow-Up Signature | A URL link to a valid image file. Executable files are not allowed. Multiple values accepted. |
Attachments | A URL link to a valid file. If given, it must match allowed file types for the form and/or field. Executable files are not allowed. |
Notes | Text value |
Adding in Subreports to Historical Form Responses
You can include subreports as part of your historical form responses.
Steps:
- Create the Form: start by building your form using the Form Builder in KPA Flex.
- Include a subreport field and associate the additional form
- Download the template with subreports: In the kebab menu select ‘Template (Sub-Reports)’. This dataload version includes columns for the subreports associated with each form response.
- Format your Data: Populate the template with your historical data. Refer to our Dataload Help Docs for specific formats required for each field. A quick summary of additional field formats is provided below.
- Utilize Dataload within Control Panel to upload the data to Flex
Subreport Field Formats
Field | Accepted Format/Information |
Subreport |
A Unique ID of a form response in the same dataload. The response’s form id must match what is configured for the subreport field. Subreport pre-populated field functionality is not supported when dataloading, and all subreport values will need to be entered manually.
A template including sub-report headers for a given form can be downloaded using the kebob menu on the form itself, ‘Dataload Template (Subreports) |
Important Information:
- The subreport field within this template must match the historical form’s id that it is associated to.
- OSHA forms are not available for historical subreports at this time.
Utilizing the API
The dataload.create API can be utilized to upload historical form response data.
- Create the Form: start by building your form using the Form Builder in KPA Flex.
- Download the Template: Once the form is created, use the kebab menu (three dots) on the form to download a Dataload Template.
- Follow dataload.create API help docs to proceed with the API (below is only an example)
- Open Notepad, open a file and choose the Dataload Template
- Use a converter to encode to Base 64 format
- Open postman, select method POST, enter URL (https://api.kpaflexdev.com/v1/dataload.create)
- Click on Request Body, token, retrieve token
- Select Json and Raw
- Body is “file”: data:text/csv;base64, copy and paste the encoded data and end with “
- Click send
- Verify that it has sent by going to Control Panel, Dataload
By following these guidelines, you can efficiently load your historical data into KPA Flex, maintaining a comprehensive and accurate record-keeping system.
For more details or specific use cases, refer to our Dataload Help Docs.