Frequently asked questions

General questions

• How do I access My DataBase Online from my blackberry or PDA?

just open the web browser on you device and go to http://mobile.mydbol.com. login in as you would normally.

• Can I use My DataBase Online to track the status of a placment or project

My DataBase Online allows you to report on any of the fields in your forms filtered by any number of criteria. Our Report Generator tool makes creating reports easy.

• If a form has been deleted, can it be retrieved?

Yes! My DataBase Online is backed up every 12 hours so you can restore your database when ever you wish. Just call us and we'll take care of it.

• I have an application form and I would like to include a picture for each applicant, can I do that?

Yes! Just add a question and make the Answer type 'image'. You will now be able to upload a picture that will display when that record is viewed. You can even add a caption to the picture if you wish.

• If I plug a form into my agency web site will people be able to see all the questions on that form?

No. if you uncheck the printable properties for a question it will not appear on a web form.

Question about Creating/Editing Forms

• How do I create a new form from scratch?
  1. Click on the CREATE FORM button.
  2. Click on the Create a form from scratch link.
  3. Enter the name for your new form and Click the CREATE FORM button.
• How do I create a new form from a template?
1. Click on the CREATE FORM button.
2. Click on the create a form from a template link.
3. Enter the name for your new form and Click the
   CREATE FORM button.
4. Select a template from the available templates list and click next.
• How do I create a new form from imported data?
1. Click on the CREATE FORM button.
2. Click on the create a form by importing a file link.
3. Enter the name for your new form and click the
   CREATE FORM button.
4. Select the file you wish to import and click the upload button.
5. Select the fields that you will use to make a name for each entry and click next (You may choose as many as three fields to be used to make a name for an entry)
6. If any of the fields are populated with zip code information (4-5 digits numbers only) select that field and click next. This field can be used to conduct 'zip code' based radius searches.
   Click to view "zip code radius search video".
7. Your form has been created and My DataBase OnLine has intelligently converted your questions into the best type available based on the data it found.
• How do I create a new child form?
1. Click on the EDIT FORM button in the green control bar.
2. Choose the parent formyou want to create a supporting form for.
3. The edit tool will come up for that parent form.
4. In the Create/Delete Child Forms section click on the create child form link.
5. Enter the name for your new form and click the CREATE FORM button.
6. Your new form will be opened in the edit tool.
7. Click on the add a question link.
8. If no groups have been created from this new form, click on the add a group link.
9. Enter the question group name and click save.
10. Click close in the edit question group window.
11. Click on the add a new question link
• How do I delete a child form?
1. Click on the EDIT FORM button in the green control bar.
2. The edit tool will come up for that parent form.
3. In the Create/Delete Child Forms section click on the Delete Child Form link.
4. Select the child form to delete from the delete pull-down list and click the delete button.
5. You will be presented with a popup window asking you to enter 'delete child' to confirm your delete.
6. Your form has been deleted.
• How do I add a new question to a form?
1. Click on the EDIT FORM button in the green control bar.
2. Choose on the form you want to create a supporting form for.
3. The edit tool will come up for that form.
4. Click on the add a question link.
5. Enter the question text in the display text field.
6. Select a group to place this question in.
7. Select the answer type that you would like to use for this new question.
8. If you have chosen a pull down list answer type, selecta new the list of answer to use.
9. Click the SAVE button.
• How do I edit an existing question ?
1. Click on the EDIT FORM button in the green control bar.
2. Choose on the form you want to create a supporting form for.
3. The edit tool will come up for that form.
4. Click on the question text.
5. Edit the question as you wish.
6. Click the SAVE button.
• How do I delete a question from a form?
1. Click on the EDIT FORM button in the control bar.
2. Choose the parent form you want to create a supporting form for.
3. The edit tool will come up for that form.
4. Click on the question text.
5. Click the DELETE button.
6. You will be presented with a popup window asking you to enter 'delete question' to confirm your delete.
7. Your form has been deleted.
• How do I Add a new question group to a form?
1. Click on the EDIT FORM button in the green control bar.
2. Choose on the form you want to create a question group for.
3. The edit tool will come up for that form.
4. Click on the add a question link.
5. The add a question window will popup.
6. Click the add group link.
7. Enter the group name.
8. Click the SAVE button.
• Renaming a question group?
1. Click on the EDIT FORM button in the green control bar.
2. Choose the form you want to create a question group for.
3. The edit tool will come up for that form.
4. Click on the group name in the form.
5. The Edit Question Group window will popup.
6. Change the group name as you wish.
7. Click the SAVE button.
• How do I create a new list?
1. Click on the EDIT FORM button in the green control bar.
2. Choose on the form you want to create a question group for.
3. The edit tool will come up for that form.
4. Click on the create a list link in the edit lists section.
5. The list creation tool will open.
6. Enter the name from your new list and click the create list button.
7. Your new list is opened in the edit list tool.
8. Enter your new list item text click the SAVE button.
• How do I edit list items?
1. Click on the EDIT FORM button in the green control bar.
2. Choose on the form you want to create a question group for.
3. The edit tool will come up for that form.
4. Click on the list name link in the edit lists section.
5. Your list is opened in the edit list tool.
6. Click on the list item link.
7. The item will be opened in the edit item tool.
8. Change the item and click the SAVE button.
• How do I delete list items?
1. Click on the EDIT FORM button in the green control bar.
2. Choose on the form you want to create a question group for.
3. The edit tool will come up for that form.
4. Click on the list name link in the edit lists section.
5. Your list is opened in the edit list tool.
6. Click on the list item link.
7. The item will be opened in the edit item tool.
8. Click the delete button.
9. Enter the delete item in the pop-up box to confirm this action.
10. Click the OK button.

General questions about Forms

• What is the difference between a parent form and a child form ?

A parent form is the main form used to store your product information. And the child form is a document that is linked to a parent form. It is a supporting document such as a reference or a contact.

• Can a create more than one child form under each parent form ?

Yes! You can create as many child forms as you wish.

• How many questions can I have in any form?

You can add as many questions as you wish to any form. You can make a form that contains hundreds of questions. While it is possible to create a form with hundreds of question, you should really take some time to organize questions into well formed groups. Taking a little time to think about the layout of your form can save you valuable time.

• How do I prepare a spreadsheet to be imported?

Preparing a spreadsheet for import is fast and easy. The only thing you need to do is replace any commas in the file with three colons and save the file as a '. CSV file. This takes about 1min. Click here to see how.

1. Open the spreadsheet application.
2. Select all fields in the spreadsheet.
3. In your spreadsheet application click on the edit menu.
4. Click on find/replace.
5. Enter a ',' in the find field.
6. Enter a ':::' in the replace field.
7. Click the Replace All button.
8. Under the file menu Choose Save as...
9. The Save as.. dialog box will appear.
10. In the Save as.. type choose CSV and click the Save button.
11. Your file is ready for import into My DataBase OnLine.
• Can change a questions Answer type?

Yes. Not only can you change a question type from one type to another but,My DataBase Online will convert all the work for you. For example: Say you have been storing information in a two option question question for the last month and you've just realized that there are really 5 possible answers for this question. All you have to do is change the answer type from "two option" to "pull down list" and My DataBase Online will build a list for you based on the answers you are saving. You can then edit that list and add the 3 new answers.

• What does it mean to make a question printable?

Making a question printable will make that question viewable when a blank form is printed or when that from is sent to someone via a public link. If a question should only ever be seen by people in you firm, that question should probably not be maked as printable.

• Will making a question hidden delete the infomation stored in it?

A parent form is the main form and the child form is a document which contains supporting information which is linked to a parent form.

Questions about Creating/Editing Reports

• Creating a report
1. Select the form you want to create a report for from the Choose Form pull down list,
2. Select the field you want to see in the report. To select multiple fields hold down the 'CTRL' key on your keyboard as you click on the fields.
3. Add conditions to the report if needed.
4. Select where you would like to send the report to and click the run report button.
• Saving a report
1. Create the report.
2. Decide on a name for the report.
3. Enter the report name in the Save report as text field.
4. By default the report is marked as private this means that the only the person who created the report will be able to view it. If you would like everyone on you team to be able to see this report simply uncheck the private checkbox.
5. Click the SAVE button.
• Loading a report
1. Select the report you wish to see from the Saved reports pull down menu.
2. Click the LOAD button.
3. Your report is loaded and ready for use.
• Deleting a report
1. Select the report you wish to delete from the Saved reports pull down menu.
2. Click the Delete button.
3. Click OK to confirm your action.
• Adding conditional statments
1. Click on the EDIT FORM button in the green control bar.
2. Choose on the form you want to create a supporting form for.
3. The edit tool will come up for that form.
4. Click on the add a question link.
5. Enter the question text in the display text field.
6. Select a group to place this question in.
7. Select the answer type that you would like to use for this new question.
8. If you have chosen a pull down list answer type, selecta new the list of answer to use.
9. Click the SAVE button.
• Choosing the report output
1. Construct a new report or load a saved report.
2. In the "Select the report output" section, selectone of the following:
• Screen
  This will open your report in a new browser window. The window will pop up on your screen. In this window you will be able to click on any of the text to pull up the form that the information was pulled from.
• CSV file
  This will automatically download a file that can be opened in a spreadsheet application.
• Make Preview
  This will create a preview of 10 results in area the below the "Select the report output" section. This is helpful when generating reports that will produce a large output, as the report preview will finish a lot faster and allow you to see if you are happy with the results.
3. Click "Run Report" button.

General questions about Reports

• Can I save a report so that my whole team can see it ?

Yes!: When you are saving a report simply uncheck the "private" check box. This will make the report available to all of your team members.

• When I save a report am I saving a file or a report configuration?

When you save a report what are really saving is options you have selected to produce the report you wanted. Every time you run the report it is regenerated using the information in the database now. If you wish to save the report as a file, follow the directions for saving a report as CSV file.

• Can I use Report Generator to find records that where updated via a "public link"?

Yes! When a record is filled out via a public link that you sent to someone in an email, the "updated by" field is set to "internet user". Knowing this, you can create a report with one of the conditions set to "updated by contains internet"