How to extract & export data collected in Fluix Datasets

Part 1. Extracting data from completed forms

Once the data is collected by the field teams and the forms are submitted, you can make the next step – which is to extract the data and export it in an aggregated way for further analysis and advanced reporting. This automated way of processing data completely eliminates manual effort, allowing you to make fast, data-driven decisions.

With that in mind, let’s take a look at how to extract and export data from Fluix.

To start collecting data, you first need to add a dataset as a submit action in a workflow. It’s important to note that the dataset will only start collecting data from the time it’s added to a workflow – it won’t retroactively pull in data from the past.
To add a dataset to a workflow, navigate to ‘Configuration’ from the main menu in the Fluix Admin Portal and select ‘Workflows’. Click on the name of the workflow you’d like to add the dataset to, then click ‘Edit Workflow’.

To add a dataset, click the small plus sign under the action point where you’d like to start collecting data from, and choose the ‘extract data’ option.

Then click ‘Add New Dataset’, give it a name, and press the ‘Enter/Return’ key on your keyboard.

Next, select the new dataset and then click ‘Done’. To save your changes, click ‘Save and Publish’. Your dataset is now connected to the workflow and it’s ready to collect data from the forms submitted by the participants of the workflow.

As soon as you have some forms submitted and data ready to export, navigate to ‘Data’ and select ‘Datasets’.

Part 2. How to export data

1. To export the data collected in datasets, select the dataset you’d like to export.

2. Click the CSV or Excel options to immediately download the Dataset to your computer.

3. To export the dataset to a third-party storage solution, you’ll need to know which format of data your third-party platform accepts. If it’s JSON, choose the Power BI link, and if it’s XML, choose the Tableau link.

4. By default, each dataset includes all of the fields that are present in submitted documents, and the fields are named exactly as they are in PDFs. Sometimes you might only need to export a specific portion of data, for example, perhaps you’d only like to see data from specific fields in a form – you can do this by creating a new data subset with filtered fields, which is a filtered view that you’ll be able to export separately.

To do this, select the main Dataset you want to filter, click ‘customize’, followed by clicking ‘Create new Subset’.

5. In the upper left corner, give your new subset a name. On the left, you’ll see a list of documents that have already been completed. Click on the fields on the document to select the ones you need to export, and they will appear in the list on the right. You can easily rename them for better reporting.

6. When you’re done, click ‘Save and Apply’ in the top right corner of your screen.

7. To export or download the new data subset, navigate to it, and select the option you need.

Part 3. How to configure email notifications

When the collected field data suddenly changes or is not within the expected values, you can get an email notification to act accordingly.

For example, say you have an Engineer conducting pressure checks on a water pipe system and logging the pressure readings in Fluix.

If they log a reading figure that’s different from a normal reading, you can set up Notification Rules in Fluix to send an email alert to anyone who should be notified of the pressure change. 

1. To set this up, navigate to the main Dataset section of Fluix and select the dataset you’d like to set the notification rule for, then choose the ‘Notification Rules’ option.
   
2. Next, add the recipients who should receive these notifications and click ‘Confirm’.
   
3. Select the required parameters from the dropdown options to set up the condition. In this case, the notification will be sent if the selected parameter is less than the indicated value of 24.
   
4. If you need to, you can also  specify an accompanying message for this rule.
   
5. If several conditions must be met simultaneously in order to send a notification, you can easily configure that, too. Simply click the “Plus” button to choose the additional parameters and set up the conditions.
   
6. You can also set up two or more different notifications for the same participants. To do so, click the “Add Rule” button and specify the conditions for it. For example, this may be useful if you want to set up several verification steps with different conditions.

This feature does not replace an entire emergency protocol or procedure, but it can help to keep everyone informed.

Part 4. How to provide access to Datasets

Datasets are part of the Fluix Admin Portal – this means only the Account Owner and Admins with adequate permissions can see and access them. 

If you’d like someone else on your team to have access to datasets, perhaps to prepare reports and export data, you can assign a role to them with specific permissions to allow them to do that. 

This role has been pre-configured in Fluix as a Data Analyst role. To assign this role to a user, navigate to ‘Configuration’ from the main menu in the Fluix Admin portal, then select ‘Roles’, and ‘New Role’ and choose ‘Data Analyst’. 

Next, add the user you’d like to assign the role to and click ‘Select’. You’ll then be able to set specific permissions for them in the ‘Access To Datasets’ section. Finally, click ‘Save and Apply’.

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