Issue and manage collector codes

• You need permission to edit the survey or form.
• For forms: check the form can be collected offline. See What is Collect?.
• Survey codes start with FBX- and form codes with FRM-, so it's easy to tell them apart.

1. Open the survey or form, click Options, then Field Collector Codes.
2. Click Issue New Code.
3. Fill in the collector's details:
   • Collector Name (required)
   • Phone Number, Staff Reference, Location / Area
   • Code Expiry Date: after this date the code stops working.
   • Response Limit: the most answers this person may send. Leave it empty for no limit. See Collector quotas.
   • Notes
4. If the survey or form has custom patterns, a warning lists the questions or fields concerned. Tick I understand. Issue the code anyway. to confirm. See Patterns and field collectors.
5. Click Issue Code.
6. The new code appears on screen. Click Copy and send it to the collector.

Warning Issue one code per person. A code links itself to the first device that uses it, and refuses every other device. Codes cost nothing, so five collectors means five codes.

Patterns and field collectors {#patterns}

Custom patterns (for example a phone number format) stay strict on the public link, but the Collect app doesn't check them. That is why a code for a survey or form that has patterns asks for your confirmation: you are agreeing that field collectors won't be held to those patterns, to prevent answers being lost when they sync.

• You confirm every time you issue a code. Nothing is remembered.
• While a survey or form has patterns and at least one working code, its header shows Patterns not checked in the field, so the reminder travels with it.
• Answers that don't fit are kept, counted and marked for you to review. See Answers that don't fit the pattern for forms and the same for surveys.

Collectors open the Collect app in their phone's browser. You'll find the link under Options → Field Collection App. They can install it on their home screen from there.

The codes list shows, for each collector:

• how many answers they have sent,
• when their device last synced,
• whether they have reached their limit (Response Limit Reached),
• how many of their answers were refused, and when.

Warnings to act on:

• Silent for 2 days or more: the collector hasn't synced for at least two days. It's usually a flat battery, a broken phone, or someone who stopped working. A quick phone call answers it. Use the Not synced recently filter to find them.
• Answers refused: some answers reached the server and were turned away. See Collector quotas and Collect problems and messages.
• Awaiting review: answers collected on an older wording of the survey. They are saved, but waiting for you to check them.

If a phone is lost, broken or replaced:

1. In the codes list, open the menu on the collector's row.
2. Click Unlink Device.
3. The collector can now link a new device with the same code.

Answers already sent are not affected.

To end a collector's access, click Revoke Access on their row. The device stops working at once.

Note Revoking a code or letting it expire never deletes what that collector already sent. It only stops new collection.