Data Manager Form

The form is a simply a template that can be used to enter and edit data. It can be created automatically by StatPac, or you can create it manually (with StatPac or your word processor). To create an automatic data manager form, first load the codebook and then select Design, Data Manager Form,

There are two components to the form. One is the text itself. The text is simply the questions on the survey. The text can be typed directly into the Form window or loaded from an existing word-processed document. The other component is the data input fields. The data input fields define where the answers will be typed on the form. The form is a combination of text and data input fields.

Data input fields will be shown on the form in another color (making them easy to identify). They will appear as a variable number enclosed in brackets.  For example, variable twelve might look like this [12]. Generally, the form will have one data input field for each variable in the codebook.

Data input fields can be inserted or deleted from the form during the study design process.

To insert a data input field on the form, first select the desired variable from the Variable List or Variable Detail window. Then hold the Alt key and click the left mouse button where you want the field to be located on the form. The current variable will be incremented each time you insert a data input field.

To delete a data input field from the form, highlight it on the form and click on the Cut Button, or select Edit, Cut (or use the Ctrl X shortcut). You can highlight multiple data input fields delete them all at once.

Data input fields will be automatically placed on the form when you copy variables from the codebook to the form.

In most cases, the codebook, form, and data file will share the same name. A codebook called RESEARCH would have an associated form called RESEARCH, and you would probably enter the data into a data file called RESEARCH. You will use this simple naming scheme for nearly all studies.

However, there are situations where you may want to use different names for the codebook, form, and data file. The form is simply a template for displaying the data. A form can be used to display all the variables, or just some of them. You can have several different forms for a given codebook. Each form would have its own name, and each could show (or not show) any of the variables. Thus, different forms could be used to give different "views" of the same data

There are two basic ways to create a form. One is to use the codebook to automatically create the form, and the other is to use text from a word-processed file as the foundation for the form. In nearly all cases, you will use the codebook to create the form and then you can modify it as necessary.

Using the Codebook to Create a Form

The form is created after the codebook has been completed.

Automatic form creation involves copying variables from the codebook to the form, and formatting them according to your specifications. To create an automatic form, first load the codebook. Then copy all the variables from the codebook to the form by selecting Design, Copy Variable(s) To Form. The Variable Text Formatting controls how the variables will be formatted on the form.

If you want to delete some or all of the variables from the form, highlight the text you want to delete and click the Cut Button (or choose Edit, Delete) to delete the variables from the form. To delete all the variables on a form (for example, to just start over), choose Edit, Select All, and then click the Cut Button or choose Edit, Delete. The codebook is not affected by any changes made to the form.

If you inadvertently delete an input field or entire variable it can be easily re-inserted. To insert only a data input field on the form, first select the desired variable from the Variable List or Variable Detail window. Then hold the Alt key and click where you want the field to be located on the form. The current variable will be incremented each time you insert a data input field. To insert a data input field and the text for the variable, hold the Ctrl key and click where you want to insert it on the form.

The font name and font size that will be used to create the formatted variable can be set by selecting Format, Set Default Fonts. The Default Text Font will be used to create the text on the form. The Data Input Font will be used during data entry to enter the data into the fields.

Using a Word-Processed Document to Create a Form

If you already have typed your survey with a word-processor, you can use it as the foundation of the form. You probably already used it to expedite the creation of the codebook.

First, using your word-processor, save the survey in Rich Text Format (.rtf).

Next you need to create a blank form. Load the codebook and the select Design, Data Manager Form. Click Copy Selected Variables and type 0 for the Variables to Copy. Then click OK. A blank form will be created.

Open the rich text file in the Workspace window. Select Edit, Select All, Edit Copy (or type Ctrl A, Ctrl C). Open the blank for and Select Edit, Paste (or type Ctrl V). The text from the rich text document will now be part of the Data Manager form.

The final step is to insert the data input fields on the form. These must be added manually. To insert a data input field on the form, first select the desired variable from the Variable List or Variable Detail window. Then hold the Alt key and click the mouse where you want the data input field to be located on the form. The current variable will be incremented each time you insert a data input field. Continue until you have a data input field for all variables on the form.

If you click the mouse in the wrong place, use the Cut Button to delete the data input field, and the Paste Button to insert it at the correct location. A data input field cannot be deleted with the Delete or Backspace keys. It can be deleted with the Cut Button or by selecting Edit, Cut.

Automatic variable creation is an important part of both manual and automatic form creation. The purpose of automatic variable creation is to reduce typing.  StatPac will allow you to selectively transfer information from the codebook to the form, and it gives you the ability to automatically format this information in a variety of ways.  The Variable Text Formatting Dialog window lets you adjust the parameters that control the format for this information on the form. Select Options, Variable Text Formatting to modify the formatting specifications.

Each component of the Variable Text Formatting Dialog window can be modified.

Field Placement

Field placement refers to the location for the data input field (i.e., where you want the cursor located when you're ready to enter data for the variable).  Data input fields will be displayed in a different color on the form. There are six possible field placements: left, far left, right, far right, below, and far below.

Field placement set to Left

[1] 1. How would you rate your expectation for this seminar?

Field placement set to Far Left

[1]        1. How would you rate your expectation for this seminar?

Field placement set to Right

1. How would you rate your expectation for this seminar? [1]

Field placement set to Far Right

1. How would you rate your expectation for this seminar?             [1]

Field placement set to Below:

1. How would you rate your expectation for this seminar?

[1]

1= High        2=Medium      3=Low

Field placement set to Far Below:

1. How would you rate your expectation for this seminar?

1= High        2=Medium      3=Low

[1]

Value Labels

The Value Labels parameter lets you format the value labels in single or multiple columns. 

Value labels set to Single Column

A=Low

B=Medium

C=High

Value labels set to Multiple Columns

A=Low     B=Medium     C=High

Variable Separation

The Variable Separation parameter controls the spacing between variables. It is especially useful when copying multiple variables from the codebook to the form. The parameter can be set to blank line(s), a page feed, or a horizontal line.

If you want to create a form with one variable per page, you would use a page feed as the variable separator, and set the View mode to Page View before saving the form. During data entry, each variable will be displayed on its own page.

Variable Label Indent

The variable label indent refers to the number of inches that the variable label will be indented from the left margin. This is especially useful when the field placement is set to Far Left

Example: Variable label indent set to ½ inch

[1]        1. How would you rate your expectation for this seminar?

Example: Variable label indent set to 1 inch

[1]                   1. How would you rate your expectation for this seminar?

Value Labels Indent

The value labels indent refers to the number of inches that the first column of value labels will be indented, with reference to the position of the variable label.  The following examples will illustrate the value labels indent:

Example: Value label indent set to 0 inches

[1]        1. How would you rate your expectation for this seminar?

A=Low

B=Medium

C=High

Example: Value label indent set to ½ inch

[1]        1. How would you rate your expectation for this seminar?

A=Low

B=Medium

C=High

Space between Columns

The space between columns refers to the number of inches that will be used to separate the columns of value labels. This parameter only applies when the Value Labels parameter is set to multiple columns.  The actual space required for a column is determined by the lengths of the value labels themselves.

Example: Space between columns set to ¼ inch

[1]        1. How would you rate your expectation for this seminar?

A=Low     B=Medium     C=High

Example: Space between columns set to ½ inch

[1]        1. How would you rate your expectation for this seminar?

A=Low              B=Medium              C=High

Valid Codes

When the Valid Codes parameter is set, the valid codes will be included with the value labels. This specifically refers to those valid codes that are not part of a <Code>=<Label> line.

Example: Valid codes is set

[1]        1. How would you rate your expectation for this seminar?

1-5             0=Don't know

Skip Codes

When the Skip Codes parameter is set, all skip codes will appear as part of the value labels. Generally, skip codes would not be shown as part of the data entry form since the branching will occur automatically.

Variable Numbers

When the Variable Number parameter is set, the variable number will be included as part of the variable label. When included, it will precede the variable label and have a period terminator. It is important to note that the variable number might not be the same as the item number on the survey. Surveys often contain multiple response items or groups of  "sub-questions" under the same "item number" on the survey.

The Variable List window allows the user to view the variable names and variable numbers while entering data. Clicking on a variable in the Variable List window will make that variable the current variable. Double clicking on a variable in the Variable List window will activate the Variable Detail window.

The Variable Detail window give complete information on the current variable. It can be turned on or off by selecting View, Variable Detail. Double clicking on a field will also activate the Variable Detail window.

The Variable Detail window can be dragged around the screen by clicking and holding the left mouse button on any gray area in the Variable Detail window.

You can set the default data input settings. These can be changed during data entry. Select Options, Data Input Settings to change the settings.

The Automatic Record Advance option controls whether the current record will be automatically incremented when data entry person reaches the last field in the current record.

If the Automatic Record Advance option is set, the program will automatically advance to the next record when the last field of the current record has been entered. This way, the data entry person will be able to enter a large number of records without clicking on the New Record Button for each record.

The Disable Skips During Editing option controls whether skip codes should be active when editing an existing record. When this option is set, skip codes will work when entering a new record and will not work when editing an existing record.

The final Data Input Settings let you change the colors for the fields. During the Study Design, all data input fields will be shown with the "Current Field" colors. During data entry, only the current data input field will use the "Current Field" colors, and the other fields will be displayed with the "Other Field" colors.

There are three ways to select a specific variable:

When the Variable List Window is displayed, you can select a variable by clicking on it. Double clicking on a variable will also display the Variable Detail window.

When the Variable Detail window is displayed, you can select a variable by selecting it from the variable name field.

If the form already contains an input field for a variable, you can select the variable by clicking on the input field. Double clicking on an input field will also display the Variable Detail window.

The three highlighted areas show the three places you can click to select a variable.

Use the Find Dialog window to search for specific text in the form. Select Edit, Find (or use the Ctrl F shortcut) to display the Find Dialog window.

To begin a search, type the search text and click on the Find Next Button. After a search has been started and a match has been found, you can continue the search by clicking on the Find Next Button. Upper and lower case differences will be ignored in the search.

Use the Replace Dialog window to replace specified text in the form. Select Edit, Replace (or use the Ctrl H shortcut) to display the Replace Dialog window. Alternatively, you can click the Replace Button from the Find Dialog window.

Upper and lower case differences will be ignored when finding text. However, replaced text will use the exact text typed into the Replace With window.

Select File, Save Codebook or Save Workspace to save the codebook or Workspace window.  It is recommended that you save your work at regular intervals. You may exit from a partially completed codebook or form and finish them at another time. Click the Save icon (a picture of a diskette) to save both the codebook and the Workspace window.