The SmartIQ Data Source allows access to internal data contained within the SmartIQ system instance such as Users, Projects, Logs and in Progress workflows. Data retrieved from the SmartIQ data source is often used on dashboards targeted towards specific users, reports or within a workflow.

Connector Set-Up

A connection string is not required for this data source type as this is already known to the system.

Data Object Types

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For the Analytics data objects see Analytics

Custom Table data object

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Custom Table Data Objects require a license module. Please contact your account representative if you require one.

An SmartIQ 'custom table' data connection provides a place to store data where an appropriate source does not exist already. It requires you to specify a collection of fields for which records (often called rows) can be sourced and maintained. Each individual field requires a name and type (text, date, number, etc.) and can be encrypted (see below for more information about encryption).

Adding, editing and deleting records occurs either during an SmartIQ form via a specific User Interface (known as a data modal) or in the background after a form submission. A counter will display the number of records active and pending delete. For example if the custom data object was to store customer data, users could create them during a partially completed form via a user-interface (known as a data modal) or they could be created on their behalf without them knowing after a form submission.

A grid will display where fields can be added, use the new field button to add fields.

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Field Maintenance

As targeted data structures are created upon save a field type and the encryption setting cannot be changed after the initial save.

Encrypt option

A field's encryption setting controls how data is stored in the database, it has nothing to do with how it is seen by SmartIQ users as it is decrypted automatically by SmartIQ. The use of the setting will depend on the organization's security policy.

Custom data objects can not filtered data on encrypted fields.

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Use Encryption and PII data

If there is any chance that PII or sensitive data may be stored in a column configured using the Custom Data Objects feature it is recommended that the encryption option be checked as on. Examples of PII or sensitive data include but are not limited to for names, date of birth, email addresses, phone numbers, street addresses etc.

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Encryption Performance

Whilst encryption is invisible to End Users and Administrators alike there is a performance impact when saving and loading encrypted data, especially for large data sets.

External ownership of Custom Data Objects available to SQL Server and PostgreSql databases

Custom data objects can now be maintained in a database external to the SmartIQ cloud architecture, transferring responsibility of data to appropriate stakeholders. The implementation of the feature is done via the SmartIQ, Sql Server and Postgres data connectors via Custom Table data object.

Regardless of the type of data connection (SmartIQ, postgres or sql server) the feature creates a table in the source and maintains its records. For more information on maintaining records see Writable Data Objects.

For Sql Server and PostgreSql databases (i.e. databases managed externally to the SmartIQ cloud) note the following:

• The user provided in the connection string must have permissions to create tables/columns
• The default schema for the aforementioned user will be used for table creation
• Tables are named randomly by the smartIQ application
• Each custom table has a created/updated date for each record
• Deletion is a soft delete approach whereby if an individual record is delted the only change to the record is its datedeleted column is populated
• The created/updated and deleted columns are for dba's only and do not make their way back to the application
• Where columns in the database are set as encrypted the data is impossible to decrypt without the smartIQ application

User Available Forms

Returns all forms accessible for the current user typically used for launching a new form from a Dashboard.

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Current User Data

Data Returned by the data object is specific to the logged in user.

User Assigned Tasks

All in progress forms for the logged in user as well as any group tasks locked to the user. Similar to the forms "Forms Assigned to Me" section on the Produce Home page

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Current User Data

Data Returned by the data object is specific to the logged in user.

Mobile apps allow the following operations in dashboards

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Offline Operations

Unlock and Claim operations can only be used when the mobile app is online. If the app is offline a message will appear to indicate these actions cannot be taken.

User Group Tasks

All in progress forms for this user's group - replicates Produce "Forms Assigned to my Groups"

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Current User Data

Data Returned by the data object is specific to the logged in user.

Mobile apps allow the following operations in dashboards

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Offline Operations

Unlock and Claim operations can only be used when the mobile app is online. If the app is offline a message will appear to indicate these actions cannot be taken.

User Assigned and Group Tasks

all in progress forms for this user and this user's groups and any saved answer forms for this user - replicates Produce "Forms Assigned to Me" and "Forms Assigned to my Groups" combined.

This is a combined set of the results from User Group Tasks and User Assigned Tasks and has exactly the same fields as this two sets of results - see above.

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Current User Data

Data Returned by the data object is specific to the logged in user.

Mobile apps allow the following operations in dashboards

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Offline Operations

Unlock and Claim operations can only be used when the mobile app is online. If the app is offline a message will appear to indicate these actions cannot be taken.

User Assigned and Group Approvals

Users can be flagged as approvers for many forms at any time. The approval can be assigned either directly to an individual user or a group where any member of the group can approve (or reject) the task. Three data objects present lists of pending approvals for the logged in user for presentation on a dashboard or form.

User Assigned Approvals – A list of approvals assigned directly to the user, these are often prioritised as no one else can action them

User Group Approvals – A list of approvals assigned to a group to which the current user is a member of

User Assigned and Group Approvals – A combination of the above where it is not necessary to separate the role in the approval.

User Assigned and Group Observer Tasks

All in progress forms that the current user can observe assigned either directly to the user or to a user group.

For a sample project that sets either a user or group as an observer, download this project. For a sample dashboard project that displays the resulting data from User Assigned and Group Observer Tasks, download this project.

This is a combined set of the results from User Assigned Observer Tasks and User Group Observer Tasks and has exactly the same fields.

User Form Activity

All form activity relevant to this user (assigned to the user, assigned by the user or locked by the user) - replicates Produce "Form Activity"

Workflow Metadata

Workflow metadata is now included in User Form Activity. These metadata fields are now available for filtering and display. A new Custom Field would need to be created under response metadata before this feature can be used.

The value for each metadata field would be the latest value as historical metadata values are not retained.

User Answer Files

All answer files created by this user - replicates Produce "Answer Files"

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Current User

Data returned by the data object is specific to the logged in user and only accessible by the user who generated the answer file.

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Best Practice

Saved answer files are only useful for a user to repopulate the same version of a project when they are completing it a second time. Using saved answer files on projects that have been modified (different questions, new questions, different conditions, etc) can cause unexpected results and may cause the new project to not load.

User Documents

All documents generated by user documents, replicates Produce "Documents"

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Current User

Data Returned by the data object is specific to the logged in user.

System Users

All SmartIQ users and their profile data, including any custom user profile fields that are present.

System Group Memberships

Each user group membership can be filtered to identify which users a members of a group or which groups a user belongs to.

System Projects

All published projects

System In Progress Tasks

All currently in progress workflows forms for all users. Useful for open and outstanding tasks and workflows.

Form Task History

The history of the current workflow task. Must be used within a workflow task. Useful for displaying the history of the current task including who has interacted with it and when.

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Current Workflow

Data Returned by this data object is specific to the current workflow task.

Workflow Metadata

Workflow metadata is included in Form Task History. These metadata fields are available for filtering and display. A new Custom Field would need to be created under response metadata before this feature can be used.

The value for each metadata field would be the latest value as historical metadata values are not retained.

Client and Admin API Endpoints

In addition to the inbuilt data objects, the "Direct Client API Request" and "Direct Admin API Request" data object types can be used to expose the Client (Produce) and Admin (Manage) API endpoints respectively. Authentication is handled transparently, using the credentials of the logged-in user to call the endpoints.

Definition

An API data object can be created by selecting the "Direct Client API Request" or "Direct Admin API Request" data object type for a new data object. The available endpoints can be viewed (and selected) by typing a "/" into the Data Object Definition field. Once an endpoint is selected and the data object is saved, the appropriate filter and display fields are populated automatically for the selected endpoint.