FAQ

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Zegeba Apps

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Can I read QR CODES or BAR CODES into my Zegeba forms?

Yes, but it is an add-on that requires some customizing by Zegeba. We need to know what type of code you are using and what you want to do with the data you read. Do you want to open a form or a document? Is there a value you would like to put into a form variable? Contact Support for more information on this.

How can an app user access OTHER PEOPLE'S DATA?

As default, the Forms app will only download the user’s own data. The user must uncheck the option Sync my data only in the app’s Menu > Settings > Sync option. See Capturing: 4.1 Starting sync.

In addition, an Admin must make sure that this user has the correct role to be able see other people’s data, either as a Data Manager or a full Admin user. In most such cases, this means making the user a Data Manager as well as Data Collector. See Managing: 3.3 User roles.

The Admin must also ensure that the user has permission to access the required folders and forms. See Managing: 3.2 Add a new user.

This access can easily be stopped by the app user checking Sync my data only again, or by the Admin removing the Data Manager role from the user.

How can I reset my PASSWORD?

Follow the procedures in Managing: 3.3 Reset user password to get an email with a link you can use to enter a new password.

How do I connect to a different SERVER?

As default, the app connects to the same server you used the previous time you were logged in, usually one with your company name: company.zegeba.com. To change servers, press the striped button and then Menu on the left-hand side, and select Settings. Type the new server name in the box Zegeba project name. Press Test server settings and connection to check that everything is working. Press [OK]. Do a sync by pressing the round arrows button to download the forms in the new server to your device.

What can I do when I get a QUOTA EXCEEDED error message?

It is quite common to get a QuotaExceeded error message from time to time. This message generally indicates that Zegeba has a storage problem.

  • If you get it in the Dashboard, it may signify that the browser storage is full. Try deleting autosaved data, closing tabs, restarting the browser. If you are checking data captures, the View Form option will use less storage than Edit Form.
  • If you get such a message in the app on a phone or tablet, try syncing. If this doesn’t help, go to the form you have been working on and select View data. If you see the tab “Auto save”, check if there are entries in there that you can delete.

Note! Be careful when deleting autosaved data. This is captured data that may not have been synced to the server, so it may be completely gone if you delete it from the local storage in the browser or app.

What does SYNC mean?

Sync is short for synchronization. We use this term for the process of exchanging data between the app on your phone/tablet/browser and the central Zegeba server. When you sync from your app, you send the data you have captured to the server so others can see what you’ve registered. In return, syncing sends you any updates the form designer may have made to the form itself.  Read more on syncing in chapter Capturing: 4 Syncing forms with the server.

What type of TABLET should I use to capture data?

The Zegeba mobile apps are designed to run on all types of iOS and Android devices and the Web app will run on any Windows device. We recommend always using the latest updates of these operating systems.

The screen should have a resolution of at least 768px. Internal storage capacity should be at least 16GB, with the ability to increase storage if needed. In general a device with much RAM, a fast processor and a large screen will work better than a simpler device – and be better prepared for the future.

If a tablet is to be used in rough conditions, for instance outdoors or at sea, you may consider getting an extra rugged one. And some users prefer to use an external tablet keyboard to make it easier to type report information.

Why don't people receive our NOTIFICATION EMAILS?

There is a 10 minute delay before the PDF is sent from the Zegeba server. This is to ensure that all photos in the report have been uploaded to the server before the PDF is created and sent.

If no emails have arrived after 10 minutes, check the email notification setup in the top form element’s Properties – PDF tab.  If the Subject or the Message field is empty, the email will not be sent. Are the email address parameters correctly set up? Does the form’s Description formula contain actual characters and not just codes in squiggly brackets?  See Designing: 8 Printing and sending captured data for more information on this.

The email may be blocked by a proxy/firewall setting or an attachment size restriction at the recipient’s company. Test this by sending the Zegeba PDF attachment from the email client you normally use. If the report is still not reaching the recipient then they should check their company’s email settings.

If the user called Admin has been deactivated or deleted, the email will be sent without the PDF attachment. See how to reactivate a user here: Managing: 3.5 Deactivate or delete users.

Finally, there may be an error in the Zegeba mail exporter. Contact Zegeba Support to get help.

Zegeba Dashboard

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How can an app user access OTHER PEOPLE'S DATA?

As default, the Forms app will only download the user’s own data. The user must uncheck the option Sync my data only in the app’s Menu > Settings > Sync option. See Capturing: 4.1 Starting sync.

In addition, an Admin must make sure that this user has the correct role to be able see other people’s data, either as a Data Manager or a full Admin user. In most such cases, this means making the user a Data Manager as well as Data Collector. See Managing: 3.3 User roles.

The Admin must also ensure that the user has permission to access the required folders and forms. See Managing: 3.2 Add a new user.

This access can easily be stopped by the app user checking Sync my data only again, or by the Admin removing the Data Manager role from the user.

How can I reset my PASSWORD?

Follow the procedures in Managing: 3.3 Reset user password to get an email with a link you can use to enter a new password.

How can I set different COLORS on the app's form tiles?

Using more colors than the standard purple hue for the app’s form tiles helps the app user quickly choose the correct form in the Dashboard. These colors are defined in the Form element in the Designer. Select the form element (at the top, with the form name), go to Element Properties and select the Styling tab. Select a new Background color for the tile. The tile’s label text is black, but you may change this in the field Label color. Note that these tiles only appear in the Forms and Web Apps, so you must open one of these to see the changes you have made.

How do I COPY a form?

If you want to place the copy in a form on your server here and now, you may copy it in the Designer via the browser memory – much like the standard copy-and-paste process via the Clipboard. Use the Copy option on the File menu to copy the form content, then open the target form in Designer and paste in the copied content via the Paste option the File menu. This is described in Designing: 2.2 The File menu.

To keep a form copy in a separate file and use it now or later, or on another server, you can use the Export function in the Dashboard. This will create a file that you can import into the same server, or send it away to be imported to another server’s Dashboard. See Managing: 4.6 Export and import of Zegeba forms and folders.

What can I do when I get a QUOTA EXCEEDED error message?

It is quite common to get a QuotaExceeded error message from time to time. This message generally indicates that Zegeba has a storage problem.

  • If you get it in the Dashboard, it may signify that the browser storage is full. Try deleting autosaved data, closing tabs, restarting the browser. If you are checking data captures, the View Form option will use less storage than Edit Form.
  • If you get such a message in the app on a phone or tablet, try syncing. If this doesn’t help, go to the form you have been working on and select View data. If you see the tab “Auto save”, check if there are entries in there that you can delete.

Note! Be careful when deleting autosaved data. This is captured data that may not have been synced to the server, so it may be completely gone if you delete it from the local storage in the browser or app.

What kind of USER ROLES should we use?

For security reasons, your Zegeba site must have at least two Administrators. Users who will be capturing data should be defined as Data Collectors. For smaller companies, these are generally the only roles needed. Check the list in Managing: 3.2 User Roles for more information on the various options.

Note: We recommend registering each user with their own name, as opposed to for instance defining one user per tablet and have many people log in with this one user.  For control and security purposes, it’s important to be able to identify each person that registers data in the system.

Why don't people receive our NOTIFICATION EMAILS?

There is a 10 minute delay before the PDF is sent from the Zegeba server. This is to ensure that all photos in the report have been uploaded to the server before the PDF is created and sent.

If no emails have arrived after 10 minutes, check the email notification setup in the top form element’s Properties – PDF tab.  If the Subject or the Message field is empty, the email will not be sent. Are the email address parameters correctly set up? Does the form’s Description formula contain actual characters and not just codes in squiggly brackets?  See Designing: 8 Printing and sending captured data for more information on this.

The email may be blocked by a proxy/firewall setting or an attachment size restriction at the recipient’s company. Test this by sending the Zegeba PDF attachment from the email client you normally use. If the report is still not reaching the recipient then they should check their company’s email settings.

If the user called Admin has been deactivated or deleted, the email will be sent without the PDF attachment. See how to reactivate a user here: Managing: 3.5 Deactivate or delete users.

Finally, there may be an error in the Zegeba mail exporter. Contact Zegeba Support to get help.

Zegeba Designer

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Can I read QR CODES or BAR CODES into my Zegeba forms?

Yes, but it is an add-on that requires some customizing by Zegeba. We need to know what type of code you are using and what you want to do with the data you read. Do you want to open a form or a document? Is there a value you would like to put into a form variable? Contact Support for more information on this.

How can I add more SPACE between the elements in a form?

Sometimes we want to add some extra vertical space between the elements or rows in the form to improve readability. Zegeba now has a handy Spacer element where you can set the number of line heights you want the empty space to span. Try it out!

If you want extra horizontal space – perhaps an extra left margin before a field, or an extra space between two elements on a grid row – you can create a grid cell with an empty Spacer element where you want the space to be.

In a grid you can use the Element Property Cell Padding to add space between the lines of the grid and the content inside. Try it and check in the Preview panel what the resulting space looks like!

How can I place MORE THAN ONE ELEMENT inside a grid cell?

You may have noticed that if you drag an element to a grid cell that already contains an element, it will not be placed in that cell. Rather, a new grid cell will be created for it. But if you really want two or more elements within one cell, try this:

  • First, create a GROUP element in the cell.
  • Drag the elements you want into this group element. The elements will be placed vertically, on top of each other.
  • Select the group element and press Hide Label Text in its Properties Panel.
  • Go to the Properties’ Styling tab and in Border type the word none.
    This will hide the group structure so only the elements in the group are showing.
How can I publish my form in a DIFFERENT LANGUAGE?

It is easy to translate the texts in a form. First, make a copy of the initial form, see FAQ: How do I COPY a form?. You can then translate all the Labels, Placeholder texts and Help texts in the Element Properties panel. If there are any Validation formulas in your form, you should also translate the messages in these. When you change an element’s Label, you should take care not to change its Element ID, in case this is used in a formula.

Buttons like [Signature], [Select], [+Add Item], the message “Mandatory”, the Summary page, and the Forms and Tasks mobile apps are at present only available in English. So are the Zegeba Dashboard and Designer modules.

How can I set different COLORS on the app's form tiles?

Using more colors than the standard purple hue for the app’s form tiles helps the app user quickly choose the correct form in the Dashboard. These colors are defined in the Form element in the Designer. Select the form element (at the top, with the form name), go to Element Properties and select the Styling tab. Select a new Background color for the tile. The tile’s label text is black, but you may change this in the field Label color. Note that these tiles only appear in the Forms and Web Apps, so you must open one of these to see the changes you have made.

How do I COPY a form?

If you want to place the copy in a form on your server here and now, you may copy it in the Designer via the browser memory – much like the standard copy-and-paste process via the Clipboard. Use the Copy option on the File menu to copy the form content, then open the target form in Designer and paste in the copied content via the Paste option the File menu. This is described in Designing: 2.2 The File menu.

To keep a form copy in a separate file and use it now or later, or on another server, you can use the Export function in the Dashboard. This will create a file that you can import into the same server, or send it away to be imported to another server’s Dashboard. See Managing: 4.6 Export and import of Zegeba forms and folders.

How do I create a CLICKABLE IMAGE?

Clickable images are cool, but they require a little bit of work. You have to create a Base64 code version of the image as well as an image map of it with coordinates of the clickable areas. The code and the coordinates must then be entered into the Clickable Image element in Designer, before you define actions to take place when the various areas are clicked.

Don’t worry; the procedure is explained in detail here: Designing: 6.5 Clickable Image.

Where can I define SKIP RULES for my form?

While calculations and validations can be defined for a single element, rules determine what should be hidden or shown on the form pages – where the user should jump to given the data entered. They can only be added in the Form element at the very top, from the Element properties’ Rules tab. See more information on rules in Designing: 5.1 Rules (branching/skip formulas)

Why does my FOOTER/HEADER not show when printed?

This is probably due to the form page margins being too small to fit the content you have defined. See Designer: 6.2 Page settings for more information on page margins, and test out larger margin sizes until you’re happy with the way the page looks.

Why does my form open in MINOR EDIT MODE?

If there is data captured in a form version and/or the version is currently Published you can only open it in minor edit mode. In this mode you are only allowed to make small changes in the form, such as renaming the element labels. If you want to have full access to all design features you must close the form and create a new version of it in the Dashboard. This version can be edited as much as you like; the data already registered in the previous form version will still be saved and accessible in Zegeba.

Why don't people receive our NOTIFICATION EMAILS?

There is a 10 minute delay before the PDF is sent from the Zegeba server. This is to ensure that all photos in the report have been uploaded to the server before the PDF is created and sent.

If no emails have arrived after 10 minutes, check the email notification setup in the top form element’s Properties – PDF tab.  If the Subject or the Message field is empty, the email will not be sent. Are the email address parameters correctly set up? Does the form’s Description formula contain actual characters and not just codes in squiggly brackets?  See Designing: 8 Printing and sending captured data for more information on this.

The email may be blocked by a proxy/firewall setting or an attachment size restriction at the recipient’s company. Test this by sending the Zegeba PDF attachment from the email client you normally use. If the report is still not reaching the recipient then they should check their company’s email settings.

If the user called Admin has been deactivated or deleted, the email will be sent without the PDF attachment. See how to reactivate a user here: Managing: 3.5 Deactivate or delete users.

Finally, there may be an error in the Zegeba mail exporter. Contact Zegeba Support to get help.