Managing Data

Zegeba’s data management covers the full lifecycle: Capture → Review/Edit → Find/View → Export/Analyze.
This overview explains the moving parts in one place and links to the detailed how-to articles for each step.

Key components

• Forms (Designer & App): Capture data, optionally with embedded charts for instant feedback.
• Form Versions screen (Admin): View data associated with a specific form/version; inspect entries.
• Data Views (Dashboard): Explore and filter captured data across users and form submissions.
• Exports: Generate files in CSV or Excel format for ad-hoc analysis and sharing.
• Integrations: Move data in and out of Zegeba automatically (e.g., sync with BI/ETL tools, data warehouses, or other business systems). Use this for Power BI/Tableau or other downstream analytics.
• SQL access (on request): Query captured data/entries via a read-only SQL endpoint. Note: Activity and Context data are not available via SQL.

When to use what

• Need to check data for a particular form? Use Form Versions.
• Need cross-form insights or filters? Use Data Views.
• Need to correct a submission? Use Edit/Delete captured data (with proper permissions).
• Need a quick file to share or review? Use Exports (CSV/Excel).
• Need BI dashboards, scheduled flows, or system-to-system sync? Use Integrations.

Prereqs

• Zegeba Admin access with permissions to view data and manage exports.
• The relevant forms published and in use.

Steps

1. Capture & immediate feedback (in the Form)
   Designers can place charts directly in forms so App users see instant visualizations based on their inputs.
   Screenshot: Form with embedded chart — [screenshot label to be confirmed].

2. Review per form in the Form Versions screen
   Go to Templates → Form Template → Form Versions. Select a form/version to list its submissions.
   Typical actions include opening a submission, inspecting fields, and navigating to entry details.
   Screenshot: Form Versions → Submissions list — [screenshot label to be confirmed].

3. Edit or delete captured data (with permissions)
   From a submission details view, choose Edit to correct fields or Delete to remove erroneous entries.
   Follow your governance policy before deleting production data.
   Screenshot: Submission → Edit/Delete controls — [screenshot label to be confirmed].

4. Find and filter across data in Data Views
   Open Dashboard → Data Views to search, filter, and sort captured records across users and time.
   Use saved filters/views for recurring analyses.
   Screenshot: Data Views with filters applied — [screenshot label to be confirmed].

5. Export for analysis & sharing
   Use the export options to generate CSV or Excel files for review, sharing, or lightweight analysis.
   Validate column mappings, date formats, and timezone handling so the file opens cleanly in spreadsheet tools.
   Select to Include Media if you need to include the media files. If there are large amounts of media, you might have to contact support to get help to download.
   Screenshot: Export dialog/options — [screenshot label to be confirmed].

6. Access via SQL (on request)
   Ask your Zegeba contact/admin to enable read-only SQL access to captured data/entries.
   Use SQL for joins, custom filters, and automated pulls.
   Scope: Captured data/entries only. Exclusions: Activity and Context data are not exposed in SQL.

Validation

• Confirm a recent submission appears in Form Versions and in Data Views after sync.
• Perform a test export and open it in Excel to verify headers, character encoding (UTF-8), and number/date formats.
• For integrations, ensure field types (numeric vs. text) are mapped correctly to the target system.
• For SQL access, compare row counts and spot-check fields between an Export (CSV/Excel) and a SQL query of the same time window to validate parity. Remember that Activity and Context data will not appear in SQL.

References (detailed procedures)

• Data in the Form Versions screen — https://zegeba.bolddesk.com/kb/article/163/data-in-the-form-versions-screen
• Edit or delete captured data — https://zegeba.bolddesk.com/kb/article/164/edit-or-delete-captured-data
• Find data in the Data Views screen — https://zegeba.bolddesk.com/kb/article/165/find-data-in-the-data-views-screen
• Data export and further processing — https://zegeba.bolddesk.com/kb/article/169/data-export-and-further-processing
• Integrations (data in/out) — [link to integrations documentation]

FAQs

Can i download media together with the CSV or Excel export?
Yes, Select to Include Media when exporting from the Form Version view if there are large amounts of media, you might have to contact support to get help to download. Media is exported to a separate folder in the Zip File.

Where should I start if I only need a quick data check?
Use Form Versions to see submissions tied to one form/version and open the specific entry.

How do I search across many forms and users?
Use Data Views to filter across datasets; save a view for recurring use.

Can I fix a mistake after a user submits a form?
Yes, if you have permission. Open the submission and choose Edit. For irreversible removals, use Delete only under policy.

What export format should I pick for a quick hand-off or review?
Use CSV or Excel. These are the supported file exports from Zegeba.

Who can see or edit captured data?
Visibility and edit rights are governed by your Admin roles and permissions.

How do I validate an export before sharing externally?
Open the file, check headers, encoding, and a few sample rows. Re-export if you see formatting or type issues.

How do I feed data to BI tools (Power BI/Tableau) or other systems?
Use Integrations to move data in or out of Zegeba on a schedule or event basis; configure the connector or endpoint suited to your BI/ETL platform.

Can I access Zegeba data via SQL?
Yes — captured data/entries can be exposed via a read-only SQL endpoint upon request. Ask your Zegeba contact/admin for access and connection details.

What is not available via SQL?
Activity and Context data are not available in SQL. Use exports, Data Views, or Integrations for those needs.

Article ID: 276