Add a Table

Before building the table, determine the goal of the data that will be collected in the table. This will help inform how the table is built. The video below illustrates the reporting considerations when building a table.

Tables and Reporting Considerations Video

• Is the goal to collect data such as demographic information to report on across requests?
  • With this goal in mind, the table should be built with defined column and row headers which allow for consistent reporting on the data across requests. In the image below, the age groups and counties are defined by headers.
     
• Is the goal to simply collect information in an easy-to-consume format such as a budget? 
  • With this goal in mind, the table can be built in a more flexible manner. For example, applicants may be allowed to select their own row headers to fill out their budget in the order of their choice. In the image below, each cell in the Expense Source column is a drop-down. 
    • This is only recommended if reporting on this data across requests is not necessary. Allowing flexibility makes consistent reporting more challenging.
    • Additionally, consider evaluators' needs when allowing flexibility in a table. If they prefer to see data presented consistently across requests, flexibility might not be an option.

    • When collecting budget information, there are other considerations as well.

      • If a budget question requires applicants to format the information in a specific manner, it could create an additional time burden for your applicants. The GLM Expert Training Webinar - #FixtheForm is an additional resource related to this topic.
      • In general, simplifying the budget information collected could increase the usefulness of the data over time.

Add a Table Video

To add a table to a form, navigate to the form in Process Manager and configure the table structure with columns, rows, and headers.

1. Click Tools on the upper navigation bar, and then click Process Manager.
2. Click the process name.
    
3. Click the applicable process stage, and then click the pencil icon.
    
4. Click Add Question.
    
5. Click Table.
   
    
6. Enter a Label for the table, and then click Save Question.
   • Enter instructions for completing the table. This is an optional field.
      
7. Click the upper-right plus icon to add a column.
   • The column type selected applies to all cells within that new column.
      
   • For example, if Integer Column is selected, each cell within that column is set to the integer question type. The question type can be edited later at the individual cell level.
   •  Up to 5 columns, not including a header column, can be added per table.
   • It is recommended that all necessary columns be added to the table before moving to the next step.
8. Click the upper-left plus icon to add a header row.
   • This allows for each column to be labeled. 
   • To edit the header label for each column in the table, click the three dots icon, and then click Edit.
      
9. Click the upper-left plus icon to add a header column.
   • This allows for each row to be labeled. 
   • Click the three dots icon, and then click Edit to label the first row. 
      
   • In the next steps, additional rows will be added, and the labels for each row can be edited.
   • The header labels appear in bold text once added. The image below shows the header row and column on an example table. In this example, the header row lists the counties, and the header column lists the age groups.
      
10. Click the lower plus icon to add a row.
    • The row type selected applies to all cells within that new row.
       
    • For example, if Integer Row is selected, each cell within that row is set to the integer question type. The question type can be edited later at the individual cell level.
    • There is no limit on the number of rows per table.
11. Click the three dots icon above any column or next to any row to access additional options.
     
    • The column/row can be moved, and the visibility or required type for the cells in the column/row can be edited. The column/row can be cloned or deleted. It cannot be deleted once it has been used.
    • If multiple rows or columns with the same type, such as integer, need to be added, cloning another row or column can save time. 
12. Click the three dots icon for any cell to edit it.
    • Click Edit to change the cell label, visibility, or required type.
      • While cell labels are not visible on the table to applicants, there are scenarios in which applicants could see them. If they skip a required cell and attempt to submit their form, the system message will use the cell label to refer to the question they missed. Cell labels are also used by screen readers.
      • Cell labels are a helpful tool for administrators because they are used in reporting.
      • Click Save Question when done making edits.
         
    • Select Convert To, and then select a question type to change the cell's question type.
      • This cannot be done if responses already exist for the cell.
    • Question branching can be used based on table aggregates. Question Branching: Add a Branched Group provides guidance.

Additional Information

• When a request with a table is submitted, the table with the applicant's answers can be copied using the copy button. Table answers can then be pasted into Excel or other locations.
   

A summary row or summary column can be added to a table to automatically provide either the sum or count for each column or row. This summary is based on the information in integer, currency, or decimal cells within the columns. Information in the summary row is visible to administrators and the applicant by default. The summary information cannot be edited. Summary rows can be added to sum or count subsections of the column information. 

To add a summary row or column to an existing table, click the plus icon in the appropriate location and configure the calculation type.

1. On the table, click the lower plus icon to add a Summary Row and the upper right plus icon to add a Summary Column.
   • Alternatively, click the three dots icon next to the row to which a subtotal row will be added below, select Add Row Below, and then click Sum or Count.
     • Summary Row
        
     • Summary Column
        
2. Select Summary Row or Summary Column, and then click either Sum or Count.
    
3. To edit the summary row visibility if needed, click the three dots icon for the row, select Edit Row or Edit Column, select Visibility, and then click the desired visibility type.
    

• Click the six dots icon next to a summary row to drag and drop the row to a new location.
   
• Add summary rows or drag and drop an existing summary row in between rows to sum or count subsections of the columns.
  • Moving summary rows may have implications for existing reports and merge templates.
     
• To calculate the columns in the entire table when there are summary rows for subsections of the columns, add a summary row above the bottom summary row.
   

There is an option to use the integration with Candid Demographic Tables to allow applicants to populate responses using data from their Candid profile. 

To add a Candid demographic table to a form, navigate to the form in Process Manager and select the desired demographic question from the Candid integration options.

1. Click Tools on the upper navigation bar, and then click Process Manager.
2. Click the process name.
    
3. Click the applicable process stage, and then click the pencil icon
    
4. Click Add Candid Question.
    
5. Click Add Candid Profile Question.
    
6. Click the radio button next to the desired demographic profile question, and then click Add Selected Question.
   • Race & Ethnicity (#) displays the total number in each option and Race & Ethnicity (%) displays the percentage of each option.