Submission fields are normally completed in by submitters using a submission form.


But it is also possible for submitters to copy answers that were given previously in other submissions.


E.g. Submitter 1 uploads a company logo to their submission.  Submitter 2 wants to be able to use the same logo for their submission.


This feature is called Validated Content Sharing and can be enabled on any Submission Type.


This feature is useful when wanting to reuse data that has already gone through a reviewing process and does not need to be re-reviewed.


NOTE: This feature is available for Text and File fields only.


NOTE: This feature may need to be used with the Additional Submitters Grouping Field in order to grant the correct permissions to submitters wishing to access the shared data.


Configuration

Validated Content Sharing is configured using the Settings screen for a Submission Type.


The required setting will have the name: Display Validated Content From Matching ....

where .... is the type of submission being managed.


This setting has the following properties:


PropertyDescription
FieldA multiple choice field used to identify the set of submissions that can share data with each other.
StatusThe status used to identify the set of submissions that can share data.
LabelThe text to show on any fields that are using shared data.


Status

The Status is used to identify the submissions that can have their data shared with other submissions.


    E.g. A status of Accepted will mean that any submission in the status of Accepted can have its data shared


Field

The Field is used to identify which submissions can share data with which other submissions. Any submissions that share the same field value can share data with each other.


E.g. A field called CompanyName will mean that submissions with the same value for CompanyName can share data with each other.



The combination of Status and Field controls the sharing.  Any submissions in the specified Status will be able to share data with submissions that have the same field value for the specified Field.


E.g.

Submission 0001 is Accepted and has CompanyName='Firebird'.

Submission 0002 is Draft and has a CompanyName='Firebird'.

Submission 0002 can use data from Submission 0001.


NOTE: Only multiple choice fields are allowed for this Field.


Label

The label is used on any submission field that has a value that is taken from another submission.


E.g.

Submission 0002 is using the Logo from Submission 0001.  The Logo in Submission 0002 is annotated with the Label and is given a coloured background to indicate that it is using shared data.



Example

Any submissions that have been accepted for one company needs to be able to have its data available for use in other submissions for the same company.


Submissions have a field called CompanyName.


In this example:

  • The Grouping field in the setting is set to CompanyName.
  • The submission status is set to Accepted.
  • The Label is set to Validated


Submitter 1 submitted Submission 0001 which is for Company A and has a status of Accepted.

Submitter 2 submitted Submission 0002 which is for Company B and has a status of Accepted.

Submitter 3 is working on Submission 0003 which is for Company A and is in draft status.

Submitter 4 is working on Submission 0004 which is for Company B and is in draft status.


Submitter 3 is able to use data from Submission 0001 when editing Submission 0003 because Submission 0001 is Accepted and has the same value for CompanyName (Company A).


Submitter 3 is not able to use data from Submission 0002 when editing Submission 0003 because Submission 0002 does not have the same value for CompanyName.


Submitter 4 is able to use data from Submission 0002 when editing Submission 0004 because Submission 0002 is Accepted and has the same value for CompanyName (Company B).


Submitter 4 is not able to use data from Submission 0001 when editing Submission 0004 because Submission 0001 does not have the same value for CompanyName.



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