Using OpenApply to record Nurse/ Clinic visits – SchoolsTechnology Help Centre

As a nurse using OpenApply, you may want to store historical data without having to set up a new form every time you need an update. The use of grouped fields in a supplementary form is a good solution to store multiple records of Nurse/ clinic visits. A normal field can be updated and overwritten, but when using a group, you can add multiple form entries for your records. The example below shows how to set up and manage this as a form:

1. Create a supplementary form called 'Incident Report'.

2. Add a Grouped Field item to that form — click Add group in the left navigation panel, and enter the field label 'Incident Reports':

3. Add all the fields that you need for each incident into the Grouped Fields.

That way, the nurse can process a student incident in the following way:

1. Navigate to the student's profile and click to edit it.

2. In the sidebar, select from Supplementary forms the Incident Report (3). Add a new incident by clicking Add Incident Reports.

3. Fill out the fields for the incident there.

Each time you add a report, it will be saved as a new entry and you'll have multiple incident reports for every student.

Filtering the Data

In addition to the Nurse being able to enter the data, other OpenApply users can use the Roster to search for specific information that has been entered for a student. For example, a user can find all the students whose "Care Provider Role" value is "Teacher":

The steps to do this are as follows:

1. Go to the Roster

2. Filter

3. Custom Field

4. Add a new Custom field

5. Form: Incident Report, Field: Care Provider Role

6. Enter the value you are searching for

There are some known limitations for filtering. You can only filter by fields that are checkboxes or multiple select. (Date values cannot be filtered.)

Grouped fields in the API

If you are using the API, you will be able to see each form entry under the group name in custom fields when you make a call to the student endpoint:

GET https://{{yoursubdomain}}.openapply.com/api/v3/students/{{id}}

Exporting Grouped fields

You can export the Incident Form you have created under Settings > Import & Export > Export.

Grouped fields in the export will create extra columns against one student row, the more entries are recorded: Here you can see there are two sets of fields - Incident Reports 1 and Incident Reports 2:

Filtering the Data

Grouped fields in the API

Exporting Grouped fields

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