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GIS Request Management - Adding a new field

BrandiRank22

Hello everyone! It has been so great to see and hear all the enthusiasm around the new GIS Request Management solution. Many of you are up and running and it is so cool to see.

However the #1 question / issue folks are having is adding fields to the request forms. Here is the approach:

1. Add new fields as needed to the GIS_Activities layer.
Do not add domain values - we have seen issues with this

This layer is used for both the GIS Requests and the GIS Activities Survey forms.

2. Open the forms that you want to add the new field(s) in Survey 123 Connect

3. Add the fields to the form manually

4. Add "choices" to the fields for the pick list as appropriate.

5. Publish the survey

6. Update the views - the views do not automically show the new fields - https://doc.arcgis.com/en/arcgis-online/manage-data/set-view-definition.htm

@DanielWickens

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Accepted answers

pbirdwell

Thanks, @BrandiRank22 . I reinstalled the Connect desktop app again, and it is working.

BrandiRank22

Some more details as I have been working with folks.

1. If you want to update the GIS Activity form - add field to GIS_Activities first, then add field in Survey 123 and publish.

2. If you want to update the GIS Service Request Form - add fields to GIS_Activities first, then "Update View" for the GIS_Requests view layer, then add fields in Survey 123 and publish

3. If you want to update the GIS Request Satisfaction Survey Form - add fields to GIS_SatisfactionSurveys first, then "Update View"on GIS_SatisfactionSurveys_submit view layer, then add fields in Survey 123 and publish.

Another thing came up while talking to a customer - they had created a join view of the GIS_Activities layer to play around and then ended up deleting it because they didn't want or need it. But with the new recycling bin it doesn't fully delete. Therefore the schema was locked on the GIS_Activities layer. Once we deleted that join view permanently from the Recycle Bin the schema was not longer locked.

BrandiRank22

Some additional details to add to the above I decided to document while I was adding a field - which was a success.

Open the XLS form
Add new row where you want to the new field to be included
- be aware of the repeats for effort and comments and make sure you stay out of those groups in the form
Add the name - make sure it is exaclty what you have added to the feature - this sould be all lowercase
scroll over to the bind::esri:fieldType and bind::esri:fieldLength columns and fill out appropriately.

If you want to add a pick list make sure you add your "choices"

save the XLS - see the new field in the preview
Don't be afraid to click "Update" if things get weird.

Click Publish

When the popup shows alerting you that the survey has already been published and that the survey contains questions that are not consistent with the corresponding field alias - IGNORE IT do not toggle the switcher on you don't want to do this.

Click Publish survey

All comments

KassieKM

I found this thread while search for a solution to my question. I think I may need to recreate the GIS_Activities_effort view.

My issue is that I created a couple new fields for the "business unit" ( or Member Government for us), so when I went in to update the Business Unit table shown below - my new fields are not visible since the GIS_Activies_effort view does not have the update option.

So, to do this I think I need to recreate the view? A lot of this I am just learning as I go, are there any steps I can or should follow to help this be successful?

More info in case it's helpful:
The new fields are govcategory (state/region), then also govunit (specific member government based on their govcategory selection). I want the edit the graph above to look at my new govcategory field instead.

Thanks, Kassie

SadieBarker

Perfect, this is very helpful! Thanks so much for your quick reply.

DanielWickens

@SadieBarker - You can modify the details in those apps by going to the GIS Activities feature layer > Visualization tab, and modifying/saving the default pop-up.

SadieBarker

I'm not sure if this warrants a separate posting, but it's a question I have about how to follow up after adding fields, so it might be helpful to others who are here.

Where are the controls for the details/update tabs if I would like to view information for added fields in the Request Management Center, the Activities app, and the My Activities App? The attached screenshot shows what I'm looking for within the GIS Activities Insights app on the details list widget, but for the details in the other three places, the widget is not a list, so I'm not sure where to make the changes.

The fields we added (size of the map being requested, whether the map is printed or a digital file, etc.) are essential to those working on the requests, so we need to be able to view those inputs.

Thanks!

RMS_addFieldsQuestion.png

SadieBarker

Yes, this is great! Thanks so much.

DanielWickens

Hi @SadieBarker -

Unfortunately we don't have this information documented, but I can help out with understanding how these views are built and what info products they feed into.

GIS_Activities_surveys is a join view of the GIS Activities and GIS Satisfaction Surveys layers based on GlobalID-ActivityGlobalID relationship. The view is used to filter and summarize activities based on satisfaction rating in the GIS Activities, My GIS Activities, and GIS Program Insights dashboards. You could recreate the view, but if tracking satisfaction is not important to you, it would be easier to add the new fields to the GIS_Activities layer and then swap the data source in each dashboard.
GIS_Activities_effort is a join view of the GIS Activities and Effort table based on GlobalID-Activity GlobalID relationship. The view is used to filter and summarize activities based on effort in many of the solution's dashboards. Depending on the fields, you shouldn't need to recreate this view.
GIS_Activities_myeffort is a join view of the GIS Activities and Effort table based on GlobalID-Activity GlobalID relationship, with a StatsTable generated through custom JSON to summarize effort on an activity by each individual team member. The view is used to filter and summarize activities based on individual effort in the GIS Activity Insights and My GIS Activities dashboards. Depending on the fields, you shouldn't need to recreate this view.
GIS_Activities_public is a hosted feature layer view used in the Our GIS Work dashboard that's intended to be shared publicly on the GIS Service Center Hub Site. Feature layer views can be configured on the Settings tab of the view. If adding a new field, you will need to follow this workflow to see it in the view. https://doc.arcgis.com/en/arcgis-online/manage-data/set-view-definition.htm

Hope this helps. Happy to jump on a call or screenshare to discuss in more detail. dwickens@esri.com

SadieBarker

Is there any additional documentation on this? I would like to understand it better before I proceed. I guess I'm looking at the four views joined to the Activities layer (effort, myeffort, public, and surveys) and thinking I need to recreate each of these four joined views and then... which elements downstream do they each feed into? I want to make sure once I've recreated the views, I retain all of their functions. Thanks!

DanielWickens

@pbirdwell - It looks like you added a question/field (department) to your survey that is not currently in the existing AccountRequests feature service. To proceed, you'll need to toggle on the option to 'Add the following fields when publishing' in order to add the new field to the feature service. You will then be able to click Next and continue publishing the survey.

pbirdwell

Hello! Yesterday, I followed all the steps, and it worked. Today, even though I perform the same workflow, the next button is inactive when I try to publish the survey. Do you have any suggestions or explanations? I

Thanks

Screenshot 2024-10-03 103516.png

pbirdwell

Thanks, @BrandiRank22 . I reinstalled the Connect desktop app again, and it is working.

pbirdwell

Yes, that is what I am doing. The issue is that when I publish (step 6) the survey, it keeps spinning, and it happens with any survey I have published. Thanks

BrandiRank22

@pbirdwell
To confirm - if you are updating the GIS Service Request form you have:

1. Modified the GIS_Activities layer by adding a new field.
2. Updated the view GIS_Requests and added that new field to the view?
Check the view to make sure you see the new field.

3. Opened the GIS Service Request form in Survey123 Connect
4. Added the new field to the form and filled out the row.
5. Added a choice list if appropriate.
6. Publish

pbirdwell

I am experiencing the same issue that other users have. I followed the workflow, but I'm still stuck on the Publish step. In the publishing process, the GIS service request step keeps endlessly spinning and does not get published. I tried to modify the Arcgis account request, and even with another survey I created and published using the same workflow, and it is happening the same. I wonder if it is something related to survey123, the XLS form, and the connect desktop app after publishing? Thanks

BrandiRank22

@KaraShindle

Yeah, so those are "joined views" which means they must be deleted and recreated to acknowledge the adds. If you need those new fields in the views, I would make some copies of the current views and apps, because it could be very helpful when configuring the apps when you make the new updated views.
I have also spoken with customers who elected not to recreate the views, but rather use a different source for those applications. The functionality you lose is the ability to filter in the applications by customer satisfaction - which at least one person I know of decided was worth the loss.

Kara_Shindle

I have added a few fields in the GIS_Activites hosted feature layer, but the GIS_Activities_effort view doesn't not provide an update view option in the Settings. Was able to update other views. Any thoughts?

DanielWickens

The solution is only available for ArcGIS Enterprise 11.3 at this moment. If you're running an earlier version, the solution won't be in the Solutions App gallery in your Portal.

BrandiRank22

Some more details as I have been working with folks.

1. If you want to update the GIS Activity form - add field to GIS_Activities first, then add field in Survey 123 and publish.

2. If you want to update the GIS Service Request Form - add fields to GIS_Activities first, then "Update View" for the GIS_Requests view layer, then add fields in Survey 123 and publish

Cierra_Scriven

AGOL. I'd like to do Portal but after browsing the solutions gallery it does not seem to have been released there yet.

BrandiRank22

Hi Cierra! 😁

Are you deploying the solution in AGOL or Enterprise?
I am going to do some testing this morning.

Cierra_Scriven

Side note: they really should let us go back and edit our previous posts for spelling errors some of us have clumsy thumbs (clumbs?)

Cierra_Scriven

I did try this but the problem seems to be that it stalls forever during publishing at the “adding # field(a)” step, endlessly spinning.

I checked the itemID for the form (based on other troubleshooting posts) and it matched the AGOL folder so that wasn't it.

Alternatively, I tried adding the field to the hosted feature layer and then re-syncing the form into survey123 connect to add the fields, but still it considered the added fields new schema to be added (double checked edri field type bind, alias, etc all identical).

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