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 

[SadieBarker]

Thanks for the offer, @DanielWickens , but we've since upgraded Enterprise and moved the deployment there and I am not seeing the issue repeated. Appreciate your help!

[BrandiRank22 · Accepted solution]

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

[BrandiRank22 · Accepted solution]

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.

[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

[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.

[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?  

[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.

[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]

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]

Yes, this is great! Thanks so much.