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Importing field visit into 360 from KoboToolbox

This article is directed to the Administrator

Please note that implementing KoboToolBox in your company requires two roles:

  • Project Administrator: responsible for creating, editing, and sharing links to forms with collectors before the field visit. Once field visits are completed, they must import the collected information into 360 using DataSync.
  • Field Data Collector: responsible for recording information in the field using the form indicated by the Administrator.

To visualize the field-collected information with KoboToolBox forms in 360, it’s necessary for the Administrator user to import it using Datasync. Simply by indicating the workspace corresponding to the field visit, the system recognizes, based on geographic matching, to which field it belongs.

In this article, we show you how to do it step by step.


1- Access DataSync and Connect to Kobo Account

From the main interface of 360, through the app switcher, enter Datasync.

Within DataSync, on the far right of the screen, you will find the “Import Layer” option. Select “Field Visits” to begin.

In step 1 – Source, choose “Collector Kobo” as your data provider.
Only the first time you enter, it is necessary to connect your KoboToolBox account to access your organization’s information stored there.
Enter the administrator’s username and password and click Next.


Where do I get Kobo user data?

Each company manages its own forms and database on the KoboToolbox server. For more information, check the article Create Kobo account and forms.

2- Select the Form Whose Data You Want to Import

The form or project varies depending on the type of field visit conducted, for example, Simple Sampling, Emergency Control, Crop Status, Pests and Weeds, Yield Estimation, Harvest Control, etc.

To import field visit data, you need to know and select:

– the type of form used, corresponding to the link sent to those responsible for visiting the fields.

– the version(s) of the form: each time the form is modified on the server, a new version is created. To avoid data loss, you can select the “Select All” option and then use the date filter.

– the date range: indicate the time period during which the field data to be imported was recorded.

3- Match Attributes

Associate the information included in the form to be imported with the structure of the “Field Visits” layer in 360. The system suggests a match, but you can modify it if necessary.


 4- Specify the Destination of the Data in 360

Determine the workspace and crop season where you want the data to be imported into GeoAgro 360. Keep in mind that both (workspace and crop season) must be created before starting the field visit importation process, as it is not possible to create them at this stage.

5- Preview Data to Import

At this stage, you can preview the records from the form to be imported and the location of each point on the farms available in the selected workspace from the previous step.

The system offers the flexibility to:

– reassign points to another farm

– eliminate unwanted data so that it is not imported; you just need to uncheck the item.


6- Metadata: Specify Form Type / Field Visit

In this step, Datasync allows associating additional information to the layer (metadata) to enhance its later use in 360.
In the Field Visits layer, it involves specifying the type of form or field visit conducted (e.g., Simplified Sampling, Emergency Control, Crop Status, Pests and Weeds, Yield Estimation, Harvest Control, etc).

Only the first time you import data from each form, you should add the type of field visit as a category. In future occasions, the system will identify it automatically.


Why is it crucial to assign the field visit type correctly?

Because, based on this “metadata,” the search for field visits is organized later in 360.
The name you assign will appear as a label to group, find, and make visible from the 360 Reference Panel the field visits conducted with the same form type.

7- Confirm

Before finishing, the system displays a summary of the information to be imported. Pay special attention to attribute matching, data destination, and the name assigned to the field visit (metadata).

If something needs correction, press “Back.” If everything is in order, click “Confirm” to start the import.

When finished, the system will display a successful import message. Go to 360, and you will find the field visit layer. In case it doesn’t appear, press F5 (refresh browser).

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