Splitting a Reference Data file by User Group is an easy way to keep data organized while also providing a personalized version of the file to users in the field.

Divide Reference Data among User Groups

If your entire file has 60,000 rows or records, but each user only needs a small portion of those, this feature allows you to give each user only what they need. This will improve performance on their mobile devices when synchronizing with our servers.

This works by dividing your Reference Data file into smaller sets based on one of your data columns and then allocating your users into User Groups that align with the paired down data.

Formatting the Spreadsheet

For a refresher on the basics of formatting a spreadsheet for Reference Data, refer to the article, "Properly Format a Google Sheet or CSV File for Reference Data." In order to take it one step further and separate data by User Groups, we must employ aspects of Dependent Reference Data by adding a column for distinguishing what Group will have access to that row of data. The example below demonstrates associating each row of data with the User Group that needs to access it when completing a submission.

Upload the File

Reference Data files can be separated by User Groups the first time they are uploaded or they can be separated when editing the file.

Navigate to the Reference Data page, following the instructions based on your Account View.

Core View

In the left navigation, expand the Data Sources dropdown and select Reference Data.

Project View

In the left navigation, expand the Settings dropdown and select Reference Data.

1. In the upper right corner of the page, click Add Reference Data.

   

2. Choose either .csv or Google Sheets and follow the process to upload for the chosen method.

3. Once you get to the final screen, check the box by Divide reference data among user groups? under the Description box.

   

4. Click Save.

5. Expand the Column which values matches User Groups dropdown and select the column header label.

   

   Please Note

   If your .csv file size is larger than 1MB, you will be directed to this screen even if you did not check the box on the previous page. The limit can be avoided by either switching to Google Sheets, as that file size limit is 15MB, or by creating a group that includes all users in the account. Depending on the size of the file, the latter method may result in slower loading times.

6. If your User Groups already exist, leave the Create User Groups? box unchecked. If User Groups have not been created yet, check the box to save time and guarantee those User Groups are spelled exactly the same.

7. The next screen will have User Groups listed based on the column you selected previously. If these are new groups, or the groups do not have users, add users by selecting the + button in the Action column.

   

As soon as the form is mapped to the Reference Data and the form is Published to your users, users will simply sync their devices to access the newly separated Reference Data.