This topic outlines specific concepts and features of Data collection forms in Amazon Q Apps. These concepts are key to understanding how to collect data from users with Amazon Q Apps.
Topics
Data collection
A data collection is a pool of data that contains all participant responses submitted through the data collection form, as well as the configuration settings for how participants can access and submit data. Key aspects of data collections include the following:
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Instantiation – After you publish your data collection app to the library, other users can open it and create a data collection. When a user creates a data collection, they become the data collection owner. Each owner has a unique shareable link they use control over which users participate. There can be multiple data collections for a single app.
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Data isolation – Each data collection maintains its own separate pool of data. This ensures that each owner's data collection stays completely separate from any other owners' using the app.
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Access control – The data collection owner creates and shares unique access links with participants.
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Flexibility – Multiple owners can create data collections from the same data collection app. For example, you might have a Project Retrospective data collection app. Different owners can create new data collections for different projects from this same app.
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Owner control – The owner manages access and data collection configuration.
Data collection form
A data collection form is a unique Amazon Q Apps card type that allows you to collect multiple pieces of information from participating users. You can add up to 20 data collection form cards per app.
Creator
A creator is the user who designs and builds the Q App with the data collection form. Creators have the ability to do the following:
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Add data collection form cards.
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Define the form's fields.
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Set up and make changes to the overall structure of the Q App.
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Initiate data collections (i.e., operate as the 'owner' of the data collection app) of the Q App tow collect data from different groups of users.
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Can share, re-share, and unshare the Q App to and from the library.
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Creators can be owners of a data collection associated with their own app.
Data collection owner
An owner is a user who opens a data collection app and configures a new data collection with a shareable link. Owners control the data collection, including access and submission settings. They can own only one active data collection per app.
Key aspects of the Owner role include:
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Data collection management – Owners control the data collection, including when to start and stop accepting responses.
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Access control – Owners manage who can by access the data collection by sharing the link located in the data collection settings.
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Advanced settings – Owners can use the data collection's advanced settings to allow users to submit data or see all collected data. This is important when the data collection is being used for sensitive information (e.g., personal identifying information (PII)). For more information, see Access control and security.
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Limited app editing capabilities – They can't make structural changes to the core data collection app (i.e., add, edit, and remove cards).
User
A user accesses a shared data collection app via the unique data collection link provided by the owner to submit data. Key aspects of the user role include –
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Response submission – users can fill out and submit data using a form within the data collection.
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Limited access – users cannot modify the form structure or manage data collection data collection settings.
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Viewing data – Depending on controlled data collection settings, users may or may not be able to view other users' submissions.
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Multiple submissions – users may be able to submit multiple inputs, based on the form's configuration.
Shareable link
A shareable link is a unique URL that provides access to a specific data collection app. Owners share this link with intended participants over a channel of their preference, such as email or slack. Key features of shareable links include:
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Access control – Links are private and can only be accessed by users within the organization's Q Instance.
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Data collection-specific – Each link corresponds to a particular data collection of the Q App.
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Security – Links may have additional security measures, such as expiration dates or user authentication requirements.
Access control and
security
The Data collection owner controls who can submit data and who can view the collected data.
Data access
By default, the shareable data collection link allows anyone within your organization to submit data. As the owner, you can choose to:
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Leave the data collection open for unlimited submissions.
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Disable submissions at any time.
Data visibility
The visibility of submitted data is also controlled by the owner. By default, all users can view the collected data. You can choose to hide results and only reveal them when you're ready to review the data.
This flexibility allows you to control the data collection form process – whether you want it to be an open, transparent exercise or a more controlled, private exercise. The owner maintains full control over the data collection settings and data access. Users can only submit data through the shared data collection link and view data based on the owner's permissions.
Multiple submissions
By default, data collection forms limit users to one response. When you add a data collection form, you can clear the Limit users to one response check box to allow for multiple submissions from each user within a data collection. If a user submits a form multiple times in the same data collection, all of their submissions are be saved. If you use a single submission form, only the recent submission is saved.
Limitations
The following are limitations for data collection apps
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Isolated data usage – The collected data is confined to the Q App where they're created. You cannot combine them with other data sources or use different card output types within the same app.
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Optional form fields – By default, form fields aren't required. Users can submit forms without completing all fields, potentially resulting in incomplete data.
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Number of data collection cards:Creators can add up to 20 data collection form cards to a single Q App.
Security
All data collected through Amazon Q Apps data collection form are stored securely within your organization's Q Instance and are not accessible to anyone outside your organization.
