Guide: Monitoring Question on Collect

Monitoring question helps you add a drop-down or pre-filled list to your survey form. You can use it to monitor entities over a period of time.

If you already have some information from a baseline study that you want to send to your data collection form as a drop-down; or if you are conducting a long-term data collection, where you record data about the same person, object, entity at multiple times, monitoring question can be useful for you.

It saves the time your data collectors spend and helps you track entities over time. In this article, we will discuss how you can create a monitoring question on Collect.

Creating a Monitoring question on Collect

Let's take an example where you want to monitor the health of some students on a monthly basis. In this case we will take the some basic information using a baseline study and then we will link that data to to the regular data collection form. The following video shows how you can do it using Collect:

Creating a Monitoring Question

Step by step guide:

Setting Up Monitoring on Collect

Taking the same example as above — where you want to monitor the health of some students on a monthly basis. We will have two types of forms:

1) baseline form, which would contain basic details of the students

2) monitoring form, which would contain questions about what you want to monitor, the health details in our example

Step 1: Creating a baseline form

Go to "Forms" and create a new form. Add questions about the information you would want to collect in the baseline study. For example, Student baseline form will have student name, class, school name, and guardian name as questions.


Step 2: Collecting baseline data

If you have already have your baseline data, we can help you upload it to Collect. Please write to us at for more details.

Instead, if you want to collect baseline data, share the baseline form with your data collectors.

Step 3: Creating a monitoring form with a monitoring question

Create a monitoring form, for example a "Monthly health check-in" form.

To allow your baseline data to flow from the baseline form to this form, add the "Monitoring" type question and configure its settings as you want.


Step 4: Choosing the baseline form for this monitoring form

Once you have added the monitoring question to your form. You can choose the baseline form under "Create Cases" for example "Baseline form | Health camps". Note that your baseline form will appear here only if it is already published.


Step 5: Selecting the data you want to send from baseline form to monitoring form

In this step, you can add all the questions/entities from the baseline form which you would like to send to the monitoring form so that your data collectors can access them.

Go to "Add case attributes" and choose the questions from the drop-down list. Click on "+ Add case attribute" to add more questions.

Note only these questions will be visible to the data collectors using the monitoring form. Once you have added all the entities/questions, it will look like this:


Step 6: Decide which teams can see baseline entities

Under "Assign cases to team" you can choose which teams can see which entities. Check the box "Show all cases to every team" to show all cases to every team.

Note: If you want to show specific baseline entities, in this case, students, to specific teams (for instance if you have multiple teams of data collectors, each in-charge of one school), you can do it on Collect with our Premium Monitoring feature. For example, Team Delhi will be able to see schools in Delhi only. To know more, write to us at

Step 7: Update case settings to save these settings

Click on "Update case settings" to save all the settings. Your completed monitoring question will look as shown in the following image. You can also add other question types to this form. Once done, publish your form and you will be able to view it on the device.

Answering Monitoring Questions on the Collect Mobile App

Go to the monitoring form on your device, and click on the monitoring question. You will be able to see the list of all entities accessible to you.

Click on the download button on top right to update the baseline data.
  • Choose the entity you want to fill data for. For example, if you want to fill this form for a student named Satyam, search for his name and click on it.
  • After selecting the entity, you will be able to view its details in the form.


In addition to monitoring question, Collect supports 27 other question types like image, location, signature, etc. You can read more about them in this detailed guide.

Help and Support:

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