General

What is Dharma.ai ?

Dharma.ai is an end-to-end, web and mobile-based solution that streamlines the data collection, management, and analysis process. We believe that better data - and better data management - has the power to transform anyone’s work. And we believe that you shouldn’t have to be a data scientist or a statistician in order to use it. Dharma.ai makes it easy for anyone to quickly gather, understand, and act on the field-level information that drives critical business and organizational decisions.


Who are some other organizations also using Dharma.ai?

Some of our clients have included UN agencies, academic institutions, disaster response organisations, international NGOs and small nonprofits. You can read what they have to say about Dharma.ai here: http://.dharma.ai/ 


How do I open an account?

Just complete the “Contact Us” form and you’ll receive an email from our team to help you get started.

There are two ways to get a Dharma.ai account: a- Clicking the “sign up” button at https://dharma.ai/, or b- Being invited to an existing workspace or project.


How do I get in touch with Dharma.ai for technical support? 

Customer support is available 24/7 via our web chat option. To get in touch with our team members for inquiries other than customer support, you can reach out via sending an email to hello@dharma.ai or call at tel:+1-202-839-3555. 


I’ve read the pricing FAQ but I still don't understand which Dharma.ai pricing options is the right one for my organization. What should I do? .

Please contact our Sales department by sending an email with your queries to sales@dharma.ai


Is Dharma.ai only for non-profit organizations and those working in international development? 

No, Dharma.ai is a flexible set of tools and capabilities that can be used by  any sector or organization that wants to improve the way they collect, manage, analyze and act on insights from data. Our best-in-class data security, offline capabilities, and simple-to-use design have made Dharma.ai  popular among aid and humanitarian agencies,  non-profit organizations and social entrepreneurs, but our platform  can work just as well for small business logistics, a lightweight CRM, academic and research projects , and many other applications. 

 
Does Dharma.ai integrate with other applications?

If you wish  to link your Dharma.ai account to third-party applications for additional analysis, mapping or other data visualizations, you can do so easily with an API integration. If you need to stream data into Dharma.ai’s platform  or integrate with sensor data, you might benefit from our bulk import feature. Please review the pricing FAQ or contact our sales team at sales@dharma.ai for more information on how to leverage our API and data import functionality.


Where is my data stored?

Your data is stored in a single-tenant PostgreSQL schema stored on our database cluster in a Google Cloud server, located physically in the EU. 

How do you protect data at rest?

We use persistent encryption at the database layer to ensure any that data we write to the database is automatically encrypted by our application. This means that even if developers want to add features using our API, anything we store is always encrypted. 

  • Each system that accesses the database (for example, the Response Writer or the Processor Job) will have a separate username and password. This will be configured to grant only the required permission. For example, the Results Server will have read-only access to the processed responses tables. The Results server will control access to project data. It will grant access only according to the authenticated Dharma user.


How do you protect data in transit

  • All network traffic to the APIs is written via HTTPS, encrypted in transit. Since the only processes writing to our databases are the devices collecting data, those devices have rotating issued certificates and write only over HTTPS, mitigating any man in the middle attacks.


Who has access to the data I collect on Dharma.ai?

Our customers can customize access levels depending on their needs. Workspace and Project Administrators have full access to the project forms and data collected. Customers  can also designate users who only have access to data results, either for the whole project or just one site, users who can only modify a form, users who can manage staff, data managers, and other administrative roles.


Is there a limit on the number of users I can create?

As a Dharma.ai customer, you have an unlimited number of users --including administrators and collectors--for any Dharma.ai project at no additional charge.


What kind of analytics can be done on Dharma.ai?

Automated data analytics is handled for all primary data types (numeric, categorical, calculated). Analytics are performed based on data structures and are dynamic, with the descriptive analysis pre-analyzed according to the data structure selected by the customer . We also allow for third party analytics via API call if preferred.


What is Intercom?

We use Intercom as our main customer support messaging portal. It’s a way for you to  get in touch with Dharma.ai’s customer support team when you need assistance. You can access it by clicking the chat button at the bottom right of the web platform. 


Is Dharma.ai open-source software?

Dharma.ai is not open-source software.

Web - Set Up

I did not receive a Set-Up email from Dharma.ai

Take the following steps to resolve this issue:

  1. Please verify that your Dharma.ai License administrator has, in fact, added you as a user role to a specific project.
  2. Review your SPAM folder
  3. If your email account has a custom name , i.e. @who.int, it might be blocking our email. If that’s the case, consider using a separate email or ask Dharma.ai Support for help.


How do I reset my password?

On the Dharma.ai login portal via web or mobile, click on the “Forgot Password” button and type in the email under which your Dharma account has been created. Once you click the “send email” button, you should receive an email in the next few minutes to reset your password.

I've been added to the project but I can't access "x"

The features you have access to on Dharma are based on your user role assignment. For example, if you are assigned a role of collector your main function is to collect data, therefore, you will not have access to viewing results or staff tracking. If you believe your user role has been incorrectly assigned,  contact your project administrator. 

Project Settings

How do I customize my form and why are project settings important?

You can customize the form by navigating to the “Parameters” tab within “Project settings.” Setting project parameters are important as it gives you the flexibility to modify your form to meet your mode of data collection, whether it be a basic single, longitudinal, or hierarchical.

(Later, you can also set parameters to view results in trend series of time increments of daily, weekly, or monthly, or by custom field)


What does setting project duration do?

Project duration is a feature that sets a start and/or stop date for data collection; collectors will only be able to add data during that time frame. You can change the dates at any time, and you can set different dates for each project site if you want. 


What are Advanced Results?

Advanced results allows you to create project-wide indicators. These indicators can be custom built based off of values collected in the project form. Advanced Results will appear filtered by site on “project home”, as well as on the results and input page.


What are the unique user roles on Dharma and what does each do?

There are many roles within a Dharma project:

  1. Project Administrator - A project administrator has access to everything within the project, from modifying the form, seeing results, and adding/deleting user roles. 
  2. Collaborators - only have access to the Form Builder feature of the project and can edit/add/delete questions in the form, create categories, and etc. 
  3. Researchers - only have access to the results and export feature of the project.
  4. Guests - similar to researchers only have access to the results feature of a project. However, a point of differentiation is that guests are assigned to specific sites and will only be able to view results for the site they are assigned to. A guest does not have access to the export feature.
  5. Staff Managers - can add/delete staff, change staff grouping, and manage staff tracking.
  6. Collectors - are field staff that will be collecting data once the forms are complete. Once the form is pushed to mobile, collectors will have access to the forms on their mobile platforms.
  7. Data Manager - Users that can lock and unlock records

Helpful Support Portal Article(s):
Understanding User Roles


How do I add new users?

To have the ability to add users, you must be either be a project admin or staff manager. Given you are one of those two user roles, you can go to “Project Settings” > “Users” to assign new users to particular roles. 

Helpful Support Portal Article(s): 

Understanding User Roles Assigning Collectors


What are sites, groups, and teams and why are they important?

Sites are simply locations you will be collecting your data. For example you may be collecting data in two hospitals, Hospital A and Hospital B. Groups are subgroups within specific sites. To continue the hospital example, we may want to create a group for each department: Cardiology, ICU, Neuroscience, and more. Within groups, we can also create smaller subgroups called teams. For instance, within each department there may be teams for day shift and night shift. 

Within a project, you'll have the option to add sites and assign different groups and teams of collectors to these sites. While it’s not mandatory, this allows you to disaggregate your results so you can get a clearer understanding of your data. It also lets you track the activity of your collectors in more detail within Staff Tracking.

Sites/Groups/Teams, could also be understood as metadata attached to each record.

Helpful Support Portal Article(s):

Understanding Sites, Groups, and Teams


Form Builder

Why can’t I create multiple separate forms within one project?

The unit for one project is one form. However,  by utilizing skip logic, many times you can merge several forms into a single form within Dharma. 


Can I export my form as a printable survey form?

Survey form items and response variables can be viewed and printed by downloading the excel export and looking at the Data Dictionary.

Directly exporting and printing a form directly as it is observed on the Form Builder is not currently available.  We believe in replacing paper in every way with something more sustainable, secure, and reliable.  Instead of paper, you can share your custom-made Dharma project/program/application with whomever you’d like, both internally and across other organizations through the specified user roles. 

What is skip logic? Or What is a group/condition? Or How can I incorporate skip logic into form building?

Skip logic, gives you the ability to ask only relevant questions to each respondent filling out a form. For example, you may only want to ask a follow-up question “What medication are you taking?” to respondents who answered YES to a prior question “Are you currently taking any medication.” Skip logic makes the the data collector and respondent’s survey experience short and simple by only asking appropriate questions to the right audience.

A single follow up question is the simplest example of skip logic. But there may be instances, where multiple follow up questions may need to be asked. Groups allow you group several follow up questions by conditions, specified responses that respondents must answer to be shown the following questions.

Skip logic is easily incorporated into form building through the Add Group button, which allows you to set complex conditions and create questions in the group. 

Helpful Support Portal Article(s):

Skip Logic Part 1: If-then Questions/ Adding Groups

Skip Logic Part 2: Complex Conditionals (AND, OR, NOT)

Can I prevent date entries that are in the future?

Each response type comes with unique settings. Specifically for dates, you can set the min and max date that you would like recorded to limit the range of dates that can be collected.

What is a primary key?

A primary key is a question whose response the user thinks should be unique for a form-response. This is mainly used to fetch profile and associated results for a form identified by such key. Within, the mobile platform, the primary key(s) will be used to label and identify each record. Currently any open response, numeric, or barcode question can be set as a primary key. 

What is a lookup question?

If you assign a question as a look up question, that question must be answered during data collection or else the record cannot be completed.

How do I duplicate questions?

You can duplicate a question by clicking on the “copy icon” on the right corner of the question bar and by doing so you will get a pop up message saying “duplicate question”.


I've created a hierarchical structure to my project but I can't access x level of the hierarchy, what is happening? What is the pivot button?

While a basic form may have one level of the form, longitudinal and hierarchical forms have several levels. To access these additional levels you can utilize the pivot button located to the right of the form builder blue header. 

 This button will allow you to jump to the other levels and build out whatever questions is needed in that level.

Helpful Support Portal Article(s):

Hierarchical Data CollectionLongitudinal Projects

How do I create the form in another language?

After you finish creating the form in Results language (web), toggle over to the Display Language (mobile) to translate the contents of your form ( note that translation is not auto, but must be done manually). There is also an option to toggle between display and results languages to reflect this in the mobile app. 

Helpful Support Portal Article(s):

Multilingual Form Creation

Results

 I've collected a few data points but I don't see the results dashboard being populated

The default results shows completed responses. If you haven’t completed responses but selected ‘done’ instead after answering questions, click on ‘add filter’ on the top right corner and deselect ‘show only completed responses?’ to show a combination of both complete and done responses. 

I've added a filter and now the dashboard doesn't show any results!

It may be due to the fact that results are loading, it takes a moment for the filtered results to load. If the results continue to be blank, let us know, and we will look into the issue. 


I've collected several records and they are not showing on the results or the export, is my data lost?

You must check if the records read as uploaded to server, rather than waiting to upload. Only records that have successfully uploaded to server will be reflected on the results and export. If records still read as waiting to upload, make sure you have data/wi-fi connection and stay within the app for the records to upload to the server. 


Can I import data to Dharma?

Our data import functionality is currently reserved for super users and Enterprise clients. Contact our Sales team at sales@dharmaplatform.com for more information.

Staff Tracking

How do I use Staff Tracking?

One of Dharma's key features is the ability to Staff tracking - real time. This gives valuable insight into how data collection is taking place, especially in instances where you may be managing staff in multiple sites that might even be thousands of miles from each other. Within, there are 4 more main sections 1) Summary 2)Tracking 3)Location and 4) Performance

By utilizing, Tracking you can filter data collection by Site, Group, Teams, individual collectors, and dates. 

Helpful Support Portal Article(s):

Tracking Staff Performance

Web Collection

Can I collect information online? (via web)

Yes! Web collection is currently available for basic single point in time forms. It can be accessed by clicking on collect response on the left hand-side menu within projects. One must still be assigned as collector, to collect responses on the web.

Mobile Platform - Set Up

How do I download Dharma mobile application?

Dharma mobile application can be downloaded via the following links:

For Android users the Dharma app can be found on the Google Play Store: https://play.google.com/store/apps/details?id=com.dharmaplatform&hl=en 

For Apple users the Dharma app can be found on the Apple Store:

https://itunes.apple.com/us/app/dharma-platform/id1135052541?mt=8

Helpful Support Portal Article(s):

Dharma App Basics

User Access (viewing projects)

I've been added to the project but it’s not displaying on the mobile app.

You must specifically be added as the user role collector to view the project on mobile devices. 

Collecting Data

How do I navigate collecting data on multiple levels? (for hierarchical, longitudinal)

While collecting data on a hierarchical or longitudinal project, after completing a record at each level, it will automatically bring you to view to begin new record at the next level intuitively. For navigating different levels of data, the records will be nested within their categories, so b

Helpful Support Portal Article(s):

Collecting Data- Longitudinal

Collecting Data - Hierarchical  

The form changes colors as I fill in the questions, what does it mean?

The form is initially red, which means none of the questions have been fill out yet. When there is any data, the form will turn yellow. When all the questions are filled out, the form will turn green. 


What is the difference between complete and done?

Complete (paper airplane icon) will let you save the record but not edit later.

Done lets you to save the record and you can edit later.


How do I know my form has successfully uploaded to the server?

All records upload automatically once the device is connected to a 3g or 4g network. To verify that the record has been uploaded, please note the 3 different icons that can appear on each record:

Form Uploaded: 

Form waiting to be uploaded (no images): 

Form Waiting to be uploaded (with image): 


Can I collect data without wifi/service?

Yes, data can be collected without wifi or internet services, the application was designed to be deployed in the most tough, and low resource settings. The Dharma app will automatically save all the data entered during collection. Once you re-enter the wifi zone, the data will automatically start uploading to the server. However, it is very important that you sign into the Dharma app with your username and password while you have internet, if you know that you are not going to have stable internet connection in the field. That way you can pull up that app already signed in and start collecting data. 

How do I search through my forms?

If you are scrolling through hundreds or thousands of records within your project, you can make use of the search bar to look up your record by any of its lookup or primary key questions. You can also filter your forms by specific responses to questions. 


How do I toggle between languages?

Once you enter a project, click on the the three vertical buttons 

 on the top right corner, then on the “i details” button. There is a Display Language option at the very bottom. Click on Toggle Language to switch between Results language and Display language. While Results language is shown in English, Display language shows the content in translated language. 


What does archiving a record do?

Archiving is the process of moving a record that is no longer actively used to a separate storage device for long-term retention. Archive data consists of older data that is still important to the organization and may be needed for future reference, as well as data that must be retained for regulatory compliance.


How do I delete a record?

Swipe the record to the left which will reveal a trash can icon and press the button to delete.

What are filters and how do I add them?

Filters become useful in situations where we would like to only see the results for specific questions and responses rather than the whole picture.Once we arrive at the Results page, we can see an Add Filter button on the top right corner and by clicking it, a dialog box will open where you can filter by specific questions and responses listed on the drop down menu. 

The results portal will then automatically filter for the specified response and question, where it will only display the results of those questions and responses chosen. You can also repeat the process to apply more filters.

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