Survey123 Checklists/Forms Integration

This guide outlines the steps for integrating Esri Survey123 custom forms with AirHub® Portal to enhance data collection for various data entities, including Operations, Users, Aircraft, and Flight Logs. Integrating Survey123 with AirHub® Portal empowers users to customize data collection for their specific needs, streamlining workflows, enhancing data quality, and providing deeper operational insights.

Note: This guide focuses on integrating Survey123 for custom data gathering slots, which is distinct from the Survey123 Work Order Requests functionality.

Prerequisites:

• An AirHub Portal Advanced or Enterprise License.

• An ArcGIS Online account with Survey123 capabilities

Integration Steps

The integration process involves creating your Survey123 form and then coordinating with AirSpace Link support for its configuration within AirHub® Portal.

1. Decide Form Location: Determine where your Survey123 form will be embedded within AirHub® Portal in terms of workflow:

   • Supplemental Operation Creation Information (Plan Tab): Ideal for capturing pre-flight information (e.g., weather conditions, pilot certifications, equipment checks) when creating a new operation.

   

   • Supplemental Flight Log Information (Manage Tab): Suitable for capturing post-flight information related to flight logs (e.g., anomalies encountered, maintenance requirements).

   

   • Supplemental Information for Users (Manage Tab): This location can be used for gathering additional data related to user profiles.

   

   • Supplemental Information for Aircraft (Manage Tab): This location can be used for gathering additional data related to aircraft.

   
2. Login to Survey123: Access Survey123 at https://survey123.arcgis.com/ and log in with your ArcGIS Online credentials.

3. Create a New Survey: Click the "Create a new survey" button on the landing page. You will have two options:

   • Using the web designer (Recommended): This user-friendly interface allows for visual drag-and-drop form building and is recommended for most users.

   • Using a survey template: Choose from pre-built templates for common scenarios and customize them. You can find the "UAS Pre-Flight Checklist" template under the "Community" tab, or access it directly at https://survey123.arcgis.com/surveys/templates/3fe63637f4ac41a88f8ba685f0e2a242 if you wish to use AirSpace Link's pre-flight checklist.

   • (Advanced) You can also use Survey123 Connect to create complex forms with advanced features like repeating sections and custom calculations.

4. Design Your Survey:

   • If using the web designer, you will see a blank canvas. Use the right-hand panel to explore and drag and drop desired question types onto your canvas. Available question types include single-line text, multi-line text, number, date, time, date and time, email, website, single select, multiple select, Likert scale, ranking, map, address, image, file upload, audio, and signature.

   • Configure each question by editing its text, answer choices, and any additional settings like required answers or default values.

   • Organize your questions logically for a clear user experience.

   
5. Add the Required "entityId" Field: To properly associate your Survey123 form with a specific record (entity) in AirHub® Portal (e.g., an operation, user, aircraft, or flight log), you must include a field named entityId (camel case). This field serves as the unique link between your survey data and the AirHub® Portal entity.

   • This entityId field should be a Singleline Text type.

   • This ID field can be configured as hidden within your Survey123 form if you prefer, ensuring a cleaner user interface while maintaining the crucial link.

   
6. (Optional) Adjust Appearance to Match AirHub® Portal: For visual consistency, you can adjust your Survey123 form's background color to HEX 18181B and text color to HEX FFFFFF.

7. Preview and Test: Click the "Preview" button to see how your form will appear to users on various devices. Test your form by completing it yourself to ensure everything functions as intended.

8. Publish Your Survey: Once satisfied with your form, click the "Publish" button to publish it publicly.

9. Configure Feature Service Editing Settings (Critical for Updates within AirHub® Portal): For seamless editing of submitted data within the AirHub® Portal (allowing previously submitted data to be recalled and updated when revisiting a form associated with a Portal entity), the associated Feature Service in ArcGIS Online must have specific editing capabilities configured.

   • Access: In ArcGIS Online, navigate to the "Content" section, find the Feature Layer Form View associated with your Survey123 form. Click on its item details page, then go to the "Settings" tab.

   • Apply the following settings: Editing Section: Under the "Editing" section, apply the following settings:

   
10. Obtain Necessary URLs and IDs: After publishing your survey, you will need to gather the following:

    • Survey123 Sharing URL (includes surveyid): Open the published form and copy its URL. It will look like https://survey123.arcgis.com/share/your-survey-id. The your-survey-id part is the surveyid.

    • Survey123 Feature Service URL (serviceURL): In ArcGIS Online, navigate to the "Content" section. Find the Feature Layer (hosted) associated with your Survey123 form (it will have the same name as your survey). Click on its item details page, and then copy the "URL" under the "Details" tab. This is your serviceURL.

    • ArcGIS Online Client ID (clientId): You will need to register an application in your ArcGIS Online organization to obtain a clientId. For detailed instructions on how to find or generate this, please refer to the official ArcGIS Online documentation on "Register an application" or "Authentication in ArcGIS Online."

11. Send Configuration Request to AirSpace Link: Once your Survey123 form is published and you have obtained the required URLs and IDs, send an email to [email protected]. In your email, include the following information:

    • The Survey123 Sharing URL (which contains the surveyid).

    • The Survey123 Feature Service URL (serviceURL).

    • The ArcGIS Online Client ID (clientId).

    • The Form location (Operations, Users, Aircraft, or Flight Logs)

    • The name of your AirHub® Portal Organization.

AirSpace Link will then configure your Survey123 form within AirHub® Portal, typically completing this process within 24 hours.

Please note: While AirSpace Link support can assist with initial configuration, ongoing management of your Survey123 forms remains your responsibility.