Setting Up a Mission (4.x)

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Hardware considerations
Installing ELMO on your own server
Create a mission
Create users
Language settings


Hardware considerations

ELMO can be used on multiple devices in three basic ways. First, ELMO online can be accessed through laptops, PCs, netbooks, or any other device with a browser. Second, tablets and smart phones can connect to ELMO online through browsers but also access forms via ODK Collect, an application accessible on all Android devices. Third, blank forms can be filled out via SMS on any phone with SMS capabilities.


Installing ELMO on your own server

The GitHub link to the upper right of the getelmo.org site provides detailed information on how ELMO can be hosted on your own servers, such as installing on your own Ubuntu server space.


Create a mission (admin only)

ELMO administrators are able to work in Mission Mode or Admin Mode. To create a mission, the administrator must enter Admin Mode. To enter Admin Mode, click the Admin Mode icon located in the top right corner of the screen. To create a mission:

  1. Click the Missions tab located on the main menu bar
  2. Once on the Missions page, click Create Mission
  3. Enter a name for the mission. Use only letters, numbers, and spaces
    1. A mission name might include the field location and the year (i.e. “Kenya 2013”)
    2. Note: Administrators have the option to freeze the data related to a mission by locking it. When a mission is locked, responses and forms cannot be created or edited, and users cannot be added or deleted. Missions should be locked once all data has been collected and cleaned in order to prevent any accidental changes or deletion when generating reports and conducting analysis. To lock a mission, click the box labeled Locked?
  1. Click the Save button to save changes
  2. Click Exit Admin Mode to return to Mission Mode
  3. To locate the recently created mission, select the title of the mission in the drop-down menu found in the top right corner of the screen
  4. Set the appropriate time zone and language(s) for the mission by clicking the Settings tab located on the main menu bar

**Hint: To edit the name of a mission, or to lock/unlock a mission after it has been created, Admin Mode must be activated. Once activated, click the pencil icon (edit option) located to the right of the mission to edit.


Create users

ELMO has four kinds of user levels – observer, staffer, coordinator, and administrator. Each user level has a different set of privileges based on the functions they are expected to perform during ELMO missions.

ELMO Roles You can create, delete, edit, and manage users on the Users page. Administrators can create general users in Admin Mode and assign them to specific missions, or they can create users for specific missions in Mission Mode. Coordinators can only create new users in Mission Mode.

To create users:

  1. Determine whether to work in Admin Mode or Mission Mode
  2. Navigate to the users page by clicking the Users tab on the main menu
  3. Click Create User (located below the search bar)
  4. On the Create User page, new user information can be entered, including:
    1. The user’s full name *required*
    2. The login/username *required* (click the suggest button to suggest a login name)
    3. The user’s email
    4. The user’s phone number (must include country code)
    5. The user’s role: observer, staffer, coordinator, administrator
    6. The user’s mission assignment(s)
    7. The user’s preferred language(s)
    8. Notes about the user
    9. Preferences for password set-up for the user’s account (i.e.: password instructions delivered via email or printed out)

To manage users:

  1. To edit existing user information:
    1. Find the user in the list of users
    2. Click on the pencil icon located on the same line as the name (the second icon from the right)
    3. Click save when done editing
  1. To export users’ information to a vCard, which is readable in Microsoft Outlook:
    1. Find each user whose vCard will be exported
    2. Check the box to the left of their name
    3. Click on Export as vCard
  1. To delete existing users:
    1. Click the trashcan icon located to the right of the pencil icon
  1. To send an email or SMS broadcast to users:
    1. Click the boxes next to the users you wish to contact
    2. Click Send Broadcast (to the left of Export as vCard). You can then define the medium, subject, and content of the broadcast


Language Settings

A key feature of ELMO is its ability to allow for customized language settings, for both the people running the observation and the ones observing.

To change language settings for:

  1. The ELMO Online Interface (how ELMO looks in the browser):
    1. Click the Change Language link at the bottom of the page
    2. Select a different language from the drop-down menu that appears

    **Note: The language will reset to English once the ELMO Online is exited

  1. Specific questions and option sets within the ELMO database:
    1. While on the home page, click the Settings tab on the main menu
    2. Click on Preferred Languages
    3. Enter the two-letter language code for the language (example: Arabic = ar; Chinese = zh). If multiple codes exist, type them in the preferred order of use and separate them with a comma (example: ar, zh). A list of ELMO compatible language codes can be found at this website
  1. An individual (whether observer, staffer, coordinator, or administrator):
    1. Select Users from the top menu in ELMO Online
    2. Select the pencil (edit) for the corresponding user that requires editing
    3. Select the Preferred Language dropdown box
    4. Choose the desired language
    5. The user will now view ELMO Online and receive communications in the selected language

**Hint: to change the language settings for all missions, perform the following steps in Admin Mode. To change the language settings for only one mission, perform the following steps within the mission of interest.

To view translations in ODK Collect:

  1. Download the desired form in ODK Collect
  2. Select Fill Blank Form and select the desired form
  3. Once in the form select the menu button in the top right corner
  4. Select Change Language
  5. Choose the desired language

To add translations to questions:

  1. Once a two-letter language code has been setup, return to the Questions page by clicking the Questions tab on the main menu bar
  2. Select the pencil icon adjacent to the question to be translated
  3. Add the translation to the question
  4. Click Save
  5. To see the translations take effect within the Questions page, make sure to change the language on the drop-down menu at the bottom of the page
  6. Once the preferred language is selected, the translated questions will be visible

To add translations to option sets:

  1. After entering the two-letter language code, select the Option Sets tab from the main menu bar
  2. Select the pencil icon adjacent to the question that requires a translation
  3. Add the translation to the question
  4. Click Save
  5. Return to the Option Sets page and click Change Language at the bottom of the page
  6. Select the preferred language to view the translated options