Build better data collection workflows with case management
Connect all surveys, interactions, and appointments with one user-friendly feature
See how case management from SurveyCTO allows you to streamline operational workflows, save resources, and reduce data quality errors for better data collection.
Efficiently manage shared data across multiple forms
Say good-bye to recording the same information in every form for the same case. Link forms together through unique IDs for automatic, accurate data aggregation.
Reduce busy work
Populate data from one form to the next for each case and eliminate the need to repeat questions and intake the same data.
Eliminate errors
When data is aggregated automatically instead of manually, your margin of error decreases, simple as that! That’s a win for data quality AND your team’s workload.
More workflow options
Case management provides incredible flexibility. Get the power to create custom applications like Electronic Medical Records (EMR) systems, Feedback, Complaints and Response Mechanisms (FCRM), and more to manage unique operational needs.
How case management for data collection optimizes workflows
Case management overview
SurveyCTO’s case management feature is a powerful and flexible way to improve complex data collection efforts.
In SurveyCTO, case management works via datasets. These datasets store your list of cases, which can be a list of survey subjects, facilities to monitor, or whatever entities you want to track.
Storing your cases in these datasets opens up new possibilities for workflows in industries from market research to healthcare to development and beyond.
Cut down on poor data quality with unique IDs
Assign unique IDs not only for each case, but also for multiple survey forms within each case.
This unlocks the ability to attribute responses collected across surveys back to the right respondents, which means the difficulties in upholding data quality in projects with multiple follow-ups is a thing of the past.
Streamline data collection with pre-populated forms
Pull in previously collected data, a list of assigned data collectors, and more into your forms for effortless follow-up surveys and tighter data quality control.
Reduce redundancies, save time, and inform better data collection by having a complete record of data collection at your fingertips.
Automate case assignment for clarity in the field
SurveyCTO’s case management feature allows you to assign lists of cases to specific staff—whether that be field staff, program operations personnel, nurses, inspectors, or whoever carries out work on the ground.
Remove confusion from the data collection process by ensuring the right people are assigned to the right surveys.
Seamless offline data collection with case management
Our case management feature works even in areas with no internet connectivity.
Do everything from prepopulating historical data to case assignment, offline!
Real impact for real organizations
Oxfam International built a digital Feedback, Complaint, and Response Mechanism (FCRM) with case management for community-based feedback on humanitarian aid in crisis areas.
Oxfam's case management feedback system has been scaled to 12 countries—and counting
What to look for in data collection software when you need case management
From survey research to supply chain management to managing health care records, tracking the same entities accurately over time requires a powerful solution.
To help you meet the needs of your data collection project, here are a few must-haves in a case management feature:
Unique identifiers
This is a case management non-negotiable—always make sure you can track your cases through a unique ID.
It’s how you prevent duplicate responses, and the same data accidentally collectors collecting data for the same entity!
Offline capabilities
If there’s a chance your data collection will occur in areas with unreliable Internet, explore digital data collection tools that offer offline case management.
Data collector management
Assigning data collectors to cases organizes data collection efforts and makes your data monitoring processes easier and more actionable.
Datasets for cases
Being able to store form and subject IDs in specific datasets enables you to easily track all forms for individual cases.
Resources to help you get started with case management
Case management webinar
Structure your longitudinal workflows so that fieldwork is simple for enumerators while you easily keep an eye on progress using tips from this webinar.
Get started with a sample template
Copy and learn from a case management workflow while following a detailed guide for expertly tracking data over time using SurveyCTO as your mobile data collection tool.
Mobile case management toolkit
Get step-by-step simple instructions for case management workflows from SurveyCTO power user CartONG.
How to transfer cases offline
A quick-start video guide to transferring cases offline, in the field between data collector devices.
Frequently Asked Questions
How can case management for data collection help my work?
Case management empowers you to track data gathered over multiple forms for the same subjects in a streamlined way. SurveyCTO does this by allowing you to assign unique IDs to cases and forms in datasets.
Our design enables everything from pre-populating previously collected data into new forms, to assigning data collectors to specific cases, to eliminating the need to manually aggregate results in messy spreadsheets! Say good-bye to accidental duplicate interviews, missing important cases, or documenting incorrect data for a case.
Can I get support in building case management workflows?
Yes! SurveyCTO offers 24/7 support for all paid subscriptions. For more involved consultations, we also deliver professional services that include building and designing workflows on your behalf or working with internal stakeholders depending on your specific needs.
Do I need internet access in order to use the case management feature?
Not at all! Our case management feature, like the rest of our mobile data collection platform, is entirely able to work in areas with limited or no internet. While more advanced offline functionality is offered in higher subscription plans, every paid subscription can get access to the case management feature in offline environments.
How do I start using SurveyCTO?
Simply start a free trial today—no credit card required—or request a demo from our team to get a tailored consultation on the best options for your data collection project(s).