Using TapForms on multiple computers

[TEIB]

We are changing from Bento and would like to use TapForms for Mac on 3-4 computers all with the same apple id.

Wanted to find out how TapForms works when being used on multiple computers: when records are inputted on one computer, are they automatically updated on the other computers? Will records be editable on all computers? Can we use the app on multiple computers at the same time?

Also, where are the records stored? Only in the cloud where we are dependent on internet connection? Or are the records also stored on each machine?

Please let us know if there are any specific resources that will help us as we get started setting up the database so that items will sync across the computers (we aren’t using mobile devices at this time).

Thanks!!

[Brendan]

Hi TEIB,

1. If all your devices are using the same iCloud ID, then you can sync between them. It’s not a fully automatic process. If someone makes changes on their copy of Tap Forms, they would have to click on the upload to iCloud button to send the data over to the other computers. The data will go up to iCloud and then down to your other computers.

2. Each copy of Tap Forms must be a separate purchase, but they can all be used at the same time. Each computer stores its own copy of the database so you can each edit data at the same time. You exchange records by syncing with iCloud whenever you have changes to send. Changes will be merged. However, if one person deletes a record, that same record will be deleted across all other instances of Tap Forms attached to the same iCloud Apple ID.

3. You can watch the iCloud Sync video in the online manual to see how sync works. I demonstrate syncing between a Mac and an iPhone, but the process is identical between Mac and Mac.

http://www.manula.com/manuals/tap-zapp/tap-forms-mac/2.0/en/topic/icloud-sync

Thanks!

Brendan

[TEIB]

Thanks so much for your helpful response!

How do we purchase multiple copies of the app under the same apple id? On the app store, we are just provided a button to install, not repurchase.

Also, importing from Bento looks different than expected… any advice or videos on how to show entries with names instead of the date that the entry was originally inputted into the system?

Appreciate your help:)

[Brendan]

Hello TEIB,

In general, when purchasing for business, you would be using a different Apple ID for each computer. It’s all basically on the honour system. There is also the Apple Volume Purchase Program. If you’re using the same Apple ID for each computer, then you only have the option to install and not purchase if you’ve already purchased it on another computer.

You’re referring to the records list view. You can modify that by editing the form template and rearranging the fields by dragging them up and down. Bento templates generally import the Date Created and Date Modified as the first two fields. So by editing the template in Tap Forms you can change that.

There are tutorial videos on my support page which should help with that. Also see the online user manual available from the Help menu.

Thanks!

Brendan

[TEIB]

Hi Brendan,

Thanks so much for your help and for your responses!

Didn’t see info in the videos or manual specifically for changing the way records appear in the left column with the dates the entries were originally ordered (please see attached screen shot). Please let me know if I missed something in the videos or manual.

I tried editing the form template, but that just changes the appearance in the center screen. Also, clicked the bottom left edit button, changing the sort & group settings, but that didn’t fix the issue either. After clicking the section index button, it did show the names in alphabetical order in a fly out window, but not the full name in the actual list of records in alphabetical order by last name.

So, using the address book category as our first example, please let me know if you have suggestions on how we can get the record list to appear by name.

Appreciate it:) Thanks!

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[Brendan]

Hi TEIB,

You need to go to the Field Properties after clicking the Edit button at the lower-left of the window and drag your two top date fields down or remove them altogether if you don’t want or need them. You can drag the most relevant field up to the top position. You’ll see the left side update after you click the Done button.

Thanks!

Brendan

[TEIB]

Thank you so much Brendan!! It worked:)

Is it possible to remove text in the left column so that it doesn’t include “last name”? We just want to see the name and scroll down the column. Please see attached screen shot.

Thanks!!

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[TEIB]

Thanks for all of your help so that we can get this system up-and-running!

Wanted to ask if you have a feature that resembles the smart lists in Bento? In our address book, we indicate which programs clients participate in with a drop down menu. Then, based on the programs selected in the address book, smart lists are generated that contain all the participants in each program.

Please let us know if and how this would be possible.

Thanks!

[TEIB]

Please disregard my first question on “last name” – found the answer in one of your videos:)

Names still aren’t appearing in alphabetical order though, so it’d be great to know how to do this.

Appreciate it!!

[Brendan]

Hi TEIB,

You can create “Smart Lists” or “Saved Searches” in Tap Forms’ parlance by clicking on the search button just to the left of the Search field. From there you can create custom search rules and then click the Save button to create your saved search. You can create as many as you like targeting specific fields and specific values.

If you edit your form and set your name as the First Sort field then they should sort properly according to the direction also selected (ascending or descending).

Thanks!

Brendan

[TEIB]

The Saved Searches works great! Thanks so much!!!

For our address book form, names aren’t appearing in the list in alphabetical order. Please see attached screen shot. Any suggestions would be much appreciated.

Thank you:)

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[Brendan]

That’s controlled by the First Sort Field. What do you have it set to? I would need to see the form template too if possible. At least the contents of the edit form tabs.

[TEIB]

Thanks so much for your response! We will get back to that.

Wanted to ask you a more important question as we get our system up and running from Bento:

Can Tap Forms do calculations? For example, when we brought over our product inventory to Tap Forms, there are now entries for each day data was inputted. We need all products with their current inventory to calculate and show, like in the attached screen shot. This way we know when we need to reorder products, etc.

Please let us know what we can do as a solution. Thanks!!!

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[Brendan]

Tap Forms has two different forms of calculations. The first is a dedicated Calculation field type. With that you can customize a formula to suit your needs. For example [Price] * [Quantity] * 1.0.5. Where [Price] and [Quantity] are fields within your form.

The second type of calculation is an aggregate calculation for a field across all records in your form. That’s equivalent to the summary row in your attached screenshot. You can enable that by setting the Calculation Type property on your Number, Calculation, or other type of field. You can choose either Total, Minimum, Maximum, or Average. Then, you can enable the summary row by clicking on the Sigma button at the bottom of the multi-column list view. With the single-column list view, the summary for a single selected field displays at the bottom of the records list. There’s a popup there, so you can see the value for all of your fields which have the Calculation Type set on them and you can choose which one to display there.

Hope that helps!

Brendan

[TEIB]

Thank you so much!! This made such a difference!!!! Appreciate your help:)

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