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Glossary

Starting Lucanet Data Collection Processes

Overview

In Lucanet Data Collection, data collection is the process of gathering financial and statistical information from multiple reporting entities within an organization. In Data Collection, an administrator starts data collection processes to gather financial and statistical information from reporting entities. The process is based on pre-configured reporting packages. Once the process is started, Data Collection creates individual forms for each reporting entity from the form templates assigned to it in the reporting package.

Starting a Data Collection Process

You can start a data collection process in two ways:

  • From Data Collection | Data collection using + Start data collection, as described in this section
  • Directly from Data Collection | Reporting packages by clicking the three-dot context menu at the end of the respective reporting package row and selecting Start data collection

To start a data collection process from the Data Collection workspace:

1

Navigate to Data Collection | Data collection.

2

Click + Start data collection in the top right. The Start Data Collection Process dialog is displayed:

Shows the 'Start Data Collection Process' dialog in Data Collection with the mandatory 'Name' field, which displays the placeholder 'Enter name', and the 'Cancel' and 'Start' buttons.
'Start Data Collection Process' dialog
3

Enter a unique Name for the data collection process.

4

Click Start to start configuring the data collection process, as described in Configuring Data Collection Process.

Configuring Data Collection Process

In Data Collection, the following options are available for configuring the data collection process:

Reporting package

You can configure the following options in the Reporting package step in Data Collection:

Shows the 'Reporting package' step of the data collection wizard in Data Collection with the '1. Select reporting package' table. The table contains the 'Package name', 'Description', 'Number of forms', and 'Frequency' columns and lists example packages such as 'Reporting package Q1 2024'.
'Reporting package' step
OptionDescription
Reporting packageList of available reporting packages showing package name, description, number of forms, and frequency

Period and instructions

You can configure the following options in the Period and instructions step in Data Collection:

Shows the 'Period and instructions' step of the data collection wizard in Data Collection with the heading '2. Select reporting period and add instructions', the 'Reporting period' drop-down list with the value '01.2024', and the 'Add instructions' button.
'Period and instructions' step
OptionDescription
Reporting periodSpecific time interval (month, quarter, semester, or year) for this data collection process. Available periods depend on the frequency defined in the reporting package.
Add instructionsOptional instructions or completion notes visible to all participating reporting entities. These instructions are also included in the e-mail and in-app notifications sent when the data collection process is started.

Set deadlines

In the Set deadlines step in Data Collection, you configure deadlines for each form template in your reporting package. The following options are available in this step:

Shows the 'Set deadlines' step of the data collection wizard in Data Collection with the 'Selected package' value 'Test', the 'Reporting period' value 'Juli 1 - Juli 31, 2025', and a table with the 'Form template' and 'Deadline' columns. The 'Deadline' field displays the placeholder 'DD.MM.YYYY'.
'Set deadlines' step
OptionDescription
Form templateName of each form template included in the reporting package
DeadlineDue date for each form template. Use the date picker or type a date manually.

Deadlines must be set to today or a future date. Past dates are not allowed and will display a validation error.

Starting the Data Collection Process

After completing all configuration steps in Data Collection, click Start data collection process in the top right. A confirmation dialog is displayed:

Shows the 'Start Data Collection' confirmation dialog in Data Collection with the message 'Confirm that you want to start collecting data now.' and the 'Cancel' and 'Confirm' buttons.
'Start Data Collection' confirmation dialog
  • Click Confirm to start the data collection process.
  • Click Cancel to return to the configuration and make changes.

After the data collection process starts in Data Collection:

  • A success notification appears: Data Collection started successfully. Redirecting to Data Collection list.
  • Data Collection automatically navigates to the Data Collection list.
  • The data collection process is created with status New at the top of the list and is briefly highlighted.
  • Individual forms with status New are created for each reporting entity from the form templates assigned to it in the reporting package. For details on the assignment, see Restricting Form Templates to Specific Reporting Entities.
  • Notifications are sent to assigned users with links to their forms.
  • The reporting package configuration, including the assignment of form templates to reporting entities, is fixed for this process. Later changes to the reporting package apply only to new data collection processes.

If an error occurs during process creation, an error notification is displayed. You can click Start data collection process to retry, Back to return to the previous configuration step, or Cancel to close the wizard. All your entered data is preserved.

Once the process is started, collectors can begin working on their forms. For detailed information on entering data, executing validation, and approving forms, see Entering, Validating, and Approving Data.

This content was generated using AI and reviewed by Lucanet subject matter experts before publication.

Last updated on Oct 7, 2026

Table of Contents
OverviewStarting a Data Collection ProcessConfiguring Data Collection ProcessReporting packagePeriod and instructionsSet deadlinesStarting the Data Collection Process
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