Chapter 10. Using the Maintenance app

Table of Contents

10.1. Manage categories
10.1.1. About categories
10.1.2. Workflow
10.1.3. Create a category option
10.1.4. Create a category
10.1.5. Create a category combination
10.1.6. Create a category option group
10.1.7. Create a category option group set
10.1.8. Use category combinations for data sets
10.1.9. Assign a code to a category option combination
10.1.10. Edit metadata objects
10.1.11. Clone metadata objects
10.1.12. Change sharing settings for metadata objects
10.1.13. Delete metadata objects
10.1.14. Display details of metadata objects
10.1.15. Translate metadata objects
10.2. Manage data elements
10.2.1. About data elements
10.2.2. Workflow
10.2.3. Create a data element
10.2.4. Create a data element group
10.2.5. Create a data element group set
10.2.6. Edit data elements and other objects
10.2.7. Clone data elements and other objects
10.2.8. Change sharing settings for data elements and other objects
10.2.9. Delete data elements and other objects
10.2.10. Display details of data elements and other objects
10.2.11. Translate data elements and other objects
10.3. Manage data sets and data entry forms
10.3.1. About data sets and data entry forms
10.3.2. Workflow
10.3.3. Create a data set
10.3.4. Edit data sets
10.3.5. Clone data sets
10.3.6. Change sharing settings for data sets
10.3.7. Delete data sets and forms
10.3.8. Display details of data sets
10.3.9. Translate data sets
10.3.10. Override data elements' category combinations in a data set
10.3.11. Edit compulsory data elements in a data set
10.3.12. Download default data forms in PDF format
10.3.13. Manage section forms
10.3.14. Manage custom forms
10.4. Manage indicators
10.4.1. About indicators
10.4.2. Workflow
10.4.3. Create an indicator type
10.4.4. Create an indicator
10.4.5. Create an indicator group
10.4.6. Create an indicator group set
10.4.7. Edit indicators and other objects
10.4.8. Clone indicators and other objects
10.4.9. Change sharing settings for indicators and other objects
10.4.10. Delete indicators and other objects
10.5. Manage organisation units
10.5.1. About organisation units
10.5.2. Workflow
10.5.3. Create an organisation unit
10.5.4. Create an organisation unit group
10.5.5. Create an organisation unit group set
10.5.6. Edit organisation units and other objects
10.5.7. Clone organisation units and other objects
10.5.8. Change sharing settings for organisation unit groups and group sets
10.5.9. Delete organisation units and other objects
10.5.10. Display details of organisation units and other objects
10.5.11. Translate organisation units and other objects
10.5.12. Assign names to organisation unit levels
10.5.13. Move organisation units within a hierarchy
10.6. Manage program metadata
10.6.1. About program metadata
10.6.2. Create a tracked entity attribute
10.6.3. Create a tracked entity attribute group
10.6.4. Create a relationship type
10.6.5. Create a tracked entity
10.6.6. Edit metadata objects
10.6.7. Clone metadata objects
10.6.8. Delete metadata objects
10.6.9. Change sharing settings for metadata objects
10.6.10. Display details of metadata objects
10.6.11. Translate metadata objects
10.7. Manage attributes
10.7.1. About attributes
10.7.2. Create an attribute
10.7.3. Edit metadata objects
10.7.4. Clone metadata objects
10.7.5. Delete metadata objects
10.7.6. Display details of metadata objects
10.7.7. Translate metadata objects
10.8. Manage constants
10.8.1. About constants
10.8.2. Create a constant
10.8.3. Edit metadata objects
10.8.4. Clone metadata objects
10.8.5. Change sharing settings for metadata objects
10.8.6. Delete metadata objects
10.8.7. Display details of metadata objects
10.8.8. Translate metadata objects
10.9. Manage option sets
10.9.1. About option sets
10.9.2. Create an option set
10.9.3. Edit metadata objects
10.9.4. Clone metadata objects
10.9.5. Change sharing settings for metadata objects
10.9.6. Delete metadata objects
10.9.7. Display details of metadata objects
10.9.8. Translate metadata objects
10.10. Manage legends
10.10.1. About legends
10.10.2. Create a legend
10.10.3. Edit metadata objects
10.10.4. Clone metadata objects
10.10.5. Change sharing settings for metadata objects
10.10.6. Delete metadata objects
10.10.7. Display details of metadata objects
10.10.8. Translate metadata objects
10.10.9. Assign a legend to indicator or data element
10.11. Manage predictors
10.11.1. About predictors
10.11.2. Create a predictor
10.11.3. Edit metadata objects
10.11.4. Clone metadata objects
10.11.5. Delete metadata objects
10.11.6. Display details of metadata objects
10.11.7. Translate metadata objects
10.12. Manage push reports
10.12.1. About push reports
10.12.2. Create a push report
10.12.3. Preview push reports
10.12.4. Run push report jobs
10.12.5. Edit metadata objects
10.12.6. Clone metadata objects
10.12.7. Delete metadata objects
10.12.8. Display details of metadata objects
10.12.9. Translate metadata objects
10.13. Manage external map layers
10.13.1. About external map layers
10.13.2. Create an external map layer
10.13.3. Edit metadata objects
10.13.4. Clone metadata objects
10.13.5. Delete metadata objects
10.13.6. Display details of metadata objects
10.13.7. Translate metadata objects
10.14. Edit multiple object groups at once
10.14.1. Edit multiple objects in an object group
10.14.2. Edit an object in multiple object groups

10.1. Manage categories

10.1.1. About categories

Categories are typically a concept, for example "Gender", "Age" or "Disease Status". Data elements such as "Number of cases of confirmed malaria" are often broken into smaller component parts to determine, for example, the number of confirmed malaria cases of particular age groups.

Use categories to disaggregate data elements into individual components. You can also use categories to assign metadata attributes to all data recorded in a specific dataset, such as "Implementing partner" or "Funding agency."

Example 10.1. Three age categories

Create three categories: "Under 1", "1-5" and "Over 5". Assign them as categories to the data element. This creates three separate fields for this data in the data entry forms:

  • Number of confirmed malaria cases (Under 1)

  • Number of confirmed malaria cases (1-5)

  • Number of confirmed malaria cases (Over 5)

Without categories, you would have had to create each of the data elements listed above separately.


In the Maintenance app, you manage the following and category objects:

Table 10.1. Category objects in the Maintenance app

Object type

Available functions

Category option

Create, edit, clone, share, delete, show details and translate

Category

Create, edit, clone, share, delete, show details and translate

Category combination

Create, edit, clone, share, delete, show details and translate

Category option combination

Edit and show details

Category option group

Create, edit, clone, share, delete, show details and translate

Category option group set

Create, edit, clone, share, delete, show details and translate


10.1.2. Workflow

  1. Create all category options.

  2. Create categories composed by the multiple category options you've created.

  3. Create category combinations composed by either one or multiple categories.

  4. Create data elements and assign them to a category combination.

10.1.3. Create a category option

When possible, recycle category options. For instance, there might be two categories which might share a particular category option (for example <1 year of age). When creating the categories, this category option could be reused. This is important if particular category options (or category option combinations) that need to be analyzed together.

  1. Open the Maintenance app and click Category > Category option.

  2. Click the add button.

  3. Fill in the form:

    1. Name

    2. Short name

    3. Start date

    4. End date

  4. Select organisation units and assign them.

    [Tip]Tip

    You can automatically select all organisation units that belong to an organisation unit level or organisation unit group, for example "Chiefdom" or "Urban. To do this:

    Select an Organisation unit level or Organisation unit group and click Select.

  5. Click Save.

10.1.4. Create a category

When you have created all category options for a particular category, you can create that category.

To create a category:

  1. Open the Maintenance app and click Category > Category.

  2. Click the add button.

  3. Fill in the form:

    1. Name

    2. Code

    3. Data dimension type

      A category either be of type "Disaggregation" or "Attribute". For disaggregation of data elements, you select Disaggregation. The data dimension type "Attribute" allows the category to be used to assign a combination of categories to data recorded through a data set.

    4. Data dimension

      If you select Data dimension, the category will be available to the analytics as another dimension, in addition to the standard dimensions of "Period" and "Organisation unit".

  4. Select category options and assign them.

  5. Click Save.

10.1.5. Create a category combination

Category combinations lets you combine multiple categories into a related set.

Example 10.2. Category combination

You can disaggregate the data element "Number of new HIV infections" into the following categories:

  • HIV Service: "Other", "PMTCT", "TB"

  • Gender: "Male", "Female"

In this example, there are two levels of disaggregation that consist of two separate data element categories. Each data element category consist of several data element category options.


In DHIS2, different data elements are disaggregated according to a common set of categories. By combining these different categories into a category combination and assigning these combinations to data elements, you can apply the appropriate disaggregation levels quickly to a large number of data elements.

  1. Open the Maintenance app and click Category > Category combination.

  2. Click the add button.

  3. Fill in the form:

    1. Name

    2. Code

    3. Data dimension type

    4. Skip category total in reports

  4. Select categories and assign them.

  5. Click Save.

10.1.6. Create a category option group

You can group and classify category options by using category option groups. The main purpose of the category option group set is to add more dimensionality to your captured data for analysis in for example the Pivot table or Data Visualizer apps.

Example 10.3. Category options groups and group sets

In a system, data is collected by "projects", where projects is modeled as category options. The system must be able to analyse data based on which donor that supports the project. In this case, create a category option group set called "Donor". Each donor can be created as a category option group, where each category option / project is put in the appropriate group. In the data analysis applications, the "Donor" group set will appear as a data dimension, while each donor appear as dimension items, ready to be included in reports.


To create a category option group:

  1. Open the Maintenance app and click Category > Category option group.

  2. Click the add button.

  3. Fill in the form:

    1. Name

    2. Short name: Define a short name for the data element.

    3. Code

    4. Data dimension type

  4. Select Category options and assign them.

  5. Click Save.

10.1.7. Create a category option group set

You can group category option groups in category option group sets. The main purpose of the category option group set is to add more dimensionality to your captured data for analysis in for example the Pivot table or Data Visualizer apps.

To create a category option group set:

  1. Open the Maintenance app and click Category > Category option group set.

  2. Click the add button.

  3. Fill in the form:

    1. Name

    2. Description

    3. Data dimension

    4. Data dimension type

  4. Select Category option groups and assign them.

  5. Click Save.

10.1.8. Use category combinations for data sets

When categories and category combinations have the data dimension type "Attribute", they can apply a common set of attributes to a related set of data values contained in a data set. When category combinations are used as a attribute, they serve as another dimension (similar to "Period" and "Organisation unit") which you can use in your analysis.

Example 10.4. Use category combination for a data set

Suppose that a NGO is providing ART services in a given facility. They would need to report each month on the "ART monthly summary", which would contain a number of data elements. The NGO and project could potentially change over time. In order to attribute data to a given NGO and project at any point in time, you need to record this information with each data value at the time of data entry.

  1. Create two categories with the data dimension type "Attribute": "Implementing partner" and "Projects".

  2. Create a category combination with the data dimension type "Attribute": "Implementing partners and projects".

  3. Assign the categories you've created to the category combination.

  4. Create a data set called "ART monthly summary" and select the "Implementing partners and projects" category combination.

When you enter data in the Data entry app, you can select an "Implementing partner" and a "Project". Each recorded data value, is assigned a specific combination of these categories as an attribute. These attributes (when specified as a dimension) can be used in the analysis applications similar to other dimensions, for example the period and organisation unit.


10.1.9. Assign a code to a category option combination

You can assign a code to category option combinations. This makes data exchange between DHIS2 and external systems easier. The system creates the category option combinations automatically.

  1. Open the Maintenance app and click Category > Category option combination.

  2. In the list, find the object you want to modify.

  3. Click the options menu and select Edit.

  4. Enter a code.

  5. Click Save.

10.1.10. Edit metadata objects

  1. Open the Maintenance app and find the type of metadata object you want to edit.

  2. In the object list, click the options menu and select Edit.

  3. Modify the options you want.

  4. Click Save.

10.1.11. Clone metadata objects

  1. Open the Maintenance app and find the type of metadata object you want to clone.

  2. In the object list, click the options menu and select Clone.

  3. Modify the options you want.

  4. Click Save.

10.1.12. Change sharing settings for metadata objects

  1. Open the Maintenance app and find the type of metadata object you want to modify.

  2. In the object list, click the options menu and select Sharing settings.

  3. (Optional) Search for a user group and select it. The user group is added to the list.

  4. Change the settings for the user groups you want to modify.

    • Can view: Everyone in the user group can view the object

    • Can edit: Everyone in the user group can view and edit the object

    The default setting is that everyone (Public access) can view and edit objects.

  5. Click Close.

10.1.13. Delete metadata objects

  1. Open the Maintenance app and find the type of metadata object you want to delete.

  2. In the object list, click the options menu and select Delete.

  3. Click Confirm.

10.1.14. Display details of metadata objects

  1. Open the Maintenance app and find the type of metadata object you want to view.

  2. In the object list, click the options menu and select Show details.

10.1.15. Translate metadata objects

  1. Open the Maintenance app and find the type of metadata object you want to translate.

  2. In the object list, click the options menu and select Translate.

  3. Select a locale.

  4. Type a Name, Short name and Description.

  5. Click Save.