Dear DHIS2 community,
With the release of DHIS2 v42, many implementations will begin transitioning from the legacy Data Entry app to the New Data Entry app. We would like to support implementors and their teams by addressing common concerns and questions users are likely to ask during this transition.
These frequently asked questions (FAQs) were developed by speaking with Implementers who have been testing the new app and preparing for the switch. Our goal is to help you feel confident guiding others through this transition.
Frequently Asked Questions (FAQs)
General Questions
Why is the old Data Entry app no longer available? / What happened to the data entry app?
Answer: The old Data Entry app was retired in May 2025 and is no longer available from DHIS2 version 42. As DHIS2 has undergone major technical upgrades, the old Data Entry app could no longer keep up with the new platform.
It has been replaced by the new Data Entry app, which offers the same core features with a modern design, easier navigation, and ongoing support.
This change keeps DHIS2 secure, reliable, and easier to use in the long term. All future improvements will only be available in the new Data Entry app, so please use it for all data entry going forward.
Note: Your existing data is safe and unaffected by this change.
What is the new icon for the Data Entry app?
Answer:
Navigation and Layout
How do I open the form in the new data entry app?
Answer: To open a form, first select your data set, organisation unit, and period using the “Top bar“ context selector at the top of the screen. Once all three are selected, the form will open automatically.
The “Top bar” context selector is a new design used across DHIS2 apps to make selecting your working context consistent and easier to learn.
How has the layout changed in the new data entry app and why?
Answer: The new app has a refreshed layout designed for a modern, streamlined experience:
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Top bar – Select organisation unit, data set, and period (and reset if needed).
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Data workspace – Main area for entering data.
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Bottom bar – Actions and additional information about the form.
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Details sidebar – Shows validation results and data value details (closed by default, can be opened when needed).
These changes improve usability, navigation, and support for new features, while keeping your main workspace clear and tools within easy reach.
Data Entry App Layout screenshot
Why do I have to select my Data Set (form) before selecting my organization unit in the new data entry app?
Answer: In the new app, the order has been switched so you first select your data set and then see which organisation units are available for it. This approach works better for many users, since it ensures that the list of org units is filtered to only those where the chosen data set is available.
We understand that some users are used to selecting the org unit first, and this is something we are considering for future improvements.
Forms and customization
Why does the data entry form look different, and who can customize it?
Answer: The new app introduces layout options such as vertical tabs, collapsable sections, pivot rows and columns, and titles to make forms easier to navigate on both web and Android.
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End users: Your form may look different because an administrator has applied a new layout.
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Administrators: You can customize forms using these layout options without building a custom form.
Native Form Customization Features
Form configuration version compatibility
Working in the Form
What do the icons or symbols in the cells mean?
Answer: In the new data entry app, icons and symbols help you see the status of your data while you work.
You can always find the full list in the Options Menu under Help → Cell reference.
Cell Reference Icons Definition
Cell Reference screenshot
What keyboard shortcuts can I use in the new data entry app?
Answer: These shortcuts can help you save time when entering or reviewing large amounts of data:
| Shortcut | Action |
|---|---|
| Ctrl + Enter or Cmd + Enter | Show details for the selected cell (view details) |
| Tab or ↓ | Move to the next cell |
| Shift + Tab or ↑ | Move to the previous cell |
Keyboard shortcuts screenshot
Why can’t I double-click to open the “View details” window in the new data entry app?
Answer: In the new app, double-clicking highlights the value instead of opening details. This change was made to better align with common standards and improve consistency.
To open details:
Click “View details” (panel stays open and updates as you move between cells), or
Press Ctrl+Enter (Windows) / Cmd+Enter (Mac).
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How do I complete my data entry and edit it later if needed in the new data entry app?
Answer: At the bottom of the form, you’ll see a single toggle button:
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Click Mark complete when you’ve finished entering data.
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The button will switch to Mark incomplete and show a note such as “Last completed by [user].”
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A completed form is still editable until the data is approved. If you start editing, the button will automatically change back to Mark complete.
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You can also manually click Mark incomplete if you want to reopen the form without making edits.
Note: Data approval is done in the Data Approval app. Once the data is approved there, the form is locked and can no longer be edited.
Mark complete screenshot
Mark incomplete screenshot
Data Set Approved and Locked screenshot
Data review and Audit Log
How can I see who entered a data value and when?
Answer: In the Details panel (above “mark to follow up”), you’ll find a line showing “Last updated [date/time] by [user]” for the most recent change made in the cell.
If you want the full history, open the Audit log for the cell (To access the audit log, go to the “View details” and click on Audit log to expand it). This shows each change with the date/time, the user, and the old and new values.
Last updated screenshot
How can I see if the data has been changed?
Answer: Open the Audit log for the cell.(To access the audit log, go to the “View details” and click on Audit log to expand it). This shows each change with the date/time, the user, and the old and new values. (Note: it does not track who set min/max limits.)
Audit log screenshot
What does “Mark for follow-up” mean, and how does it work?
Answer: It lets you flag a data value for later review. “Mark for follow-up” (this replaces the star from the old app.) is found in View details and can be used when a value needs verification or correction.
All follow-up marks are collected in the Data Quality app under Follow-up analysis, helping data teams create a clear list of items to check during the validation process.
Mark for follow up screen shot
What does “Run validation” do, and why doesn’t it work on all my forms?
Answer:“Run validation” checks your data against rules set by administrators and flags anything unusual or needing follow-up (for example, an unusually high number in a field may be flagged so action can be taken).
Note: A validation warning doesn’t always mean your data is wrong.
If nothing appears, it means no rules are set for that form or your data is within expected ranges.
Run Validation screenshot
Offline and Sync
How do I know if I’m offline or if my data is still syncing?
Answer: A gray cell with three dots means the data is saved locally and still waiting to sync. Once the cell turns green, it has been successfully synchronized with the server.
If a cell stays gray for a long time, make sure you have a stable internet connection and try refreshing the page or app so the sync can complete.
Technical and Metadata
Why is my data set (form) not appearing or not loading in the new data entry app?
Answer (end users): Some older custom forms are no longer supported due to security issues. If a data set you normally use is missing or won’t load, please contact your project team or system administrator so they can update it.
**Answer (administrators):**If a data set is missing or won’t load, it is usually because its custom form relies on unsupported code. This change was introduced the New Data Entry app to improve data security:
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HTML and CSS remain supported for layout and styling.
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JavaScript is no longer supported in custom forms.
All custom forms should be reviewed and updated prior to deployment. If a form was missed during testing, it will need to be revised before the data set can appear and function in the new app.
Future support: Plugin functionality for custom JavaScript is being developed for the data entry app and will be available in a future release.
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Why do I see fields like Code, Data Element ID, and Category Option Combo ID in the “View details” panel?
Answer: These fields are mainly for advanced users and administrators. They can help with things like troubleshooting issues or connecting DHIS2 with other systems (using APIs). If you don’t need them, you can simply ignore them.
Metadata details screenshot
Why can’t I enter data for more than one organisation unit at a time in the new app? (multiple organization unit entry)?
Answer: This feature was not rebuilt in the new app because it had many limitations and became difficult to use with larger data sets, and was not a widely used feature. We are exploring better ways to support similar needs in the future and welcome your feedback.
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If you’re an implementer conducting training, feel free to adapt these responses to your context. We’ll continue to address more questions as they arise. If you have suggestions or spot gaps, reach out to the DHIS2 Product team or post on this thread. We look forward to learning from you!
DHIS2 Core Team
