Approved Forms Tab Overview
📘 Approved Forms Tab Overview
The Approved tab in Ontraccr is where you’ll find forms that are awaiting your personal approval. This view is scoped only to the logged-in user and lists forms that require review and a decision—either to approve, reject, or edit (if permitted).
🔍 What the Approved Tab Shows
- Only forms you are responsible for approving
- Does not show forms requiring approval from others
- Includes direct tools to:
- View the form in detail
- Approve or reject without opening it
- Cancel workflows (if you have permission)
🛠 How to Access the Approved Tab
- Go to
Documents→Forms→Approve - If you have pending approvals, you’ll see a badge count next to “Approve”
📂 Columns in the Approved Tab
| Column | Description |
|---|---|
| Form | Form template name |
| Users | Person who submitted the form |
| Number | Ontraccr form ID (if numbering is enabled) |
| All Projects | Project linked to the form |
| Client/Customer | Tagged customer/client |
| Created On | Timestamp of form creation |
| Last Updated | Timestamp of last modification |
| Status | Current form status |
✅ How to Approve or Reject
Option 1: Quick Action from the List
- Click the green Approve or red Reject icon on the left of any row
- Use this method only if you're already familiar with the form and its contents
Option 2: Open and Review in Detail
- Click the form row to open the detail view
- Review all form tabs:
- General Info
- Triggered Items
- Fields
- Timeline
- Attachments
- Click Approve or Reject at the bottom
✍️ Editing a Form Before Approval
If the workflow allows for it, you may have permission to edit the form before approving.
How to Edit Before Approving:
- In the Fields tab, click Edit
- Make necessary changes
- Click Approve (editing disables the Reject option logically)
🧾 Snapshots: Auditing Form Revisions
If the form has undergone edits, you can review historical versions via:
- Fields tab → View Snapshots
This opens a side panel slider showing all past versions, who edited them, and when.
🕒 Timeline and Workflow Tracking
Under the Timeline tab, you can view:
- When the form was submitted
- When it was assigned for approval
- When/if it was edited
- If/when it was approved or rejected
- Any downstream workflows (e.g., emails sent, shifts created)
📌 If an email was sent and failed, you can hit Resend directly from the Timeline.
🧠 Best Practices
- Always open and review form details unless you're 100% certain
- Use Snapshots and Timeline to resolve discrepancies or errors
- Only use quick Approve/Reject for routine or pre-reviewed forms