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

  1. Go to DocumentsFormsApprove
  2. If you have pending approvals, you’ll see a badge count next to “Approve”

📂 Columns in the Approved Tab

ColumnDescription
FormForm template name
UsersPerson who submitted the form
NumberOntraccr form ID (if numbering is enabled)
All ProjectsProject linked to the form
Client/CustomerTagged customer/client
Created OnTimestamp of form creation
Last UpdatedTimestamp of last modification
StatusCurrent 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

  1. Click the form row to open the detail view
  2. Review all form tabs:
    • General Info
    • Triggered Items
    • Fields
    • PDF
    • Timeline
    • Attachments
  3. 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:

  1. In the Fields tab, click Edit
  2. Make necessary changes
  3. 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

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