Assigned Users Block: Controlling Who Can Fill Out the Form and When

📄 Assigned Users Block: Control Who Can Fill Out a Form
 

The Assigned Users Block is the second required workflow block in every Ontraccr form. It defines exactly who can see, fill out, and trigger the form—whether it's launched manually or via automation (like Clock In/Out).

This guide explains how to assign users by role, team, or individual, and how it affects form access and visibility.

🧩 What Is the Assigned Users Block?

This workflow block tells Ontraccr:

• Who can manually open and submit the form
• Who will receive it if it's triggered (e.g. on clock in/out)
• Who will see it in their Assigned Forms queue
• Who can add the form to Favorites

🛠 How to Configure It

1. Go to your form’s Step 3: Workflow
2. The Assigned Users Block appears below the Trigger block
3. Use the dropdown menu to add:
   • Roles (e.g., Field Worker, Project Manager)
   • Teams (e.g., East Division, Safety Group)
   • Specific Users (e.g., John Smith, Tina Ramos)

✅ You can assign multiple roles, teams, and users to the same form.

🧠 How This Affects Form Behavior

1. They are in the Assigned Users list
2. The form has Manual enabled in Trigger block |

🔒 Privacy and Control

• Forms will not be visible to anyone not listed here
• You can restrict access to just one person (e.g., private audit or log)
• You can use this to assign different versions of the same form to different departments (via duplicate templates)

🧠 Use Case Examples

✅ Best Practices

• ✔️ Always double-check roles/teams for newly added users
• 🔁 Update this block if you restructure teams
• 📌 Don’t forget: Assigned Users + Manual Trigger = Favoritable form
• 📥 Combine with Trigger types to build precise, automated distribution