---
title: "Assigned Users Block: Controlling Who Can Fill Out the Form and When"
url: "https://help.ontraccr.com/en/article/assigned-users-block-controlling-who-can-fill-out-the-form-and-when"
language: "en"
last_updated: "2025-05-26T21:46:56.612Z"
---

# 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

| Trigger Type | What Assigned Users Controls |
| --- | --- |
| **Manual** | Who can see the form in their list or Favorites |
| **Clock In/Out** | Who receives the form at trigger time |
| **Triggered Forms** | Who receives the downstream form |
| **Favorites** | A user can only Favorite a form if: |

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

| Scenario | Setup |
| --- | --- |
| Safety form for field crews only | Assign by **Role: Field Worker** |
| Site Check-in for visitors only | Assign by **Team: Visitors** |
| Internal audit form for one PM | Assign to **User: Jane Lopez** |
| Department-specific version of PO form | Duplicate form → assign each by **Team** |

* * *

## ✅ 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