Automatically Collected Data: What Gets Captured and How to Customize It

📄 Automatically Collected Data in Ontraccr Forms
 

Ontraccr automatically captures key data when a form is submitted—like who submitted it and when. You can also enable powerful options like signatures, geolocation, and auto-numbering. This article covers what’s collected by default and how to configure additional data points.

🧾 What’s Collected Automatically (By Default)

Every Ontraccr form captures the following data without any setup:

• ✅ Employee Name – the user who submitted the form
• ✅ Employee ID
• ✅ Date and Time of Submission

These values are always included and cannot be turned off.

⚙️ Optional Data You Can Enable

In Step 1: Details, scroll to the “Automatically Collected Data” section to configure these options:

1. Signature Collection

• Checkbox: Collect Signature
• When enabled, users are required to sign the form before submitting.
• 🔐 Ideal for forms that require accountability (e.g. timesheets, inspections, customer approvals)

2. Geolocation Capture

• Checkbox: Geolocation
• Captures the submitter’s location when the form is submitted
• Displayed to reviewers/approvers for verification

🧠 Use Cases:

• Safety forms (confirm location of incidents)
• Site inspections (verify technician was on-site)
• Timesheets (confirm location clock-in/clock-out)

🔐 Editable vs. Not Editable

You can configure whether the user is allowed to edit the geolocation:

• Non-editable: System location is locked and shown as-is
• Editable: Users can move the pin manually—useful in areas with poor GPS data

3. Add Number (Auto Numbering)

• Checkbox: Add Number
• Adds a unique number to the form when submitted
• Pulls from the numbering configuration you set in the Form Type settings
• Supports project-unique and project-number-included formats

🧠 See Form Types and Custom Numbering for detailed setup instructions.

🧠 Best Practice: Combine These for Maximum Traceability

📌 Tip

All of these settings are configured per form, during setup or editing. You can adjust them anytime later by reopening the form in the Templates section.