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
| Feature | Best For |
|---|---|
| Signature | Forms requiring approval or accountability |
| Geolocation | Field work, safety, or inspection use |
| Form Number | Tracking and auditing documents like POs, RFIs |
📌 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.