---
title: "Automatically Collected Data: What Gets Captured and How to Customize It"
url: "https://help.ontraccr.com/en/article/automatically-collected-data-what-gets-captured-and-how-to-customize-it"
language: "en"
last_updated: "2025-05-26T22:18:57.703Z"
---

# 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](https://www.notion.so/Article-5-Automatically-Collected-Data-What-Gets-Captured-and-How-to-Customize-It-1d13fab247958037b545d0a245578515?pvs=21) 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.