Creating & Using Saved Form Mappings in Ontraccr Boards
🔄 Creating & Using Saved Form Mappings in Ontraccr Boards
Overview
Saved Form Mappings let you pre-fill form fields with data from a board card. This streamlines the form submission process, reduces manual entry, and ensures consistency across workflows. When launching a form from a card, users can select a saved mapping to have relevant fields automatically filled out.
🎯 Why Use Form Mappings?
Use this when:
- You want forms to auto-fill with card data (like project name, client, equipment, or assigned user)
- You want to reduce data entry errors
- You want to save time in repetitive workflows (e.g., inspections, reports, onboarding)
- You want to make submitting forms from cards easier for field teams or admin staff
🧩 How to Create a Saved Form Mapping
- Open a board
- Go to Settings > Forms
- Click Add ➕
Then:
| Field | Description |
|---|---|
| Mapping Name | Give the mapping a clear label (e.g., “Safety Form – Auto-Fill from Card”) |
| Target Form | Choose the form you want to connect to this board |
| Use Form Permissions | Toggle ON to restrict usage to users with permission to access that form |
| Field Mappings | Map card fields to the corresponding form fields |
| (only compatible fields will appear in dropdowns) |
4. Click Submit to save the mapping
✅ Once saved, the mapping will appear as an option when users click the Form icon on any card in that board.
📇 Example Field Mapping
| Card Field | Form Field |
|---|---|
| Project Name | Job Site |
| Assigned User | Inspector |
| Client Name | Customer |
| Job Type | Service Type |
You don’t need to map every field — just the ones you want pre-filled.
✅ Example Use Case
- An HR team creates a mapping between the “Onboarding Tracker” board and the New Hire Form
- The mapping pulls values like:
- Name
- Department
- Assigned Manager
- When the HR rep clicks the form icon, the form launches already filled out with card data
- They complete the rest and submit — and the form is logged in the card
🧠 Tips & Edge Cases
- Only forms with mapped fields that match will be eligible
- You can create multiple mappings per board for different use cases (e.g., Daily Report vs Safety Checklist)
- Form submissions made this way still respect form permissions — use “Use Form Permissions” toggle to enforce access
- Mapped fields can always be edited after launch — mappings just save time up front