Form Trigger Block: Launch Linked Forms with Shared Access, Linked Numbers, and Auto-Mapping

📄 Form Trigger Block: Launch Linked Forms with Shared Access, Linked Numbers, and Auto-Mapping
 

The Form Trigger Block is one of the most powerful features in Ontraccr. It lets you automatically launch one or more forms as a result of another form being submitted—while passing key information between them, linking form numbers, and deciding who fills each one out.

🔁 What Is the Form Trigger Block?

This block allows you to:

• Automatically launch one or more downstream forms
• Choose who receives the new form(s)
• Decide whether the new form is shared or unique per user
• Link numbering between the parent and triggered form
• Map fields from the parent form into the triggered one

🛠 How to Use the Form Trigger Block

1. In Step 3: Workflow, drag the Form Trigger Block into the workflow
2. Connect it to a previous step (e.g., Submit, Approval, Edit)
3. Click the block to configure the following:

⚙️ Key Configuration Options

1. Select Triggered Form

Pick any form template in your account to trigger next.

2. Select Recipients

Choose who the new form gets assigned to:

• Form Author
• Specific User
• A Specific Role

✅ All users selected here will receive the triggered form unless Shared Form is enabled (see below).

3. Shared Form (Optional)

Enable to send one shared version of the form to all recipients.

If disabled, each recipient gets their own individual copy.

✅ Use shared forms for team collaboration

❌ Use individual forms when each person must submit separately

4. Link Form Number (Optional)

Enable this to attach a child number to the new form.

If parent form is 1000, linked triggered form becomes 1000-1, 1000-2, etc.

✅ Helps track revisions, change orders, or sub-workflows tied to the original.

5. Field Mapping

Click the Configure button to map fields from the original form into the triggered one.

• Click Auto Map to pre-fill based on matching field names
• Manually override or add any custom mappings
• Works with any compatible field type: Text, Table, Dropdowns, etc.

🧠 Saves time by pre-filling known details (e.g., Project, Contact, Equipment used)

🧠 Use Case Examples

📌 Best Practices

• 🔁 Use linked numbers to track versions and chains
• ✅ Use field mapping to reduce re-entry and errors
• 👥 Use shared forms only when a group needs to collaborate on the same submission
• 📋 Add conditional logic before this block if the trigger should only happen in specific cases