Form Types and Custom Numbering

📄 Form Types and Custom Numbering in Ontraccr
 

In Ontraccr, every form must be assigned a form type. This setting impacts how the form behaves in the system, how it's stored, and how it gets automatically numbered. This guide walks through choosing the right type and configuring numbering, including project-specific and globally unique options.

🧩 What is a Form Type?

Form types are categories that define how Ontraccr saves and organizes your forms. Examples include:

• Purchase Orders (POs)
• Change Orders
• Invoices
• Work Orders
• Custom Types (you can create your own)

Each form type can have numbering rules, unique identifiers, and be tied to specific workflows.

🧭 How to Set the Form Type

1. Go to Documents → Forms → Templates
2. Create or edit a form
3. In Step 1: Details, find the Type dropdown
4. Choose from standard types or click “custom”

💡 To customize numbering logic for the ‘Custom’ form type navigate over to Settings → Forms → Form Types

➕ Creating a Custom Type

• Navigate over to Settings → Forms → Form Types
• Click the ‘Add Custom Type’ button
• Type a name for your new type (e.g. “Daily Reports”)
• Configure the Anchor Number (This is the number that the form numbering will start iterating from)
• Select whether form number should be Project Unique (This means that each project will share the numbering scheme of the form. For example Change Order type forms are usually set up to be project unique in order to start from #1 for each project.)
• Select whether Add Project Number should be enabled (This will add the Project’s number to the form number)

🔢 Setting Up Form Numbering

Some forms need a unique number, like purchase orders or invoices. Ontraccr supports three key configurations:

1. Base Anchor Number

• Example: Start numbering from 1000
• Set this in Settings → Forms → Form Types
• Each form type has its own starting number

2. Project Unique Numbers

• Each individual project starts numbering at the anchor (e.g., Form 1000 on Project A, also 1000 on Project B)
• Use this for forms like RFIs or Change Orders that reset per project

3. Global Numbering Across All Projects (Disabling ‘Project Unique’)

• Each new form gets the next number, regardless of project
• Use this for company-wide documents like Invoices

4. Include Project Number in the Form Number

• Format: 1000-PROJ001
• Great for tracking forms uniquely across all jobs
• Ensures no number duplication, even if numbering resets per project

📍 Where to Configure Numbering

1. Go to Settings → Forms → Form Types
2. Select your form type
3. Set:
   • Anchor number
   • Whether it’s project unique
   • Whether to include project number

💡 Use Case Examples

⚠️ Tip: External Forms Cannot Be Numbered

Numbering is disabled when a form is configured as an external form (e.g., public website submission). If numbering is needed, use internal forms only—or have the external form trigger an internal form with numbering enabled.