Forms in the Mobile App (Full Lifecycle): Assigned, Submitted, Reassigned & More

📝 Forms in the Mobile App (Full Lifecycle): Assigned, Submitted, Reassigned & More
 

🧭 Introduction

Forms are central to many Ontraccr workflows — from safety to invoicing. The mobile app supports a full lifecycle for forms: assigned, manually accessed, submitted, copied, reassigned, rejected, and approved.

This guide walks through every stage and action available in mobile for form users and approvers.


📍 Where to Access Forms

You can access forms in multiple ways:

Access PointUse Case
More > FormsManual form access, starred forms, search
Form SubmissionsHistory of your submissions
Assigned FormsAuto-assigned forms from shifts, cards, etc.
Boards / CardsMapped form submission tied to a task
Projects / ClientsHistorical logs (Billing, Work Orders, etc.)

📂 Tabs in the Forms Page

When accessing the Forms page from the “More” menu, you'll see the following four tabs:

1. Assigned

  • Shows forms that have been assigned to you
  • Assignments may come from:
    • Shifts
    • Board cards
    • Workflow automations
    • Supervisor assignment
  • These forms may include pre-filled data based on the assignment context

2. Pending Approval

  • Displays forms you've submitted that are waiting for approval
  • You cannot edit these until they're approved or rejected
  • Once reviewed, they either move to Submitted or return for edits

3. Manual

  • Lists forms you have permission to submit at any time
  • Based on your role’s access settings
  • Commonly used for:
    • Daily reports
    • Safety checklists
    • Ad hoc documentation

4. Submitted

  • Your form submission history
  • Includes forms submitted manually or from assignments
  • You can open, review, and copy forms from this tab

📝 Submitting a New Form

  1. Tap any form from a list
  2. Fill in the fields:
    • Text, numbers, dropdowns, date pickers, photo upload
  3. Tap Submit

Fields may be pre-filled if:

  • Opened from a card or shift
  • Pulled from user/project metadata

🔁 Copy / Resubmit a Form

If you need to fill the same form repeatedly (e.g., Daily Log):

  1. Go to Form Submissions
  2. Tap the three-dot menu beside a past form
  3. Select Copy
  4. A new draft opens, pre-filled with prior data
  5. Edit fields and submit

🔄 Reassign a Form (Supervisors Only)

Supervisors can reassign forms to another user if incomplete:

  1. Tap the form
  2. Tap the three-dot icon (top-right)
  3. Choose Reassign
  4. Select another user

This helps prevent bottlenecks when someone is away or inactive.


❌ Reject a Submitted Form

If you have approval rights and a form needs edits:

  1. Tap the form from your review list
  2. Tap Reject
  3. Add a note explaining what needs to change

The form returns to the submitter with your comment. They can edit and resubmit.


✴️ Pending Approval Forms

For users with approval authority:

  • Forms pending approval show in the Form Submissions > Pending section
  • Tap to review
  • Choose Approve or Reject

✅ Approvals are logged in the form history


⭐ Favorite a Form for Quick Access

  1. Open any form
  2. Tap the star icon (top-right)
  3. It appears in your Favorites tab

Unstar by tapping it again.


🧭 Draft Forms

If you leave a form without submitting:

  • It becomes a Draft
  • Drafts are visible in Forms → Assigned Forms
  • Tap to complete and submit later

⚠️ Form-Automation Warning

Some forms trigger automation when submitted (e.g., create board cards). Be cautious when copying/resubmitting these — you could unintentionally trigger workflows again.

Always check with your team if unsure.


Outcome

With full lifecycle support in the mobile app, users and supervisors can:

  • Submit and reuse forms on the go
  • Handle assigned forms promptly
  • Approve, reject, or reassign submissions
  • Track history and status in real time
  • Keep workflows moving without needing the web

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