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 Point | Use Case |
---|---|
More > Forms | Manual form access, starred forms, search |
Form Submissions | History of your submissions |
Assigned Forms | Auto-assigned forms from shifts, cards, etc. |
Boards / Cards | Mapped form submission tied to a task |
Projects / Clients | Historical 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
- Tap any form from a list
- Fill in the fields:
- Text, numbers, dropdowns, date pickers, photo upload
- 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):
- Go to Form Submissions
- Tap the three-dot menu beside a past form
- Select Copy
- A new draft opens, pre-filled with prior data
- Edit fields and submit
🔄 Reassign a Form (Supervisors Only)
Supervisors can reassign forms to another user if incomplete:
- Tap the form
- Tap the three-dot icon (top-right)
- Choose Reassign
- 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:
- Tap the form from your review list
- Tap Reject
- 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
- Open any form
- Tap the star icon (top-right)
- 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