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:

📂 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