Table Fields: Overview and Core Configuration

📄 Table Fields in Ontraccr: Structure, Data Sources, and Core Configuration
 

The Table Field is the most powerful and flexible field type in Ontraccr. It lets you display data from internal databases, track custom line items, and create dynamic lists that can feed into reporting, workflows, budgets, and time tracking.

This article covers the core table field structure and configuration options. Data-type-specific behaviors (like Time Entry, Materials, or Equipment) are detailed in their own follow-up articles.

🧱 What Is a Table Field?

A Table Field is a grid-style field that allows users to:

• Add multiple rows of structured data
• Choose which columns to display
• Pull from Ontraccr’s internal databases (or create custom ones)
• Control editability, PDF visibility, calculations, and more

🛠 How to Add a Table Field

1. Go to Step 2: Fields when building a form
2. Click ➕ Add Field
3. Choose Table from the Field Type dropdown
4. Set a Title
5. Select a Data Type (this drives the rest of the behavior—more on this below)

📂 Supported Table Data Types

🔗 Each data type has its own behaviors and will be covered in separate articles.

⚙️ Core Table Settings (Apply to All Types)

🔹 Column Control

• Add/Remove Columns from a preset list (based on data type)
• Reorder Columns using drag-and-drop
• Hide in PDF (click the ⚙️ icon beside a column)
• Mark Columns as Required (forces input per cell)

🔹 Entry Sources

• Add from Database (e.g. Materials, Timecards, Equipment)
• Add New (freeform entry)
• Hide Add New Button → Forces user to select only from database
• Hide Add from Team → Removes ability to pull entries assigned to a team

🔹 Preloading Options

• Preset Table Selections → Pre-fill rows in preview that are automatically included when the form loads
• Preload Existing Entries → Pull in data from timecards or other form submissions
• Preload New Entry Defaults → Auto-fill each new row with shared data (e.g., same project/date)

🔹 Editing Controls

• Prevent Data Edits → Locks preloaded rows from being changed
• Required Columns → Every cell must be filled before submission
• Warn on Time Conflict (Time Entry only)
• Lock Entry to Author (Time Entry only)

🔹 Calculations (Optional)

• Add custom columns using formulas
• Use other column values as references
• Operators: + - * / ( )
• Supports dynamic values from outside fields too (e.g., markups from earlier in form)

🧠 When to Use a Table

📌 Common Gotchas

• ⚠️ PDF clutter – Use "Hide in PDF" for internal-only data (e.g., markup, internal notes)
• ⚠️ Missing project dropdown – Some tables (like cost codes) require a project field to work properly
• ⚠️ Too many columns? Consider enabling vertical layout (available for Time Entry only)