Table Type: Custom Tables and Custom Form Tables – When to Use Which

📄 Table Type: Custom Tables vs. Custom Form-Specific Tables – Choosing the Right Tool

Custom Tables and Custom Form Tables give you unmatched flexibility in Ontraccr. Both allow you to build fully custom row-based data structures—but each is suited for different needs. This guide explains the difference, when to use each, and how to configure them.

🧱 What Are Custom Tables?

Custom Tables are reusable, centrally-managed tables created under Settings → Forms → Custom Tables.

Once created, they can be:

Used in multiple forms
Managed and updated globally
Reported on using standard table exports

They’re ideal for recurring structures like:

Submittal logs
Issue tracking logs
Recurring inspection checklists

📋 What Are Custom Form-Specific Tables?

Custom Form Tables are created inside a single form and only exist within that form. They offer the same table builder and field options—but:

Cannot be reused in other forms
Are ideal for one-off use cases

Great for:

Project-specific inputs
Forms with temporary data structures
Team-specific forms not intended for reuse

🛠 How to Build a Custom Table

Go to Settings → Forms → Custom Tables
Click Add to create a new table
Name the table (e.g., “Inspection Deficiencies”)
Add custom columns (A, B, C, etc.)
Set an identifier column (used in drop downs and table links)
Add preset rows (optional)
Save

The table now becomes selectable inside any form by adding a Table Field and choosing your custom table from the Data Type dropdown.

To Add a Custom Form-Specific Table:

In Step 2: Fields, add a Table
Choose Custom from the data type
Add columns directly inside the form builder

🔍 Key Differences

Feature	Form Table	Custom Table
Built in form builder	✅	❌
Created in Settings → Custom Tables	❌	✅
Reusable across multiple forms	❌	✅
Globally editable (updates apply everywhere)	❌	✅
Used in boards & other modules	❌	✅
Great for one-off forms	✅	❌
Ideal for standardized datasets	❌	✅

🔄 Why It Matters

Need	Table Type to Use
One-time checklist	Form Table
Reusable log or dataset	Custom Table
Editable options over time	Custom Table
Same table used across boards and forms	Custom Table

🧠 Bonus: Updating the data in a custom table updates all linked forms and boards—automatically.

🧠 Use Case Examples

Scenario	Use
Deficiency Log across multiple forms	Custom Table
Site-specific daily inspection checklist	Custom Form Table
Submittal Tracker (used in client and PM forms)	Custom Table
One-time job closeout info	Custom Form Table

📌 Tips & Best Practices

✅ Use custom tables to avoid rebuilding tables in every form
📥 Preload rows when you want users to choose from set options
🔁 Update centralized tables to push global changes
❌ Avoid form-specific tables if you plan to reuse that table layout elsewhere