---
title: "Table Type: Custom Tables and Custom Form Tables – When to Use Which"
url: "https://help.ontraccr.com/en/article/table-type-custom-tables-and-custom-form-tables-when-to-use-which"
language: "en"
last_updated: "2025-05-26T21:38:51.251Z"
---

# 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

1.  Go to **Settings → Forms → Custom Tables**
2.  Click **Add** to create a new table
3.  Name the table (e.g., “Inspection Deficiencies”)
4.  Add custom columns (A, B, C, etc.)
5.  Set an **identifier column** (used in drop downs and table links)
6.  Add preset rows (optional)
7.  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**:

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

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## 🔍 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