Creating and Managing Folders in the Materials Database

📁 Creating and Managing Folders in the Materials Database

Overview

Folders are the backbone of your materials organization in Ontraccr. They help you categorize materials and assemblies by type, trade, or purpose — making it easier to find what you need when quoting, tracking, or purchasing.

This guide shows you how to create, edit, and organize folders, and explains best practices for structuring your materials database.

📂 Why Use Folders?

Organizing your materials into folders makes your database easier to navigate. Example use cases:

• Grouping by material type: e.g., Wood, Electrical Wire, Plumbing Fixtures
• Grouping by usage or trade: e.g., Landscaping Materials, HVAC Supplies
• Structuring around pricing sheets or vendor catalogs

📌 Tip: Folders are especially useful if you’re unsure of exact part numbers but know the general category.

➕ How to Add a New Folder

1. Navigate to the Materials Page.
2. Click the “Add +” button.
3. Select “Add Folder”.
4. A slider will appear on the right:
   • Enter a Folder Name (e.g., “Large Wire”).
   • (Optional) Choose a Division if your account has multiple divisions configured.
5. Click Submit.

Once submitted, the folder will be added to your materials tree.

✏️ Editing a Folder

To rename a folder or change its division:

1. Hover over the folder name.
2. Click the pencil icon that appears.
3. Make your changes in the edit form.
4. Click Submit to save.

📂 Nested Folders

Yes, you can create folders within folders:

• Open a folder.
• Click Add + → Add Folder again.
• The new folder will be added as a subfolder of the current one.

This is useful for more complex hierarchies like:

Electrical Wire └── High Voltage └── Low Voltage

🧠 Real Use Cases

• Create a folder for each vendor’s product catalog.
• Group materials by region if you manage multi-division operations.
• Use folders to represent project kits (e.g., everything needed for a rough-in install).

🛠 Tips & Best Practices

• Keep folder names clear and consistent.
• Avoid overly deep nesting unless necessary.
• Use folders to reduce search dependency and improve navigation for your team.