Creating Projects Automatically via Boards or Forms in Ontraccr

🏗️⚡ Creating Projects Automatically via Boards or Forms in Ontraccr Overview
 

You don’t always need to create projects manually!

Ontraccr allows you to automatically create new projects using Board workflows or Form submissions — speeding up project intake, approvals, and team handoffs.

🎯 Why Automate Project Creation?

• Save time by eliminating manual project setup.
• Ensure consistent data collection (names, types, divisions, etc.).
• Seamlessly transition from quoting → project management.
• Standardize project templates across your teams.

🛠️ Two Main Methods to Auto-Create Projects

1. 📋 Create Projects from Forms (Project Intake Forms)

Set up a Form with a Create Profile workflow step:

• Build an Intake Form (e.g., "New Project Intake Form").
• Collect all important fields:
  • Project Name (required)
  • Job Description
  • Project Type
  • Division
  • Client
  • Address
  • Geofence Radius
  • Estimated Labor, Material, Overhead, Equipment Costs
  • Burden Rate
  • Contract Value
• In the Form Workflow, add the Create Profile step:
  • Select Profile Type: Project
  • Map form fields to project fields automatically.
  • Pre-define:
    • First Approver
    • Second Approver (optional)
    • Folder Template to apply
    • Cost Code Template to apply
    • QuickBooks Class (if relevant)

✅ Upon form submission, a fully formed Project Profile is created — ready for time tracking, billing, and project management!

2. 🗂️ Create Projects from Boards (Card Workflows)

Inside any Board:

• Go to Settings → Workflows.
• Add a New Workflow.
• Choose workflow types:

Create Customer and/or Project on Card Creation

or

Create Customer and/or Project on Status Change.

• Configure:
  • When card is created or moved into a certain Status (like "Approved" or "Ready to Launch"), auto-create a project.
  • Map card fields to project fields.
  • Apply folder and cost code templates if needed.

✅ Great for sales-to-operations handoff or automatic intake from procurement, service, or operations boards!

🧠 Tips & Edge Cases

Mandatory Fields:

Only Project Name is strictly mandatory when auto-creating a project, but mapping more fields makes setup stronger.

Use Templates:

Pre-setting Folder Templates and Cost Code Templates ensures new projects are ready to go instantly.

Automation is Instant:

Once the trigger happens (form submission or board action), the project appears immediately in the Projects list.

Form vs. Board Differences:

Forms allow more detailed field mapping, Boards are better for fast handoffs where full details aren't always known yet.

Mobile Project Creation:

You can also manually create projects from the Ontraccr mobile app — covered separately under mobile articles.

✅ Example Scenario

A construction company uses a "Project Intake" form:

• Sales reps fill out the intake form when a new project is won.
• Form collects the full project scope, estimated budget, address, and client.
• Upon submission, Ontraccr auto-creates the project profile.
• The operations team can immediately start time tracking, setting budgets, and assigning crews.

Total project setup time = under 2 minutes!

🚀 Summary

Automating project creation with Boards and Forms helps your teams move faster, ensures consistent project setup, and reduces manual errors — keeping your business lean and efficient.