Divisions – Controlling Form Access and Workflow Logic

📄 Using Divisions to Control Form Access and Workflows
 

Divisions in Ontraccr allow companies to segment forms, permissions, and workflows across different departments, branches, or internal companies. This article explains how divisions work, how to assign them to forms, and what visibility and workflow implications they have.

🧩 What Are Divisions?

A Division represents a segment of your organization. This could be:

• Different departments (e.g. Electrical vs. Plumbing, or Service vs. Construction)
• Different locations or branches
• Separate companies under the same account

Each form can be assigned to one division. This determines:

• Who can view/use that form
• Which workflows apply
• Which users can access it

🔍 Key Facts About Divisions

• Users can only see forms that belong to the division(s) they are part of
• You cannot assign a form to multiple divisions at once
• You can duplicate a form for different divisions and customize them separately

🛠 How to Assign a Division to a Form

1. Go to Forms → Templates
2. Create or edit a form
3. In Step 1: Details, find the Division dropdown
4. Select a division from the list

⚠️ If you don’t have any divisions set up, forms will default to your Main division.

🔁 Creating the Same Form for Multiple Divisions

If a form needs to exist in more than one division:

1. Create the form for Division A
2. Use the Duplicate function
3. Assign the duplicate to Division B
4. You can now customize the workflow and fields independently per division

🧠 Use Cases

💡 Pro Tips

• Divisions work hand-in-hand with user roles and permissions
• If you’re unsure whether a user can see a form, check:
  • What division the form is assigned to
  • Which divisions the user is part of