Managing Files Within a Project in Ontraccr (Folder Structure and Permissions)
📂 Managing Files Within a Project in Ontraccr (Folder Structure and Permissions) Overview
Each project in Ontraccr has its own dedicated file system to organize important documents.
You can create folders, upload files, apply templates, and control who can access which files — all inside the project profile.
🎯 Why Manage Files at the Project Level?
- Keep drawings, permits, contracts, safety documents, and more organized.
- Control access to sensitive project files.
- Save time with project-specific folder templates.
- Centralize everything so field and office teams always know where to look.
📁 How Project Files Are Structured
Every project automatically gets a main folder under:
Files → Main → Projects → [Project Name]
Inside the project’s Files tab:
- You can create subfolders.
- You can upload files to any folder.
- You can apply a folder template (if no folders exist yet).
🛠️ How to Manage Project Files
Inside the Files tab of a project:
➕ Add Folders
- Click Add Folder.
- Name your new folder (e.g., "Safety Reports", "Drawings").
- Repeat to create a structured hierarchy.
📎 Add Files
- Click Add Files inside a folder.
- Drag-and-drop files or click to browse your computer.
- Check Notify Users if you want an email notification sent to users with access.
✅ Fast, flexible file uploading — all linked directly to your project.
🧩 Apply a Folder Template
If no folders exist yet:
- Click Apply Project File Template.
- Choose from available Folder Templates created in Settings.
- The entire template structure is applied automatically!
🧠 Note: You must apply the template before manually adding folders.
🔒 Managing Permissions on Folders
By default, folders are Public (visible to all users who can see the project).
You can fine-tune access:
- Click Manage Permissions on a folder.
- Uncheck Public.
- Select specific users or teams allowed to view or edit that folder.
✅ You can customize permissions per folder for sensitive documents (e.g., financials, contracts).
🧠 Tips & Edge Cases
Permissions Cascade:
Subfolders inherit permissions from their parent folder unless overridden.
Templates Save Time:
Use standard folder templates whenever possible to avoid repetitive setup.
Public vs. Private:
Always double-check folder privacy settings when uploading confidential files.
No Bulk Download Yet:
Files can be downloaded individually — bulk downloads are not currently supported.
✅ Example Scenario
For a new commercial project:
- You apply a "Construction Standard Template" — creating folders like "RFIs," "Drawings," "Permits."
- You upload signed contracts under a restricted folder (viewable only by PMs and Executives).
- Field staff upload daily site photos into the Public "Photos" folder.
Everything stays organized and secure!
🚀 Summary
Managing files directly within your Ontraccr project ensures that documents are accessible, organized, and secure — saving your team endless hours searching for the right info.