Using Divisions to Separate Data in Ontraccr

📄 Using Divisions to Separate Data in Ontraccr
 

Divisions in Ontraccr allow you to segment your system into distinct business units, departments, or sub-companies. This is essential for organizations that operate across multiple entities or manage significantly different workflows within one account.

🧭 Where to Access Divisions

1. Go to Settings.
2. Click on Divisions (not under Customization—this has its own section).

🧰 What Divisions Do

Each division functions like a separate workspace within your Ontraccr account. Divisions allow you to:

• Assign specific Users, Teams, and Projects to distinct entities
• Filter what each user can see and access
• Maintain isolated forms, boards, cost codes, and more
• Avoid cross-division data mix-ups

🛠️ How to Create a Division

1. Go to the Divisions screen.
2. Click Add Division.
3. Enter the division name (e.g., “Eastern Operations”, “HVAC Subsidiary”).
4. Save the division.

👥 Assigning Users, Teams, and Projects to Divisions

After creating a division:

• Go to Staff > Manage Users
• Edit a user and assign them to one or more divisions
• Assign existing teams, projects, boards, forms, etc. to a division when creating or editing them

⚠️ Users can belong to multiple divisions if needed—ideal for super admins or cross-functional managers.

📦 How Divisions Affect the System

Once divisions are enabled:

• Every new record (form, board, project, etc.) requires a division selection
• A new Division filter bar appears at the top of the web app for multi-division users
• When a division is deselected, only its associated data remains visible

🔄 How to Share Forms Across Divisions

Forms are division-specific. To use a form in multiple divisions:

1. Open the form in Division A
2. Click Copy
3. Open the copied version and change its division to Division B
4. Now both divisions have access to their own version of the form

💡 Real-World Example

A company with two operating units:

• Commercial Construction Division
• Residential Renovation Division

Each has:

• Its own PMs, crews, and cost codes
• Different workflows and compliance forms
• Separate customers and project styles

Using divisions lets you manage both under one Ontraccr account, without clutter or cross-contamination.

✅ Tips and Edge Cases

• Division Filtering: If a user can’t see a form or project, make sure they have the right division(s) selected in the top filter bar.
• Form Logs Not Filterable Yet: The form log shows all submissions across divisions for now—division filtering is planned.
• Exports Support Division Filters: While the UI filter is limited, form exports can be filtered by division.