---
title: "Using Divisions to Separate Data in Ontraccr"
url: "https://help.ontraccr.com/en/article/using-divisions-to-separate-data-in-ontraccr"
language: "en"
last_updated: "2025-06-08T16:28:32.176Z"
---

# 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.

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## 🧭 **Where to Access Divisions**

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

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## 🧰 **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

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## 🛠️ **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.

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## 👥 **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.

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## 📦 **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

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## 🔄 **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

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## 💡 **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.

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## ✅ **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.