Using Notes, Attachments, and Internal Communication on Projects in Ontraccr

📝 Using Notes, Attachments, and Internal Communication on Projects in Ontraccr Overview
 

Need to share quick updates, important reminders, or attach files inside a project?

Ontraccr’s Notes and Attachments tabs let you manage internal communication easily without cluttering your inbox.

🎯 Why Use Notes and Attachments?

• Keep internal conversations tied to the project.
• Attach important files or photos to project updates.
• Maintain a permanent, time-stamped record of discussions.
• View all uploaded attachments in one place.

🛠️ How to Use the Notes Tab

Inside the Notes tab of any project:

➕ Add a Note

• Click into the Add a Note text box at the bottom.
• Type your message.
• (Optional) Click the Attachment icon 📎 to add a file.
• Click Send (arrow button).

✅ Your note instantly appears in the project feed!

📢 Mention a User

• Type @username while writing a note.
• The user gets a push notification about the mention!

✅ Great for tagging PMs, Coordinators, or Field Staff to action items.

🛡️ Important Note Rules

• Notes are permanent — once submitted, they cannot be edited or deleted.
• All notes are internal — not shared with clients or external users.
• Notes are time-stamped and include user attribution.

🧠 Tip: Use Notes for important discussions you want documented — like client instructions, site issues, or special approvals.

📎 How to Use the Attachments Tab

Inside the Attachments tab:

• View all files (images, PDFs, documents) submitted through forms and tied to this project.
• Files are organized chronologically as they were uploaded.

📤 Download Attachments

• You can download individual attachments by clicking the file.

⚠️ Bulk Download Not Supported:

Currently, attachments must be downloaded one-by-one.

🧠 Tips & Edge Cases

Use Notes for Communication, Attachments for Files:

Notes are for text discussions; Attachments collects all uploaded form files automatically.

Mention Strategically:

Only @mention users when necessary to avoid overloading notifications.

Permanent Record:

Remember that Notes are permanent — double-check before hitting Send!

Attachments Are Not Editable:

Once a file is attached, it’s permanently stored with the project history.

✅ Example Scenario

The field supervisor encounters an unexpected underground pipe during excavation.

They:

• Snap a picture and upload it via a Safety Incident Form (auto-saves to Attachments).
• Post a Note tagging the PM, attaching the photo again for visibility.
• PM responds with next steps — all recorded in the Notes thread.

Everything is documented, timestamped, and tied back to the project forever!

🚀 Summary

Using Notes and Attachments keeps your internal project communication organized, documented, and transparent — no more lost emails or miscommunications!