Divisions create strict data and access separation inside your company's environment, so different business lines, security levels, or teams can share one platform without sharing each other's data.
What are divisions?
A division is a separate, secure workspace inside a single Awarded AI environment. Everyone signs in at the same company URL, but each user works inside one division at a time, and everything they see and do is scoped to whichever division is active.
The purpose is to protect proprietary and sensitive information so that only authorized people can see and manage the data relevant to them, while your whole company still works on one unified platform.
Why customers use divisions
Multiple business lines
Companies with distinct commercial, state and local, and federal business lines can keep separate pipelines and knowledge tailored to each unit, all in one platform.
Controlled information
Organizations handling sensitive data or Controlled Unclassified Information (CUI) can segregate it so only authorized teams have access, supporting compliance with standards like CMMC Level 2.
Operational independence
Business units that need different workflows or separate data can operate without visibility into one another's work, while still benefiting from the central platform.
What stays separate between divisions
Divisions are a strict separation model. The following are never shared across divisions, even when an item is marked "shared" within a division:
Files and SharePoint integrations
Chats
Opportunities and the opportunity pipeline
Assistants
Prompts
Knowledge Categories
Good to know
If a user in Division A shares a file with their organization, users in Division B still cannot see it. Sharing only reaches other members of the same division.
Roles at a glance
Access inside divisions follows three roles. For the full capability matrix, see Roles and Permissions.
Role | Scope | What they manage |
Super Admin | Entire account, all divisions | Shared prompts, assistants, knowledge categories, and SharePoint syncs across every division. Can promote other users. |
Admin | A single division | Shared content and integrations within their own division. Can promote users to Admin in that division. |
User | Own content + shared content | Their own private prompts, assistants, and files. Can use shared content but not edit it. |
What we need from you to get started
Divisions are set up manually by our team. Before we can configure them, we'll need:
1. Division names
The name of each division you'd like created. Division names cannot include spaces.
2. Users and roles for each division
The name, email, and role for every user who needs access to each division. A user can be granted access to more than one division.
Division name | User name | Role | |
e.g., Federal |
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3. What to duplicate into each division
Shared and private Knowledge Categories, Prompts, and Assistants are not copied into new divisions automatically. Tell us which existing Knowledge Categories, Prompts, and Assistants should be duplicated into the new division or divisions, and your Customer Success team can help.
4. Licensing
Divisions is an add-on capability rather than part of the standard platform. Your Account Manager can confirm whether it's enabled for your environment.
Setup timeline and process
Divisions require manual setup by Procurement Sciences staff. There is no self-service way to create a division today. For self-hosted environments, IT resources from both Procurement Sciences and your organization are required.
Please allow 2 to 3 business days for setup, though scheduling depends on staff availability. If you have a deadline, tell your Customer Success Manager as early as possible so we can plan around it.
After setup: things to keep in mind
A newly activated user won't appear in the Admin Panel until they've logged in at least once.
A user assigned to a division won't appear in the Admin Panel under that division until they've logged into that specific division at least once.
Files uploaded directly to Awarded AI live in one division only. They need to be uploaded separately to each additional division where they're needed.
Knowledge Categories, Prompts, and Assistants are not duplicated to new divisions automatically. They need to be copied manually (see "What we need from you," above).
Frequently asked questions
Can a user belong to more than one division?
Yes. When they log in, they choose which division to work in. Their chats, files, and work in each division stay completely separate.
If I'm in Division A and share a file with my organization, can someone in Division B see it?
No. Users in Division B cannot see files, pipeline, chats, or other resources from Division A, even when those items are marked "shared."
How is access to data managed within divisions?
Access is managed through your identity provider. For Procurement Sciences-hosted environments, we use Microsoft Entra ID for identity and group management. For self-hosted environments, access is controlled through group memberships in your organization's identity provider, per your configuration.
What if we don't use Entra ID?
Because Procurement Sciences-hosted environments run in Azure, they can use Entra ID's group capabilities even if your organization's primary identity provider is something else. Self-hosted configurations vary, so talk to your Customer Success Manager about your setup.
Can we add and remove our own users?
Procurement Sciences manages user groups for divisions on our hosted environments today. Self-hosted customers manage their own identity provider configuration.
Is divisions included with our Awarded AI license?
Divisions is an add-on capability. Your Account Manager can confirm whether it's enabled for your environment.
Preparing for setup: a quick checklist
Decide the name or names of the divisions you want. Remember: no spaces in division names.
If you're already working in Awarded AI, your current setup becomes the Default division. Additional divisions are added from the information you provide.
Compile your user list: name, email, and role (Super Admin / Admin / User) for each division.
Identify which existing Knowledge Categories, Prompts, and Assistants should be copied into the new division or divisions.
Confirm the divisions add-on with your Account Manager if you haven't already.
For self-hosted environments, confirm your internal IT resource is available to coordinate with our team.
Next: Once your divisions are set up, see Working in Divisions Day to Day for how your team switches divisions, finds their work, and manages opportunities and Fit Scores.
Questions about divisions? Reach out to your Customer Success Manager. We're happy to walk through this with you.