---
title: "Custom Crush & Owner Permissions: Best Practices"
description: I do think the only way to keep things completely separated is to have distinct ownership assigned to every piece of inventory, and then confine owners to things that carry their tag(s). The place whe
---
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# Custom Crush & Owner Permissions: Best Practices
Owner Permissions let you track inventory by **Owner** and control which members can see it. They’re most often used by custom crush facilities giving clients access to their own wine, but they’re also handy for giving consultants, contractors, or sister brands a limited view of your account.
This article explains what each ownership option does, then walks through the areas where owner permissions most often surprise people: **Vineyards & Blocks**, **Analysis actions & reporting**, and **Additions & Dry Goods**.
- [The basics: Global vs. No Owners vs. Owner Tags](https://support.innovint.us/hc/en-us/custom-crush-best-practice-recommendations#basics)
- [Vineyards & Blocks](https://support.innovint.us/hc/en-us/custom-crush-best-practice-recommendations#vineyard)
- [Analysis Actions & Reporting](https://support.innovint.us/hc/en-us/custom-crush-best-practice-recommendations#analysis)
- [Additions & Dry Goods](https://support.innovint.us/hc/en-us/custom-crush-best-practice-recommendations#additions)
- [Blend Trials](https://support.innovint.us/hc/en-us/custom-crush-best-practice-recommendations#blend)
- [Quick Reference: Best Practices](https://support.innovint.us/hc/en-us/custom-crush-best-practice-recommendations#best)
**New to Owner Permissions?** Start with[Setting up your permission-based system](https://support.innovint.us/hc/en-us/articles/115000877371-setting-up-your-permission-based-system?hsLang=en) and the[Owner-based permissions and member capabilities overview](https://support.innovint.us/hc/en-us/articles/218236223-owner-based-permissions-and-member-capabilities-overview-article-?hsLang=en). Only Admins can manage Owners and member access.
### **The Basics: Global vs. No Owners vs. Owner Tags**
Every item that supports owners (lots, vessels, vineyards, dry goods products (additives and packaging), work orders, and work order templates) is in one of three states.
| **Ownership** | **Who can see it** | **Who can create it** | **Typical use** |
| --- | --- | --- | --- |
| **Owner tag(s)** (one or more) | Admins, members with access to *Everything in the winery*, and members with access to at least one of the item’s Owners | Admins, and Team Members for the Owners | A client’s lots, a client’s own barrels, a client’s vineyards, client-supplied dry goods |
| **Global** | **Every** member, regardless of their Owner access | Admins only | Shared cellar tanks, vineyards everyone should see, dry goods everyone needs to see |
| **No Owners** | Admins and members with access to *Everything in the winery* only | Admins only | Facility-supplied dry goods with restricted access, internal items you don’t want clients to see |
A few things to keep in mind:
• **No Owners is the default.** When Owner Permissions are first turned on, existing inventory has no owners. Nothing is visible to owner-restricted members until you tag it or set it to Global. Use of owner tagged inventory with No Owners inventory will provide additional visibility for users. *Ex: filling a No Owners vessel with an Owner tagged lot will provide that owner will access to the Vessel details page, and that vessel's history. Using a No Owners Additive on an Addition action with multiple owner tagged lots will provide every Owner with access to that Action details page.*
• **Global means *everyone*.** It’s the easiest way to make something visible, but it’s also the most common source of “why can my client see that?” questions. Use it intentionally. If one item on a work order is global, then everyone can see that work order. Ex: using a global additive on an addition task.
• **A Global vessel doesn’t make its contents Global.** If an owner-restricted member can see a Global tank that holds another owner’s lot, they’ll see the vessel, but they can’t open that lot’s details.
#### **Member access levels**
Owner access is set per member in **Settings → Member Permissions**, alongside their capability level:
• **Admin**: always has access to everything, including No Owners items. An admin with cost access will be able to see costing for all owners.
• **Everything in the winery**: available for Team Member, Team Member (Cannot Submit Work Orders), and Read-Only. These members see all tagged and Global items, plus No Owners items.
• **Specific Owner(s)**: available for Team Member, Team Member (Cannot Submit Work Orders), and Read-Only. These members see only items tagged with their Owner(s), plus Global items.
**Tip:** When you turn on Owner Permissions, all existing members default to *Everything in the winery*. Review your member list and narrow access where needed before you invite clients.
### **Vineyards and Blocks**
**Owner tags live on the Vineyard, not on individual Blocks.** Every block inherits the ownership of its vineyard.
**What this means for you:**
- A member can see a block, and its analysis, only if they have access to the vineyard’s Owner or the vineyard is Global.
- Vineyard block analysis reports automatically respect the logged-in member’s permissions. Clients can only see results for the vineyards they own (plus Global vineyards).
- Because ownership is set per vineyard, you **can’t** give two different owners separate visibility into blocks within the same vineyard.
- Because ownership is set per vineyard, fruit costs and contracts are visible at the vineyard level, not the block level.
#### **Best practices**
- **Set up a separate vineyard for each owner that needs its own visibility.** If two clients source fruit from the same physical vineyard and each should only see their own blocks, create a vineyard record per owner (for example, *Smith Ranch – Client A* and *Smith Ranch – Client B*).
- **Use separate blocks to keep costs separate.** If multiple contracts come from one block and you track costs per contract, split them into distinct blocks. If those owners also need to see their costs, the blocks need to sit under separate vineyards too.
- **Use Global for house or estate vineyards** that everyone sources from and is allowed to see (analysis, events, receive fruit actions, costs).
- **Use a naming convention or tags to filter by owner.** Vineyard analysis reports don’t currently include an Owner filter. Adding an owner prefix to vineyard names, or using tags for estate vineyards, makes it easy for Admins to filter exports.
### **Analysis Actions & Reporting**
**If a member can see an action, they can see every lot on that action.**
When you record analysis for several lots at once, all of those results are saved together in one Analysis action. If those lots belong to different owners, any member who can see *one* of the lots can open the action and see results for *all* of them. That includes results for other clients’ wine.
#### **Best practices**
- **Record analysis separately for each owner.** Create one Analysis action (or one work order task) per owner, rather than batching every client’s lots together.
- **Split lab imports by owner** where possible, so each import only contains one owner’s lots.
- **Organize lab work orders by owner.** Writing one analysis work order per client keeps both the work order and the resulting actions scoped to that client.
- **Add an owner code to your lot codes.** Reports like Recent Analyses don’t include an Owner column, so an owner prefix in the lot code (for example, ABC25-CS-BLK3) lets an admin quickly filter an export by client.
- **Vessel-based analysis reports**. A member sees a vessel’s analysis if they have access to the vessel’s Owner, or to the Owner of the lot in the vessel, or the vessel is Global.
**Already recorded mixed-owner analysis?** Contact Support. We can talk through options for your historical data.
### **Additions & Dry Goods**
Additives and other dry goods support owner tags, just like lots. Owner tags apply to dry goods at the Product level, not the Batch level. Similar to Vineyards & Blocks, every batch inherits the ownership of the product.
The same action visibility rule that exists on analysis applies to additions, plus a couple of extras.
#### **Additions**
An Addition action recorded across lots with different owners can be seen by any member with access to any lot on it. Members without access to another owner's lot may not click into the lot's details, but will see that lot's involvement on the action.
**Record additions separately for each owner**, using one action or work order task per owner to help limit visibility, but keep in mind the following:
##### **Global additives and dry goods**
- Global products are visible to every member, including in the Dry Goods Explorer, including full Batch Histories.
- Global products will surface any addition actions involving those products on the Winery Activity Feed.
- The **Additive History Report** shows where each additive was used. If a Global additive was added to multiple owners’ wine, a member who can see that additive may also see other owners’ lot codes in its history.
##### **No Owners dry goods**
If your facility supplies dry goods (yeast, SO₂, tartaric, oak, and so on) for all of your clients, it may be helpful leave those products as **No Owners** rather than Global.
- Clients won’t see your dry goods inventory, its usage, or other clients’ lots in its history.
- Clients will be able to see the additive on any actions including their tagged lots.
- Your cellar team (Admins and *Everything in the winery* members) can still use them in any client’s work.
- You’ll see an owner mismatch alert when you add a No Owners product to an owner-tagged lot. That’s expected, and you can acknowledge it and continue.
- Clients with owner-restricted access won’t be able to pick these products when *they* record additions or create work orders. Plan for your team to record or submit those additions, or to create addition work orders.
##### **Client-supplied dry goods**
If a client provides their own additives or packaging, tag those products with the client’s Owner. They’ll see their own products and batches, and the mismatch alert will only appear if the product is used in a different owner’s wine.
**Dry goods batches** follow the ownership of their product. Reports like Dry Goods at Point in Time show each member only the batches of products they have access to.
**Tip:** Dry goods owners are edited one product at a time on the product’s detail page. Decide on your ownership approach *before* you load a large dry goods catalog.
### Blend Trials
**Owner tags are not fully supported by Blend Trials.**
Users with access to Everything in Winery are able to access this feature: Admin, Team Member, and Team Member Cannot Submit Work Order users will be able to view, create new, and edit blend trials, mock blends, and related mock blend lots.
Read Only users can view blend trials and mock blends but will not see options to add, edit, or delete them.
Users accessing the account via an owner tag will not be able to utilize Blend Trials.
### **Quick Reference: Best Practices**
1. Use Global intentionally. Everyone sees Global items and their history.
2. Consider your use of No Owners for facility-only items, especially house-supplied dry goods and shared vessels. No Owners can increase privacy and decrease visibility of shared inventory, but will also limit the ability of your owner permissioned members to create their own work orders.
1. Members would not be able to select No Owners additives
2. Members would not be able to select No Owners vessels, unless the vessels already contain their lots. You could direct any clients to "allow the cellar staff to choose" the vessel on work orders that involve wine going to tank, which would allow your cellar staff members with "Access to everything" to update work orders as needed
3. One owner per action. Record analysis, additions, and other multi-lot work separately for each owner.
4. One owner per vineyard. Ownership can’t be split by block.
5. Build the owner into your naming (lot codes, vineyard names) so you can filter reports by client.
6. Review member access whenever you turn on Owner Permissions or add a new client.
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