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Getting Started with Onix Work
Kom i gang med Onix Work
You will receive an email from Onix Work Customer Success with information about your user and with a login guide. It will tell you that you are signing in by visiting Onix’s website Onix.com. At the top right of the homepage you will see a “Login” button. The first time you log in you will be notified to create a new password – Once done you are now logged in to your Onix Work account.
In the middle of your screen you will see a chart. The chart gives you an overview of the different areas:
- Filed Jobs
- Due Equipment
- Delivered Equipment
Each of these charts are meant to give you an overview of your equipment and your activity for the current and previous year. If your account does not yet have any equipment or activity registered, this chart will of course be empty.
On the left side of your home screen you will find information about your company, yourself, notifications and service messages.
Here you will be able to see your company logo, address and contact information, as well as your personal information such as name, e-mail address, phone number and profile picture. You will have minimal information here at first login, but we will take a closer look at how to include more information here later in this guide.
Here you will find all the notifications for your company. A notification here means that you or another user in your company has tasks that requires actions in Onix Work.
- Accept or decline new company invites
- Activate new products
- Renew licenses
- Treat flagged equipment notes
- Treat equipment issues
- Accept or decline Express user requests
At the bottom left you will find the current operating messages, you will also be notified of service messages when logging in. An operating message will be displayed if we plan any work with Onix Work, which means that the system is down for a given period or that it may be experienced slower.
We want to keep you as a user updated on everything that happens around Onix Work. This can be blog posts, news articles about Onix, webinars and seminars we organize as well as other news. You’ll find everything at the bottom of your home screen. You will have the opportunity to leaf back through previous articles and videos if desired.
On the right side of the home screen we have included shortcuts to our help pages, access to additional products if you are licensed for this, and setup for Onix Express.
Under “Support” you will find “Get started”, “Get Help”, and “Feedback”. Get started and get help will bring you to our support pages where you can get help on different topics that you might be wondering about. You can search for specific keywords or you can browse through the FAQs. “Feedback” allows you to register improvements to the system. Here you can also vote for other suggestions that other Onix Work users have registered.
Here you will find all the additional products you have access to through your licenses. These can be downloaded directly from your home screen. This includes Onix Source, Onix Tool Store and Onix Inspection.
If you have a license for Onix Express, this is where you will find what to include on your company’s website. You will find various logos, as well as code for integration. You will also be told to enter your company’s website here to make your website available to other Onix Express users. If this is not done, you will see a yellow warning triangle here.
At the top of the home screen you will see the various modules included in your license, you will have access to your personal settings, and general account settings for your company.
There are in total 7 modules in Onix Work:
This is where you will do most of your work in Onix Work
By clicking the icon that illustrates a person, you will come to your personal settings. Here you will, among other things, have access to your user settings where you will be able to update your personal information, turn on personal alerts, find ignored invitations and change your password. To set personal alerts, select the event you want from the drop-down menu, select the notification interval and press “Add”. For example:
The cog wheel on the top right of your home screen takes you to settings. We will now go through the most important areas in settings.
“Getting Started” is a tool that takes you through the most important settings. Here we move down the list and make sure that we fill in as much information as possible or that we carry out the tasks each step entails. Once this is done, we can tick down to the left for done / not relevant and go to the next step.
Here you add your company’s corporate role. You have the choice between producer, equipment supplier, equipment owner and expert business in the drop-down menu.
Add information about your company.
If you are a certified company, enter the name of the certifying organization here and upload its logo. If you’re not a certified company, just upload your company logo here.
Here you select the language, main contact and message contact. Main contact: This is the person who is visible to other companies that may use Onix Work. Message Contact: This is for internal use, and this is the person who receives all messages and notifications sent from the system. You can select a person, or you set all account administrators.
Departments are primarily used to locate your contacts within your organization. Enter the desired department in the text field and click “Add”. This department will now be available when you enter information on a contact.
Locations are primarily for equipment owners. Each equipment can be registered as belonging to one location, and this is used both in searching for equipment, and as a means of reporting overdue to the correct location contact. Add a location by typing it in the text box followed by «Add».
Areas are an additional geographical level for locating equipment. Depending on your preferences, areas can also be set up as sub-areas connected to your locations, enabling a two-level geography. Add an area by typing it in the text box followed by «Add». Select a location first before clicking add if you like to connect the two.
You can add all your employees as Contacts and then activate those who need access to Onix Work as Users. The minimum requirement for activating a user is to have the name and email-address registered. The number of users will be limited by your current license agreement. Click «Og to Contacts & Users» to edit this. See https://www.onix.com/article/contacts-and-users/ on how to create contacts and users.
If you are an expert company or you carry out maintenance jobs on your own equipment, Onix Work can create checklists that you can easily fill out. See here for how to create a checklist: https://www.onix.com/article/checklists/
In Onix Work there are various forms that you can configurate as you wish. Before you start with a job that includes a form, we recommend that you prepare your forms. Here’s how to do so: https://www.onix.com/article/forms/
In the Control Categories section, use the «Change Selection» menu to select the Control Categories that your company will be using in Onix Work. Dette kan være kontrollkategorier som ditt firma er sertifisert for, eller det kan være utstyr som du ønsker å opprette i Onix Work som tilhører en av disse kontrollkategoriene. This may be control categories that your company is certified for, or it may be equipment that you want to create in Onix Work that belongs to one of these control categories. For each control category, you can link a checklist and set the checklist as the default for this control category if desired. Click “Go to Control Categories” to get here. See https://www.onix.com/article/control-categories/ on how to set up your control categories.
If you have purchased equipment from a supplier that uses Onix Work or you have got your equipment inspect by an expert using Onix Work, this equipment will already exist in Onix Work and can be transferred to your account. How this is done is explained in the step below, “Connected company”. However, if this is not the case, your equipment must be registered manually. This can be done in two ways:
- Import equipment from an Excel/CSV file. See https://www.onix.com/article/external-data-sources/
- Manually create or modify your equipment. See https://www.onix.com/article/manual-registration-new-equipment/ and https://www.onix.com/article/creating-new-equipment-using-template/
To ensure correct and consistent data registration for equipment and their corresponding documentation in Onix Work, we recommend that you establish a set of Products containing the appropriate default values and settings. By using Products, the registration of Equipment is quicker, easier and more consistent, regardless of the individual users’ experience. Products are available for use from these modules/products:
- Onix Inspection
- Onix Transfer
Learn more about products here: https://www.onix.com/article/create-template-product/
The connections between companies control all modes of access between member companies. You may grant access to, or request access from any other member company in the Onix Work community. Access modes from Company A to Company B:
- Create/Deliver: A can register equipment and transfer ownership to B, as well as view and edit any equipment A has delivered directly.
- Read-only: A can view all equipment owned by B, together with all connected details and documents, regardless of supplier.
- Full access: A can view, edit and inspect all equipment owned by B, regardless of supplier, but limited to Control Categories selected by B.
See https://www.onix.com/article/connected-companies/ for a detailed explination on how to crate a connection.
Here’s an overview of all your Onix Work licenses, including allocating individual users to available licenses. Click «Go To Licenses » to do so.
In system setup, there are various settings that will help you and your company streamline parts of the use in Onix Work.
This is already been set up in the “Get Started” tool.
Here you can limit the number of items shown as a result of your search. This is recommended in order to avoid the system slowing down in large searches that yield large hits.
When creating equipment one can choose to demand the use of products by ticking this box. Read more about what a product is and how to create a product here: https://www.onix.com/article/create-template-product/
Here you can set alerts which allows you to receive e-mails when your equipment is approaching expiration. You can choose whether you want to be notified weekly or monthly and what equipment to include in the notification. Such a notification can be sent to the message contact and to the contact person for a given location. To assign a contact person for location, go to “Locations”, select location and select contact person from the drop-down menu.
If you perform inspection, you can set up some rules that will streamline this process.
- Default period to next control
- Assign today’s date to control automatically
- Automatically set old documents inactive when filing jobs
- Allow job status to be better than the worst checkpoint status
- Set status OK on all checkpoints in new jobs
Here you can set which directives are right for your company for new deliveries and for controls. If you conduct expert checks for other customers, you can make your control details visible to customers by ticking the box here.
Here you can set rules for what will happen to equipment if it gets a status NC or M in an inspection. Should it remain active, or should it be automatically set as inactive or discarded? And when should problems on equipment with RC or MO status be handled?
If you use the Onix Worker app and carry out maintenance jobs, you can determine the numbering of the jobs using a prefix and / or set the value as you wish here.
In the various modules there is a search engine, I will explain to you the principles of the search engine and how you can carry out any search you wish. In this example I am using the equipment module – The progress here is the same for the other modules. In the search engine I have different areas and fields where I can enter information related to my search. I start by entering the desired search information and click search. My search result will show in the column to the right. Here I click the appropriate hit and the information of the hit will be displayed in the next column to the right. To customize your search engine so that it includes the most relevant search fields for you, click the cog wheel here and check the fields you wish to include.
We want you to get the best possible use out of Onix Work. Therefore, we have different tools that can help you on the way:
- Support articles: You will find these through the Onix Work main screen, or our website at https://www.onix.com/help-center/
- News and events: Keep up to date with news and events either via the main screen of Onix Work or through our website at https://www.onix.com/blog/ or https://www.onix.com/events/
- Contact us:
- Chat on our website
- 51 63 93 60
- Youtube: On our Youtube channel you can find helpful videos about frequently asked questions and new features being implemented.