Define company settings in the Settings module

You can configure your company information and determine how your fellow users use Onix Work in Settings module.
Access Settings in the upper right of the header.

1.Get Started

Get Started takes you through the most important settings.
Here we make the step-by-step list and make sure that you fill out as much information as possible while carrying out the tasks each step entails.

2. Equipment Receival & Conversion

Equipment received from other member companies will not usually match your equipment description.
You can standardize your equipment information by converting the products and properties in Equipment Receival & Conversion.

2.1. Product Linking

The Products tab contains products that are being used in your equipment and has no link to any product of your company.

  • Select a product in the list to create link to your product.
  • You can search from existing products, or create new one, default value will get from the product of the supplier.

On the contrary, the Product Links tab contains products that are being linked to a product of your company. By default, only products that have equipment needing conversion are listed. If you activate the conversion, your equipment in external products that have link to your product will be converted.

  • Select Finalize Manually to have a look at the equipment that is in queue for auto-conversion.
  • Click on Finalize to run the conversion right away.

Important note:
The equipment must have at least a Certificate, Control Documentation, or 4-year Control Documentation to be converted.

2.2. Property Linking

This section is very similar to Product linking, where you map the properties being used in your equipment to another property in your company.
If you use existing property, it’s highly recommended that you create link to the system properties.

2.3. Manage Properties

This section helps to clean up your properties by merging duplicated properties. Each property listed has a number of similar properties, calculated based on description.

When you add duplicated properties to the list, all similar properties will be picked up by default and merged.

3. My Company

3.1. Users & Roles

For detailed instructions, please refer to How to use Users & Roles.

3.2. Locations, Areas and Departments

If you have a business with multiple locations, Onix Work lets you create locations and their associated sub areas as geographical indicators as to where the equipment is located.

  • You can also create separate departments so that you can manage large groups and different types of employees easily.
  • A location can be assigned to a managing department and have a managing contact within your own company.

4. Connected Content

4.1. Connected Companies

Setting up a connection between two companies to make equipment as well as documentation be accessible for both sides.
You may grant access to, or request access from any other member company in the Onix Work community.

There are three types of connection:

There are 6 types of connections:

imageA left purple arrow means “They may deliver equipment” :

  • Labeled as “Access granted” : you granted them the permission so that they can deliver equipment to you
  • Meaning: THEY can HAVE ACCESS on the equipment that they DELIVERED to you

imageA right purple arrow which shows “We may deliver equipment” :

  • Labeled as “Access received” : you received permission to DELIVER equipment to them
  • Meaning: YOU can HAVE ACCESS on those equipment that you DELIVERED to them

imageA left grey arrow means “They may view our equipment” :

  • Labeled as “Access granted” : you granted them the permission to view your equipment only
  • Meaning: you have granted access to the connected company so that THEY can VIEW YOUR equipment

imageA right grey arrow means “We may view their equipment” :

  • Labeled as “Access received” : you received permission to view their equipment only
  • Meaning: they have granted access to your company so that YOU can VIEW THEIR equipment

imageA left green arrow means “They may change our equipment” :

  • Labeled as “Access granted” : you granted them the permission to access your equipment
  • Meaning: you have granted access to the connected company so that THEY have FULL ACCESS on YOUR equipment

imageA right green arrow means “We may change their equipment” :

  • Labeled as “Access received” : you received permission to access their equipment
  • Meaning: they have granted access to your company so that YOU can have FULL ACCESS on THEIR equipment

4.2. Control Categories

Control category is a standard categorization of equipment.

  • Select Change Selection in the toolbar and tick off the control categories your company is using.
  • If you wish to use a verifier for the control category on Inspection Report, tick off Use Verifier on Inspection. Then only users with this privilege can archive Inspection Report for the selected control category.
  • You can link a checklist to a certain control category and set as default for each job class.

In tab Regime Intervals, you cant set predefined values by the number of month(s) for job intervals, which later will be the default interval in Mandatory Inspection.

  • Upon demand, adjust +/- days. This adjustment will affect Next Due Date calculation in jobs.
  • Go to tab Regime Categories and link the corresponding regime interval to control category.

4.4. Checklists

For detailed instructions on how to set up and manage checklists, please refer to How to create and set up Checklists.

Important note:
Checklist can only be deleted if it has never been used.

4.5. Counters

A counter lets you determine a series of number for documentation.

  • In Settings > Forms, you can add a default counter to each form, and the same counter can be used for different forms.
  • When using counters on forms, counter will be added on Job Number.

5. System

5.1. System Setup

In this section, you can define a variety of general settings and preferences for your company to streamline your work.

  • In General tab, choose the role your company has and enable the required job class for your company.

    • Language decides the language in the emails sent to your company.
    • Default Form Language is the language for jobs when users in your company upload from Onix Inspection.
    • Alerts to owner of equipment is a report that will be sent out on a basis and consists of all equipment about to expire in the number of days registered.
  • In Delivery & Job tab:

    • Select Show Inspection Details to other companies will make the checklist be available for the equipment owner. Otherwise, the owner will only see the Inspection Report with the remarks from the checklist included.
  • In Issue tab:

  • Set the default issue owner per application the issue originates from.

  • Select the default entity being responsible for solving the issue.

5.2. External data-sources

Onix Work makes it possible to import products, equipment and users using Excel files.

  • Select the import process you wish to do.
  • Select Launch wizard and follow the onscreen instructions to complete the process.

After the import process is completed, you will receive an email with confirmation of uploaded equipment.

5.3. External linking

Use External Linking to set up multiple ERP IDs for your own company and your customers, and based on the order information, these IDs will be mapped automatically after transferring to Onix Work.

Use the search section to find the linking connection you have set up.

To set up new company linking connection, select New in tab Company links.

  • Linking connection for your own company:
    • Link type Supplier must be selected
    • Company selection is restricted from your Express companies and your own company
    • You cannot set up more than one connection for the same company and location
    • External ID must be unique between Suppliers
  • Linking connection for your customers:
    • Link type Customer must be selected
    • Company selection is all companies in your Company list
    • You are able to set up more than one connection for the same company and location
    • External ID must be unique between Customers

To set up new contact linking connection, select New in tab Contact links.
Follow the same steps as above:

  • Our reference has the same rules as Supplier, except that you are able to set up more than one connection for the same company and contact
  • Customer reference has the same rules as Customer

Later in Orders module, if you modify the information of Supplier or Customer in orders coming from ERP/API, the modified information will update the information in External Linking.

5.4. Workflow

Workflow allows you to create order statuses you need, re-order statuses for a “next status” flow, change colors and select the closing status to completely support your fulfillment workflow.

  • Set a status as Closed for numbering will turn the information in tab Numbering to read-only when the workflow reaches this status.
  • Set a status as Closed will turn the information of the whole order to read-only when the workflow reaches this status.

You have the option to limit the available status selection in Onix Tag by ticking off option Onix Tag can set to this status.

6. Company Profile

Company Profile is where you register information about your company, which is visible to other member companies when a connection is made. Setting up the company profile not only enhances your networking in the industry but also ensures accurate information on documents.

  • Change company and certifying organization’s logos. We recommend you prioritize these fields as they are visible on documents.

  • Control how your company appears to other member companies with the Overview and Company info sections:

    • Description: Share a compelling overview of your organization’s mission and values.
    • Organisation roles: Define your main and other roles in the industry, such as “Equipment owner”, “Supplier”, “Producer” or “Inspector”.
    • Organisation type, Industry and Organisation size: These fields provide insights into your company to help Onix Work display relevant connection opportunities.
  • Ensure accuracy in administrative tasks by completing the Invoice-related info section.