The Settings module in Onix Work lets administrators configure company information and control how users work in Onix applications. In this module, you manage access to your company data, equipment configuration, workflows, and system preferences that affect the entire company account.
Data access
To protect data security and privacy, Onix staff need your consent to view or modify your company data. As a company administrator, you can grant or restrict this access at any time. When Onix staff request access, all administrators are notified by email so you can approve or deny the request.
There are three statuses of data access:
- Restricted: Onix staff cannot access your company data.
- Granted: Onix staff can access your company data for a limited time or permanently.
- Pending: Your action is required to grant or restrict access.
To view or change the status of data access:
- Go to Settings > Data access.
- Review the current status.
- Select Grant access (and set an expiration date, if required) or Restrict access.
Equipment receival & conversion
Product linking
Equipment received from other member companies may use different product names. You can standardize this information by linking external products to your company products.
To link an external product to a product in your company:
- Go to Settings > Product linking.
- In the Products tab, select a product from the list. This list shows external products that are used in your equipment but are not yet linked to any products in your company.
- Link the selected product to an existing one in your company, or create a new one.
Linked products and equipment that needs conversion are shown in the Product links tab. From here, you can review and convert equipment to your company products.
- Select a product with pending conversion.
- Select Finalize manually and review the equipment type and model.
- Select Finalize to start the conversion immediately.
If you enable automatic conversion, equipment that uses linked external products is converted automatically.
Important note
Equipment must have at least one of the following document to be converted:
- A certificate
- Control documentation
- 4-year control documentation
Property linking
Equipment received from other member companies may use different property names or values. You can standardize this information by linking external properties to properties used in your company.
To link an external property to a company property:
- Go to Settings > Property linking.
- In the Properties tab, select a property from the list. This list shows external properties used in your equipment that are not yet linked to any properties in your company.
- Link the selected property to an existing company property, or create a new one.
Linked properties and equipment that needs conversion are shown in the Property links tab. From here, you can review and convert equipment properties to your company properties.
- Select a property with pending conversion.
- Select Convert to start the conversion immediately.
If you enable automatic conversion, equipment that uses linked external propertes is converted automatically.
Recommendation
When possible, link properties to system properties to ensure consistency across equipment.
Manage properties
This section helps you clean up properties by merging duplicates. Similar properties are identified based on their descriptions.
To merge duplicate properties:
- Go to Settings > Manage properties.
- Select a property, then select Add to list.
- Review and confirm the similar properties that are included.
- Select Merge.
Equipment that uses the merged properties is updated automatically.
Locations, areas and departments
If your company operates across multiple sites, you can create locations and areas to indicate where equipment is physically located.
- For each location, you can assign a managing department and a managing contact within your company.
- For each area, you can assign a location that this area belongs to or leave the location empty.
You can also create departments to organize employees more efficiently.
To create a new location, area or department, select New on the toolbar and complete the information.
Control categories
Add or remove control categories
Control categories are standard classifications for equipment.
To change the control categories your company uses, select Change selection, and then add or clear the categories.
Set up a control category
To require a verifier for inspection reports, select a control category and enable Use verifier on inspection. Only users with this privilege can file inspection reports for the selected control categories.
You can also link checklist to a control category. After being linked, the checklist can only be used for inspections on equipment of the selected control category.
Regime intervals and regime categories
Use Regime intervals to enable the control regimes that apply to your company. Each control regime has four regime categories. You can set a default interval in months for each regime category. These intervals are then used as the default job intervals for mandatory inspections.
In the Regime categories tab, link each control category to a regime category. This mapping determines the default job interval for equipment based on its control category and the job’s control regime.
Regime default form
You can set a default job form and its variant for each control regime. Choose from Inspection Report, Report of Thorough Examination, or (New) Report of Thorough Examination. New jobs created under that regime will automatically use the selected form, ensuring inspectors have the correct document ready and saving time on each inspection.
Counters
Counters generate sequential numbers for job numbers and documentation.
You can create counters and then assign a default counter to each form. The same counter can be used across multiple forms.
System setup
General setup
Configure your company role and basic system behavior.
| Field | Instructions |
|---|---|
| Company role and job classes | Select your company role and enable the job classes your company uses. |
| Language | Set the language for system emails that are sent to your company. |
| Default form language | Set the language for new inspection jobs. |
| Alerts to owner of equipment | Enable this to receive periodic emails. These emails list equipment that is approaching expiry within the defined number of days. |
Delivery and job
Define rules for jobs and equipment owned by your company.
| Setting | Instructions |
|---|---|
| Show checklist of mandatory inspection to other companies | Makes the inspection checklist visible to the equipment owner. If disabled, the owner only sees the inspection report with checklist remarks. |
| Automatically set old documents inactive when filing mandatory jobs | Keeps only the latest documents active. |
| Keep inactive equipment inactive after the job is done | Prevents inactive equipment from becoming active after inspection. |
| Allow job status to be better than the worst checkpoint status | Allows more flexible job statuses. |
| If the job status is NC, set the next due date to the job date | Prevents setting a future due date for non-conformity equipment. |
In the settings for quick inspection and job, define which grades are enabled and which are used by default.
In the settings for your company as equipment owner, select the default form requirement, control regime and usage of the Equipment owner’s ID field.
Issue
Define default settings for issues.
- Set the default issue owner based on the application where the issue originates.
- Define which grades are enabled and which are used by default.
External data-sources
Import data
You can import products, equipment, and Onix Tool Store users into your company account using CSV files.
To start an import:
- Go to Settings > External data sources.
- Select the import process you want to run.
- Download Onix template file and prepare your data file accordingly.
- Select Launch wizard and follow the on-screen instructions.
After the import is completed, you will receive a confirmation email.
For detailed instructions, see: Import equipment from a csv file
Export data
You can export equipment and Onix Tool Store users of your company account to Excel files.
To start an export:
- Go to Settings > External data sources.
- Select the export process you want to run.
- Set up the export if required.
- Run the export process.
After the export is completed, the file will be downloaded to your device automatically.
API configuration
For details, see: OpenAPI - Get started
GPS tracking
For details, see: Tracking equipment using GPS
Statens vegvesen configuration
For details, see: “Statens vegvesen” feature - How it works and how to activate it
External linking
Use External linking to connect company and contact records from your ERP system to Onix Work. These links map external IDs automatically when data is transferred to Onix Work.
Company links
Company links connect ERP company IDs to companies in Onix Work.
To create a company link:
- Go to Settings > External linking > Company links.
- Select New.
- Select the company and location in Onix Work, link type and enter the ERP company ID.
- Save.
When you create links for supplier companies:
- Company selection is limited to your logged-in company and non-member companies.
- You can create only one link per company and location.
- The external ID must be unique among suppliers.
When you create links for customer companies:
- Company selection includes your logged-in company, non-member companies and connected member companies.
- You can create multiple links for the same company and location.
- The external ID must be unique among customers.
Contact links
Contact links connect ERP contact references to contacts in Onix Work.
- Go to Settings > External linking > Contat links.
- Select New.
- Select the company and contact in Onix Work, link type and enter the ERP contact ID.
- Save.
When you create links with Our reference type:
- Company selection is limited to your logged-in company and non-member companies.
- You can create multiple links for the same company and contact.
- The external ID must be unique among your references.
When you create links with Customer reference type:
- Company selection includes your logged-in company, non-member companies and connected member companies.
- You can create multiple links for the same company and contact.
- The external ID must be unique among customer references.
Automatic updates
If supplier or customer information is modified in ERP or API orders, the updated information is automatically reflected in the External linking settings.
Workflow
Workflow lets you define and manage stages for orders and project requests. You can create stages, arrange their order, assign names and colors, and configure how each stage behaves.
Workflow for orders and order lines
To set up a workflow for orders or order lines:
- Go to Settings > Workflow and select Order or Order line.
- Select New to create a new stage, or select Get sample workflow stages to start from Onix default stages.
- Select a stage to edit its description, translation, alias, and color.
- Set up the stages’ behaviors following these instructions.
| Field | Instructions |
|---|---|
| Closed for numbering | The numbering data is no longer editable when the order or order line reaches this stage. |
| Closed | All data is no longer editable when the order or order line reaches this stage. |
| Onix Pick and Pack can set to this stage | When enabled, Onix Pick and Pack users can move the order or order line to this stage. |
You can remove a stage by setting its status to inactive, and then delete it if necessary.
Workflow for projects
For details, see: Projects module – Everything you need to know > Create project workflows
Company profile
Company profile contains company information that is visible to other member companies when a connection is established. This information is also used on documents.
| Section | Instructions |
|---|---|
| Company info | Complete this section so other member companies find the correct info. |
| Invoice-related info | Complete this section to ensure accurate invoicing and administrative processing. |
| Certifying organization | Complete this section to ensure your documentation is correct. |
| Onix Partner | Complete this section if your company is an Onix Partner. Information of your specialties will be visible to other member companies. |