When reviewing listings in the “Equipment” module for missing documents (Instructions, Certificates, Declaration of conformity), we encountered a system flaw (not a bug, we think..)
Adding documents to equipment, and registering these as “Original Instructions”, does not make the Equipment listing show that Instructions are available.
However, adding a document as “Instructions”, works as intended.
Both of these categories should be counted towards the “Equipment” module showing that the document is present.
This error occurs for the following 3 document types:
Document type
Issue description
Original Instructions
Does not show up as Instructions on the equipment overview
Original Certificate
Does not show up as Certificate on the equipment overview
Original Declaration of Conformity
Does not show up as Declaration of Conformity on the equipment overview
The “missing documentation” in Onix is the #1 thing the authorities (Arbeidstilsynet + Havnæringstilsynet) are looking at when performing inspections.
Ref our conversation via support case#90875, I posted this product idea on your behalf. Our product team will look into this and get back to you shortly.
You’re absolutely right in noticing that documents tagged as Original Instructions, Original Certificate, or Original Declaration of Conformity don’t currently appear in the equipment listing the same way as the standard document types. This is not a bug or a system flaw, but rather a deliberate design decision.
The reason for this is that we intentionally separate these document types. In many cases, Original Instructions are not the same as the current Instructions used in day-to-day operations. The same applies to certificates and declarations.
Onix is designed to always show the latest version of each document type on the equipment. To support this, we need to distinguish between:
Original documents provided by the producer when the equipment is first delivered.
Instructions/certificates/Declaration of conformity that are meant to be used for inspections, compliance, and daily operations.
If we didn’t make this separation, the original documents could easily get buried under newer versions, making them hard to find when needed.
That said, if you want an original document to also function as the active instruction, certificate, or declaration, you can upload it and tag it accordingly—as Instruction, Certificate, or Declaration of Conformity—instead of using the Original tags.
I’m setting this product idea to “To be considered”, as we might solve it with allowing registering multiple document types on one document. Please see my response to your related product idea here: Register a single document in multiple document types
The reasoning for my initial request was that when a company is put under review by governmental agencies, they operate under laws stipulating that “Instruction manual must be present”.
I am in this mail specifically using the “Instruction manual” as an example, but this requirement (and my proposal) also applies to the declaration of conformity, and certificate.
When we look trough Onix to evaluate the adherence to the law for a company, we may see that the equipment does not have an instruction manual, even if it does have one tagged as “Original instruction manual”
We will then only uncover that it does indeed have an instruction manual by manually going into the document folder of the equipment listing.
This again means that I cannot trust the information provided to me in the Equipment overview, and I need to manually go trough each and every item to verify.
The change I proposed is not one for the document folder of the equipment.
Here is a more detailed description of my proposal:
In the equipment listing there are icons of documentation that is not “Missing” (see image below)
If there are “Instructions” registered, an icon appears, if “Original Instructions” are registered, no icon appears.
My proposed change is only this:
Make the icon also appear when “Original Instructions” are registered.
This is not about changing the tags, but rather about the system testing for both the “Instructions” tag, and the “Original instructions” tag
As you clearly stated, we need to differentiate between “Original Instructions” and “Instructions”, and I 100% support this.
The only changes I would propose to the document tags, would be to add a tag for document language, as this is also a requirement for the Instructions manuals.
In the EU, the language requirement is that Instruction manuals shall be written in the local language, and exceptions can be given for equipment bought in other countries.
When this exception is triggered, the Instruction manual shall be in English, and in a language the user understands (if other than english).
