Handle equipment instructions in Onix Work

Knowledge base
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As a supplier, you deliver equipment and its instructions document to the equipment owner by processing orders in the Orders module. Because the same product is often sold more than once, you can set up its instructions document once and reuse it every time you sell that product.

This article explains how instructions are delivered in general, and how to handle an updated version of an instructions document without affecting documents already delivered on previous orders.

Handle instructions in general

Set up instructions for reuse

Upload instructions to the Shared document library once, then link it to product. Every order line that uses this product automatically gets the document, so you don’t have to upload it again each time you sell the same product.

To upload instructions to Shared document library:

  1. In Onix Work, go to Settings > Shared document library.
  2. Select Add document.
  3. Drag and drop the file, or browse your device to upload it.

To link instructions to a product:

  1. In Onix Work, go to Products and open the product.
  2. Select Documents > Add document.
  3. Search for the document and select it from the library.
  4. Select Apply.

Attach instructions to order

When you select a product for an order line, its linked documents, including the instructions, are added automatically.

:information_source: Note: You can also add documents manually from your device or from the library.

  1. In Onix Work, go to Orders and open an order.
  2. Go to the Documents tab and select an order line.
  3. Select Add from device or Add from library.
  4. Select the documents.
  5. Select Apply.

Deliver instructions

If equipment owner uses Onix Work

Once you process order, the instructions get attached directly to the equipment created from that order line. The owner can view it in the equipment’s Documents section.

If equipment owner doesn’t use Onix Work

Give the owner access to Onix Express, a read-only portal where they can search, view, and download the documents that you share with them. Then process order to deliver documents to them via Onix Express.

For more details about Onix Express, see:

:information_source: Note: You can also send documents via email after order processing:

  1. Open the order.
  2. Select Send documents on the toolbar.
  3. Select recipients.
  4. Select Send.

Handle updated instructions

When a revised instructions document is introduced for a product, upload it to the Shared document library to replace the existing one. This keeps the instructions on existing equipment unchanged, while making the updated version available for future equipment deliveries.

  1. In Onix Work, go to Settings > Shared document library.
  2. Select the outdated instructions.
  3. Select Replace.
  4. Upload the new file.
    Use a different filename to clearly distinguish from the previous version. For example, add revision date as a suffix.

As a result, Onix Work deactivates the previous version in the Shared document library and automatically replaces it with the updated version on every product it was linked to.

:information_source: Note

Usually, it is unnecessary to add the updated instructions to already deliverd equipment alongside the previous version, but if need be, here’s how:

  1. Go to Onix Work > Equipment module.
  2. Select the desired equipment.
  3. Select Documents.
  4. Select Add from library.
  5. Search for the updated document and select it from the library.
  6. Select Apply.

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