Handle unwanted documents in Onix Work

Knowledge base
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Documents in Onix Work live in different places - order lines, products, existing equipment, Shared document library, etc. This article explains how to handle unwanted documents from each location.

Handle unwanted documents in order line

  1. In Onix Work, go to Orders and open the order.
  2. Select an order line.
  3. Select Documents.
  4. Select the unwanted document.
  5. For documents added from local device or Shared documents library, select Remove to delete it from the order line.
  6. For documents synchronized from the associated product, select Exclude.
    This makes the document inactive but still visible on the order line. Once the order line is processed, the excluded document won’t be attached to equipment generated from it.

Handle unwanted documents in product

  1. In Onix Work, go to Products and open the product.
  2. Select Documents.
  3. Select the unwanted document.
  4. Select Remove.
    The removed document won’t appear on new equipment created in the future, using this product. To stop a document from being used in multiple products, manage it from the Shared document library instead.

:information_source: Note

  • For unique equipment, the documents attached to existing equipment remains unchanged regardless of any document changes in the associated product.
  • For non-unique equipment, the document changes in the associated product happen immediately on the existing equipment.

Handle unwanted documents on equipment or in the Shared document library

You cannot delete a document from the Documents tab within the Equipment module, or from the Shared document library in Settings. Instead, use one of the following workarounds.

Set document as inactive

  1. Select the unwanted document.
  2. Select Edit.
  3. Turn off the Active toggle.
  4. Select Save.

:information_source: Note: In Equipment details, the Documents panel filters to show active documents by default. Users won’t see inactive documents unless they manually change the filter to also show them.

Replace a shared document with a newer version

  1. Select the unwanted document.
  2. Select Replace.
  3. Browse and upload the new file from your device.

Onix Work will then automatically deactivate the old version and update every product it was linked to. The old document attached on existing equipment remains unchanged.

Set document as “Hidden for others”

  1. Select the unwanted document.
  2. Select Edit.
  3. Turn on the Hidden for others toggle.
  4. Select Save.

:information_source: Note: This feature is usually used when a member company wants specific documents to be visible to their users only, for internal purposes. Once enabled, the documents won’t be visible to other connected member companies.

FAQ: Why can’t I delete a shared document?

A shared document can be linked to multiple products, and those products may already be used on existing orders or equipment. Deleting the document outright could break those links and affect historical records.

Setting the document to inactive keeps this history intact while preventing the document from being used going forward. If you’re replacing an outdated version, use Replace instead - Onix Work deactivates the old version automatically and updates every product it was linked to.

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