[Onix Work] Jobs module: Complete and manage jobs

[phuong.duong]

Use the Jobs module to find and manage jobs and generate reports about completed inspections.

Prerequisites

To make changes in the Jobs module, your user account must have the Jobs privilege.

View and find jobs

The job view shows jobs in table or split layout. You can search, filter, sort, group, and switch views to find the jobs you need.

Search

Use the search box to quickly find jobs by equipment ID or job number.

Views

Use views to customize how the job list is displayed and organized. You can choose from:

• Standard views: Predefined views that you cannot edit.
• Your own views: Views that you can edit and that are visible only to you.
• Shared views: Views created by other users and shared with you.

You can use a view to:

• Choose which job fields are displayed.
• Set default filters.
• Set up to three levels of default sorting.
• Set default grouping.
• Choose who can access the view.

To switch views, select the current view > Pick a view, then select the view you want to use.

To set a default view, switch to the view and select Pin.

To create a view, select the current view > Create new view. Enter a name, choose who can access the view, configure its filters, display fields, sorting, and grouping, then select Save.

To copy a view, select the current view > Create copy, enter a name, and select Apply. Copy a standard view when you want to use it as the starting point for a customizable view.

To edit a view, switch to a shared view or one of your own views, select Edit current view, make your changes, and select Save. You cannot edit a standard view.

To delete a view, switch to one of your own views, then select the current view > Delete view. You cannot delete a standard view.

To see when a view was created and last modified, select the current view > Properties.

Switch between table and split layouts

Select Layout, then choose one of the following layouts:

• Table: Displays jobs in rows and columns. A view can contain up to 30 display fields, including the required Job number field.
• Split: Displays the job list beside the selected job. A view can contain up to 6 display fields, including the required Job number field.

Your layout selection applies to all views until you change it.

Filter

Use filters to narrow the job list based on job fields.

Open the Filter panel, enter or select values for the criteria that you want to use, and then select Apply.

To remove all entered filter values, select Clear in the Filter panel, then select Apply.

To add job fields as filter criteria:

1. In the Filter panel, select Select criteria.
2. Select Add a field.
3. Select the criteria.
4. Select Save.

Sort and group

To sort or group jobs in table layout, select a column heading, then select a sorting or grouping option.

To sort or group jobs in split layout, open the sorting and grouping options above the job list, then select a predefined criterion or a display field from the current view.

To remove sorting or grouping and restore the view’s configuration, select a column heading, then select Default from view.

Discuss a job

Use Discussion to communicate about the job with other users who can access it.

1. Open the job and select Discussion.
2. Choose whether the comment is visible only to users in your company or also to users in connected member companies.
3. Enter your comment, format it, and mention other people when needed.
4. Select Send.

To reply to an existing comment, find the comment, select Reply, enter your reply, choose its visibility, and select Send.

After sending a comment or reply, you can edit its content or delete it. You cannot change its visibility after it has been sent.

Edit and complete open jobs

Edit job details

Select an open job, then select Edit. Enter the new values and save your changes.

You can select multiple jobs and select Edit all on the toolbar to edit their details at once.

Select intervals for the job

When you file the job, Onix Work updates the equipment’s job intervals and next due date based on the intervals selected for the job.

1. Select an open job.
2. In Job intervals, add or delete an interval, and choose which intervals are selected for the job. You can also edit a selected interval’s next due date.
3. Review the interval details and save your changes.

Complete form properties

Some job forms, for example Form 4, ILO Form 2, include additional properties for recording information that is specific to the inspection.

1. Open the job for editing and expand Form properties.
2. Select Edit.
3. Complete the available fields. The fields depend on the form used for the job.
4. Save your changes.

Select and complete a checklist

Complete the checklist by filling in the status of each checkpoint.

1. Select an open job.
2. Select Checklist, then select a checklist. If you cannot find the checklist, edit the job’s Class and try again.
3. For each checkpoint, select a status and enter a comment when needed. Follow any procedures included with the checkpoint.
4. To complete several unanswered checkpoints with the same status, select Fill ? statuses for a check group or the entire checklist, then select the status.
5. Optional: Enter a comment for the checklist.

To review the checklist before filing the job, select Preview from within the checklist.

To download an Excel file containing the statuses and comments for all checkpoints, select Export. The file downloads automatically.

To reuse comments, status, and pictures from checkpoints in an earlier filed job, select Transfer checklist. This functionality is available when both jobs use the same equipment, form, and checklist, and the previous checkpoints contain comments.

Preview documentation

Select an open job, then select Preview on the toolbar to preview its documentation before you file the job.

You can only preview jobs that are done by your company and contain one equipment. Operator jobs cannot be previewed.

File open jobs

Select an open job, then select File on the toolbar. You can select multiple open jobs to file them at once. The documents generated when you file the jobs depend on the form and checklist used in each job.

Delete open jobs

Select one or more open jobs, then select Delete on the toolbar and confirm the deletion. Filed jobs cannot be deleted.

Create copy of a filed job

Select a filed job, then select Create copy and choose where to create the copied job:

• To this equipment: Creates the job with identical job data for the same equipment.
• To other equipment: Creates the job with identical job data for another equipment that you select. The job intervals and location follow the target equipment, and the job number is updated according to the counter.

Export job data and generate reports

Export jobs to Excel

You can export up to 1,000 selected jobs to an Excel file.

1. Select Report > Export to Excel.
2. Select the jobs that you want to export. To export all jobs in the view, do not select any jobs. If you select all jobs, the export includes only the jobs that are currently loaded.

Onix Work processes the data and automatically downloads the Excel file when it is ready.

Generate and send a job report

A job report provides an overview of jobs and issues and can be sent to selected contacts via email.

1. Select Report > Job report.
2. Choose which jobs to include by configuring the general filters.
3. Configure the sections for mandatory inspection and preventive maintenance jobs.
4. Review the report and choose which optional sections to include.
5. In Summary, select the report’s language, recipients and then select Finish.

Job report filters

Filter type	Field	Description
General	Customer and Location	Includes jobs for equipment owned by the selected company and, optionally, at the selected location.
General	Order no. and Cust. order no.	Includes jobs with the specified order number or customer order number.
General	Period and Done by	Includes jobs completed during the selected period and by the selected people.
General	Job included	Includes filed jobs, open jobs, or both. Filed jobs include jobs being filed. Open jobs include jobs with the “Open” and “Open from Onix Inspect” statuses.
Mandatory inspection	Included	Includes mandatory inspection jobs in the report.
Mandatory inspection	Form included	Includes jobs that use the selected forms.
Mandatory inspection	Only the latest filed job within the period	Includes only the most recent job for each equipment during the selected period.
Mandatory inspection	The latest filed jobs of every form included	Includes the most recent job for each selected form. An equipment can therefore have several jobs in the report.

For preventive maintenance jobs, use Included to add that job class to the report.

During review, mandatory inspection and preventive maintenance sections appear when they match your filters. You can also include or exclude Quick inspection, Inspection details, Issues, and Sign job report.

Generate a year report

A year report summarizes inspected equipment by category during a selected period. It categorizes the data as initial inspection, periodic control, and extraordinary control.

1. Select Report > Year report.
2. Enter the reporting period and, when relevant, the number of complaints, use of liability insurance, and competence courses or training.
3. Select OK.
4. Review the generated report, then download or print it.