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O&M Workflow

Learn how to generate an O&M Package.

Ni Nguyen avatar
Written by Ni Nguyen
Updated this week

šŸ” Reusing Documents & Attaching to Line Items

  • To attach an existing warranty to additional line items:

    • Select the items > Click ā€œAdd Reused Documentā€ > Choose warranty from another product in the BOM.

  • For installation instructions:

    • Click ā€œAddā€ > Browse suggested files or attach previously used files.

    • Upload your own custom instructions if needed.

    • Click ā€œSaveā€ to mark the document as selected.


šŸ“„ Using the Reuse Function for Install Guides

  • Select the applicable line items (e.g., FlexWorks).

  • Use ā€œAdd Reuse Fileā€ > Select Install Guides > Choose an existing document to attach.

  • Reused files can have either shared or customized annotations.


šŸ“ Uploading Custom or Miscellaneous Documents

  • Open fields (e.g., Drawings) accept custom uploads.

  • These fields won’t show suggestions but support document storage and O&M inclusion.

  • Uploads are saved per line item.


⚔ Time-Saving with Auto-Select

  • Select multiple or all line items.

  • Use ā€œAuto-Selectā€ > Hover over All Documents.

  • Choose to pull from:

    • User history

    • Local (branch) history

    • Team history

  • System matches documents using model number and manufacturer name.


šŸ“š Review Contents Formatting (Important!)

  • After attaching documents, review contents formatting options:

    Option 1: Order by Product

    • Each file appears once per product/line item.

    • Ideal for documents with unique annotations (e.g., data sheets).

    • Results in the same file showing multiple times if reused.

    Option 2: Order by Document

    • Each file appears only once, regardless of how many products it’s tied to.

    • Ideal for shared documents (e.g., warranties without annotations).

    • Reduces duplicate pages, streamlines output.

  • Optional: Use ā€œExcludeā€ function to remove any documents from the final package.


šŸ“¦ Creating the O&M Package

  • Click ā€œCreate O&M Packageā€ to compile a full PDF.

  • Choose to:

    • Download as a PDF.

    • Email directly via connected Outlook.

    • Generate a shareable link to send to customers and track viewing activity.


šŸ“– Navigating the Final Output

  • Generated package includes:

    • Cover Page

    • Table of Contents with hyperlinks.

    • Grouped sections (e.g., Data Sheets, Install Guides).

    • Ability to click directly into documents via links.

    • Index button at the bottom of the page returns to the Table of Contents.


šŸ”„ Making Revisions or Updates

  • To make changes:

    • Click ā€œView Final Deliverablesā€ to access the saved O&M.

    • Apply an ā€œApprovedā€ status once finalized.

    • For revisions:

      • Return to Documents screen.

      • Update line items.

      • Recreate the O&M package.


šŸ“¬ Sending to the Customer

  • Options to send your O&M package:

    • Email via Outlook integration.

    • Download as PDF.

    • Shareable link with tracking capabilities.

      • See which customer email accessed the file.

      • Copy/paste unique URL for easy distribution.

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