Datasheets for keeping records

All information in datasheets is shared across your organization. However, users can have different rights - no access at all (the data is hidden to them), right to modify, right to create, right to delete and right to manage the structure.

The original selection of your datasheets depends on the solution you have chosen. However, all our solutions contain the following datasheets: Contacts, Companies, Projects, Employees, Orgcharts and Processes.

You can add as many datasheets as allowed by your chosen pricing plan.

Learn more about datasheets here.

Understand the system of items in datasets

Items

Items are the basic building blocks of datasheets. When a datasheet is open, there is a list of items on the left.

For each item, we keep record of some particular details (refered to as "item details" or, sometimes, "attributes") that can be accessed by opening an item from the list of items.

Examples of items in datasheets and their item details: 

  • in the "Companies" datasheet: Audi, BMW, Apple, Tesco -> a company with all the details you need to keep records on
  • in the "Employee" datasheet: John Best, Nina Martens -> an employee with personal details, tags, information about their activities, etc.
  • in the "Contract" datasheet: a contract with all the related information such as effective dates, description, responsible person, etc.
  • in the "Assets" datasheet: a car with all technical details, documentation, people in charge, etc.

The items can be classified into categories of items. Learn more about categories of items and the advantages of using them here.

Learn also how to create a new item here.

Item details

For each item, we keep records on various information that we call "item details". The kinds of item details that we keep records on are specific for each datasheet, alternatively for each category of items in a datasheet.

Examples of item details:

  • in the "Employee" datasheet: skills, age, education, contact details, workplace, etc.
  • in the "Contracts" datasheet: contract number, contract title, description, effective date of the end of agreement, person responsible, etc.

 

Who can edit a value of an item detail and how?

The value of an item detail (what is filled in) can be edited by everyone who is given the right by admin, by clicking directly on the value that needs to be edited.

What is a datasheet template?

OneSoft offers you a set of item details and datasheet settings for every datasheet referred to as datasheet template. For instance, an Employee datasheet template can consist of a name, surname, phone, e-mail, position and competencies.

This template can be very easily adjusted to your needs by your admin (e.g. adding an item detail to keep records on the "type of contract" or on "holidays").

Tip: Is there an unnecessary item detail? Delete it. Do you need to add one? Create it. Do you need to turn a text field into a select option field? Nothing is easier. Just make sure you have the edit rights. 

Be aware that you might not be given the rights to access all the details in a datasheet, some of them might even be hidden to you.

Learn how to edit a value of an item detail here.

Learn how to found, edit or desactivate an item detail here.

Learn how to create a group of details here.

Learn how to manage users' access rights here.

Add attachments 

An attachment can be a document, a picture, or any other file type. Also, any link (including links to a cloud storage space) can be joined as attachment.

You can upload any number of attachments in any format to any item in any datasheet. This will make the file available 24/7 to all your colleagues having access to the particular item. Moreover, the file will be safe and backed up.

Step 1. Open the item you need in a datasheet (e.g. an employee profile in "Employee" datasheet)

Step 2. Open the "Attachments" tab

Step 3. Click "+Add file" or "+Add link"

See detailed instructions.

TipTo save the space on your OneSoft cloud storage, use an external storage, then upload only a link (as a form of attachement). Nevertheless, if you run out of storage offered by OneSoft company plan, there is always a possibility to purchease an extra storage.

Set tasks 

There are many ways to do it. However, no matter the way of creation, all tasks will appear in the section "tasks" accessible from the side menu to all users that are tagged as followers or directly as the responsible person for the given task.

In this article, we will introduce the creation of a general task (not directly related to any item from your datasheets).

1. Open the option "Tasks" from the side menu

2. Click the "New task" button

3. Say who is responsible for the task (who should execute it), who should be informed about this task and when the task is due. Then, choose a name of the new task (imagine it's subject of an email) and write a description so the responsible person knows exactely what needs to be done.

4. Click Continue. And that's how easy it is. By clicking the Continue button, the task will get published within your OneSoft. In practice, it means that the responsible person as well as all the followers (and the creator of the task who is automatically set as a follower) will get a notification and it will appear in their "Tasks" board accessible from the side menu.

This new task will appear in your Tasks either in the yellow section ("New") if you are set as the person responsible, or in the orange section ("Following") if someone else is tagged as responsible.