Find out the first 7 steps to get started in your new OneSoft Connect working environment.

 

Step No. 1. Log in for the first time

Step No. 2. Get familiar with the layout

Step No. 3. Understand the system of items in datasheets

Step No. 4. Add attachments to items

Step No. 5. Set tasks

Step 6. Keep meeting minutes 

Step 7. Take notes

Bonus: Create connections between items

 

Step 1. Log in for the first time

If you have asked for your OneSoft Connect environment from our website:

Step 1. Open the email from [YourOrganization].onesft.com with the following email subject: "Your Onesoft Connect is ready"

Step 2. Follow the link to the login page

Step 3. Choose your password and upload your profile picture, click "Continue"

You are all set!

Before you start working, however, we highly recommend doing this very easy step: set the zoom to 80%.

This setting:

  • is done once and forever
  • applies only to this website (application), the zoom of all the other websites will stay unchanged

 

Next time, you can log in directly from your organization's OneSoft login page - domain ([YourOrganization].onesft.com) by entering your email and the password you have just chosen.

If you have received your login details from your admin, insert the URL adderss of your organization's OneSoft into your browser. This will bring you directly to the login page.

 

Step 2. Get familiar with the layout

1. Side menu

Your personal space. All information in your side menu are featured for you, no other user will see the same as you.

For instance, in the tasks, you will only see tasks that you're following, tasks that you have created (then you are automatically set as follower), and tasks that you are responsible for. Therefore, no two users will ever see the same content of the side menu.

Learn more about side menu here.

 

2. 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.

 

3. Chat

Chat with your colleagues without worrying about data safety issues. If there is nobody in your chat yet, it means that you are the only user of your OneSoft for the moment. See how to add more users or hosts here.

 

Learn also about the top bar and bottom bar here.

 

 

Step 3. Understand the system of items in datasheets

1. 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.

 

2. 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").

TipIs 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.

 

Step 4. Add attachments to items

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.

 

Step 5. 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.

 

...and then, manage all your tasks

As soon as the task is created, all the concerned people will be able to comment on it, add attachments, add tags, update the percentage of completion, and more. 

At the same time, all these peolpe will be kept upadated about these changes. They can access the updates:

  • from the bell in the top bar where all new notifications pop in
  • from the Tasks option in the side menu (where all the tasks relevant for you are displayed) where you can click on any task to open the details
  • from the Inbox option in the side menu where the history of all notifications is kept in the chronological order

 

Tip: if you want to delete a task, click on its status ("State") and say that it's "Invalid"

Learn more about how to manage your tasks.

Find out more about how to create tasks.

 

Step 6. Keep meeting minutes 

It has never been easier:

Step 1. Go to your profile in the "Employees" (or similar) datasheet

Step 2. Click on this button  and fill in the form that opens. You will also find option to upload the full version of your meeting minutes file or any other relevant file. At the end, you will find our upgraded to do list. What's so special about that? Out of each to do point you make, a regular task (i.e. a task that will show up in the "tasks" option from the side menu to the users concerned) will be created.

In the same way, you can create record of an activity to any other item from any other datasheet (to a contact, company, etc.).

Tip: Cannot see the "Minutes" tab in your records? Contact your system administrator so they activate the plugin called "Activities" in the datasheet settings (instructions here).

Learn more about minutes and other similar records of activities here.

 

Step 7. Take notes

What if you need to take a note without everyone seeing it? Easy, take a note and don't share it.

Attach it to an item in a datasheet? Easy, open the item, then take a note.

To share an idea with a few fellow colleagues? Take a note and share it. Your colleagues will be able to comment on it.

 

How to take a note related to an item in a datasheet?

1. Open the item to which your idea is related

2. Click   to take a new note, fill in the form

3. If you want to share it, click on My private notes button, select Share, then tag your colleagues

 

Do you want to take a note just like that? Just a general note with no particular connection to any item?

1. Go to "Notes" from the side menu

2. Click "+New note" button

Learn more about notes here.

 

Bonus: Create connections between items

Why? You will be able to see all the connections related to one specific item in one simple chart. For example:

  • history of all the projects that a particular employee worked on (all connections leading from the Projects datasheet)
  • what assets (e.g. cell phone, password, keys) have been assigned to a particular employee (all connections leading from the Assets datasheet)
  • all the products or services bought from a particular company, all the contracts concluded, all the related contact details and so on (all connections leading from the Assets, Contracts and Contacts datasheets to this company which has a profile in the Companies datasheet)

 

How? There are connections which are created automatically in the background of OneSoft Connect. This is when the field that is being filled in, is of a type "connection". In this way, a connection could be made for example:

  • when, in the Employees datasheet, you fill in that Emma Funny has been assigned a pair of keys -> connection between Emma (Employees) and the pair of keys (Assets datasheet) is made
  • when you are tagged as a project manager -> connection between you (Employees) and the project (Projects datasheet) is made

Connections can obviously be created manually. There are many ways of doing it. For example:

1. Open one of the items between which you would like to create a connection (e.g. go to the Employee datasheet and open the profile of the employee in question)

2. Open the "Connections" tab

3. Click "+Add any to"

4. First, select the datasheet where is recorded the second item, then, search for the appropriate item to finish creating the connection (e.g. select Assets datasheet, then search for the relevant pair of keys)

Be able to navigate between the connected items. See directly on an employee profile all the contracts they are responsible for, on the contracts' profiles the companies that the contracts were concluded with, then contact details for sale representatives of the companies, current projects for these companies and so on!

From practice: An employee is leaving your company. Thans to the connections, you are able to see right away what passwords he/she knows, what cell phone has been assigned to him/her or what kays he/she has to return. Finally, you can also see what contracts he/she has been taking care of, which ones he/she signed, what projects he/she has been currently working on, and much more.

Find out more about connections and how to create them.