UserGuide PDF
UserGuide PDF
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Note: Features outlined in this user guide are for general use – user access varies to perform each
activity. If you need assistance, contact your authorized ExxonMobil distributor or local
representative.
Logging In
-Logging in from the welcome email.
-Updating user password.
User Profile
-Uploading images.
-Editing preferences.
-Editing user information.
-Adding accounts.
-Editing communication preferences.
Accounts
-Creating accounts.
-Copying accounts.
-Editing accounts.
-Exporting and importing accounts.
-Creating account relationships.
-Deactivating accounts.
-Reactivating accounts.
-Searching for existing accounts.
-Viewing accounts in a relationship tree format.
Users
-Creating new users.
-Editing users.
-Copying users.
-Exporting and importing users.
-Deactivating users.
-Reactivating users.
-Searching for existing users.
-Resetting a user’s password.
Assets
-Creating assets.
-Editing assets.
-Copying assets.
-Exporting and importing assets.
-Deactivating assets.
-Reactivating assets.
-Searching for existing assets.
Analytics
-Creating analytics grouped by account.
-Creating analytics grouped by asset class.
-Editing analytics.
-Displaying analytics on the dashboard.
Reports
-Viewing new sample reports.
-Viewing historic sample reports.
Labels
-Creating labels.
-Editing labels.
-Copying labels.
-Printing labels.
Stakeholders
-Assigning account stakeholders.
-Messaging account stakeholders.
Work
-Configuring offline work queues.
-Assigning the offline worker role to a user.
Sample Kits
-Requesting sample kits.
-Assigning account ERP information.
-Ordering sample kits.
-Logging in from the welcome email. Access the welcome email, and navigate to the login
portal using the embedded link. Provide the requested login / verification information. Select
the checkbox on the “Terms and Conditions” page that appears in order to accept the document
in its entirety. Click the “Save” tile at the bottom of the page to submit the page. For assistance
with accessing the system, contact the individual who created your user profile.
-Updating user password. Select the “My Profile” icon at the top, right corner of the page. Click
the “Change Password” link at the bottom of the page. Correctly enter the old password into the
designated field. Input the new password into both the “New Password” and “Confirm New
Password” fields before submitting the form. Note: the system will automatically redirect new
users to personalize their password following acceptance of the Terms and Conditions.
-Uploading images. Select the “My Profile” icon at the top, right corner of the page. In the
“Preferences” tab on the “User Edit” page that appears, scroll to the bottom of the page. Either
drag an image file into the designated area, or browse for an image file using the “Choose Files”
option. Verify that the image appears under the “Profile Photo” heading. Click the “Save” link at
the bottom of the page.
-Editing user information. Select the “My Profile” icon at the top, right corner of the page. In the
“Preferences” tab on the “User Editor” page that appears, update the desired information in the
designated fields. Click the “Save” link at the bottom of the page.
-Editing communication preferences. Select the “My Profile” icon at the top right corner of the
page. In the “Communication Preferences” tab on the “User Editor” page that appears, update
the desired information in the designated fields. Click the “Save” link at the bottom of the page.
-Creating accounts. Navigate to the “Accounts” tile on the landing page. On the “Account
Search” page that appears, select the “Create” link (located to the right of the search bar). Input
the required information (Account Name, Business Line, Country and Address) into the
appropriate fields. The “Phone,” “Comments,” “Parent Account,” and “Stakeholders” fields are
optional. To designate the new account as a subsidiary to an existing account, enter a relevant
search item into the “Parent Account” field, and select an existing account from the search
results that appear. Account stakeholders may be added at the bottom of the form. Click the
“Add Additional Stakeholders” link in order to activate the drop-down menu. Select a user from
the list. If needed, the “Remove” feature can be used to edit the list of Stakeholders. Once all
desired information has been inputted, verify that the “Active” box above the “Account Name”
field is checked, and then click the “Save” link at the bottom of the page. Note: accounts can
also be created using the export / import feature (not available on mobile phones or tablets).
Refer to Exporting and importing accounts.
-Searching for existing accounts. Navigate to the “Accounts” tile on the landing page. On the
“Account Search” page that appears, utilize the search bar to identify all of the accounts that
match the entered search criteria. Note: the “search help” link offers guidance on maximizing
search effectiveness.
-Creating new users. Navigate to the “Users” tile on the landing page. On the “User Search”
page that appears, select the “Create” link (located to the right of the search bar). In the “User”
tab on the “User Editor” page, input the required information (full name, email address, and
primary phone number) into the appropriate fields, and verify that the “Active” box above the
“Full Name” field is checked. The “Company,” “Country,” and “Address” fields are optional. In
the “Accounts” tab, utilize the search bar to identify the desired account(s) to add to the new
user’s profile. Note: the “search help” link offers guidance on maximizing search effectiveness.
Select at least one account from the search results by clicking the “Add” link next to the account
name. If the selected account is a parent account, a pop-up window entitled “Account
Relationships” will appear. If necessary, uncheck any of the subsidiary accounts. Click the
“Save” link, and verify that the “Assigned Accounts” box now contains the account(s) that you
selected. If needed, the “Remove” feature can be used to decrease the number of assigned
accounts. In the “Security” tab, select at least one role from the list of available roles by clicking
the “Add” link next to the desired role(s). If needed, the “Remove” feature can be used to
decrease the number of assigned roles. Once all desired information has been inputted, click
the “Save” link at the bottom of the page. Note: users can also be created using the export /
import feature (not available on mobile phones or tablets). Refer to Exporting and importing
users.
-Deactivating users. Navigate to the “User Editor” page of the desired user (refer to Editing
users for relevant guidance if necessary). In the “User” tab, locate the “Active” status box at the
top of the page. Select the box to remove the check mark, and then click the “Save” link at the
bottom of the page. Return to the landing page, and navigate to the “Users” tile. On the “User
Search” page that appears, locate the “Show Active Only” status box below the search field.
Select the box to remove the check mark. Utilize the search bar to isolate the deactivated user,
and verify that the user is displayed in a gray font color (active users are displayed in a blue font
color).
Assets
-Creating assets.
-Editing assets.
-Creating assets. Navigate to the “Assets” tile on the landing page. On the “Asset Search”
page that appears, use the drop-down menu to select the account to which the asset will
belong, and then click the “Create” link (located to the right of the search bar). In the pop-up
window that appears, use the drop-down menu to select the most appropriate Asset Class
before clicking the “Next” link. In the “Details” tab on the “Asset Editor” page that appears, verify
that the auto-populated information fields (“Account” and “Asset Class”) are correct. Use the
“Asset Description” field to enter a unique identifying name for the new asset. Note: this
description will be the name that appears in future asset searches. Locate the “Attributes”
section at the bottom of the page, and use the drop-down menu to select the asset lubricant
currently in service. Input the remaining equipment specifications when relevant (each asset
class requires a different template of information). Once all desired information has been
inputted, verify that the “Active” box at the top of the page is checked, and then click the “Save”
link at the bottom of the page. Note: assets can also be created using the export / import
feature (not available on mobile phones or tablets). Refer to Exporting and importing assets.
-Reactivating assets. Navigate to the “Asset Editor” page of the desired asset (refer to Editing
assets for relevant guidance if necessary). In the “Details” tab, locate the “Active” status box at
the top of the page. Select the box to reapply the check mark, and then click the “Save” link at
the bottom of the page. Return to the landing page, and navigate to the “Assets” tile. On the
“Asset Search” page that appears, locate the “Show Active Only” status box below the search
field. Select the box to reapply the check mark. Utilize the search bar to isolate the reactivated
account, and verify that the account is no longer displayed in a gray font color (active accounts
are displayed in a blue font color).
-Scanning a bottle to initiate sample registration. Navigate to the “QR Code Scanner” tile on the
landing page. On the “QR Code Scanner” page that appears, choose to scan using a webcam
or a scanner. Note: Internet Explorer web browsers do not support the “webcam” option. When
using a webcam, use the viewing window as a guide to ensure that the entire QR code is visible
to the scanner. The system will automatically scan the code, and the “Asset Search” page will
appear following a successful scan. Use the drop-down menu to select the account to which
the asset belongs. Utilize the search bar to locate the desired asset. Note: the “search help”
link offers guidance on maximizing search effectiveness. Select the asset from the search
results by clicking either the asset name or the small “Details” link (located directly below the
Asset ID). If the “Details” link is selected, the “Asset Details” page will appear. In the
“Overview” tab, click on the “In Service Oil Sample” link at the bottom of page. If instead the
asset name is selected on the “Asset Search” page, click on the “In Service Oil Sample” link in
the pop-up window that appears. On the asset-titled page that appears, use the drop-down
menus and manual entry fields to document details about the oil sample. In the “Bottle ID” field,
manually enter the alphanumeric bottle code (i.e. aXXX XXX XXX or bXXX XXX XXX) that is
located below the QR code on the bottle. Verify that all of the information was entered correctly,
and then click the “Save” link at the bottom of the page to submit the sample. Note: users with
Apple brand handheld devices must use the Sample Scan app instead of directly using the QR
Code Scanner.
-Creating analytics grouped by account. Navigate to the “Analytics” tile on the landing page.
On the “Analytics” page that appears, select the “Create” link (located directly to the right of the
search bar) to access the “Analytics” page. Use the “Report Title” and “Description” fields to
assign a name to the new analytic. Use the various fields within the “Appearance” side tab to
format the new chart. The “Chart Type” can be modified using the designated drop-down menu,
and the graph dimensions can be adjusted in the “Width” and “Height” fields. Axis labels and
the number of gridlines can also be specified in the appropriate fields. In the “Filter” side tab,
locate the desired account using the “Account(s)” drop-down menu. Within the “Data” side tab,
specify the time frame, the desired workflow (i.e. In Service Oil Sample or Sample Results), and
the specific workflow field in the corresponding labeled fields. Use the “Grouping” side tab to
specify the data grouping and aggregation. Once all desired information has been specified,
verify that the “Active” box at the top of the page is checked, and then select the “Save” tile at
the bottom of the page.
-Displaying analytics on the dashboard. Navigate to the small section of icons next to the user
name at the top, right corner of the landing page, and select the four-quadrant tile. In the pop-
up window that appears, click the “Analytics” link. The default Analytics widget will appear on
the dash. Click the “Configure” icon in order to select the desired Analytics report from the drop-
down menu. Select the “Save” link to finalize the widget configuration. Verify that the correct
chart appears on the dashboard.
-Viewing new sample reports. Navigate to the “Assets” tile on the landing page. On the “Asset
Search” page that appears, use the drop-down menu to select the account to which the
sampled asset belongs. Utilize the search bar to locate the desired asset. Note: the “search
help” link offers guidance on maximizing search effectiveness. Access the “Asset Details” page
by either 1) selecting the asset name in the search results and then clicking the “Details” tab in
the pop-up box that appears, or by 2) clicking the “Details” link below the desired asset in the
search results. On the “Asset Details” page that appears, open the “Work History” tab. Click on
the “Report” link (the right-most item in each row) corresponding to the desired asset(s) in order
to access the sample report(s). Note: reports can also be accessed via the link provided in the
notification email and / or the system’s messaging tool.
-Scheduling sample results exports. Navigate to the “Export” tile on the landing page. On the
“Export” page that appears, select the “Email Report” checkbox and select the desired
frequency for the report to be emailed. Once both options have been selected, click “Save” to
schedule the result report to be sent as a .txt file to your inbox. Note: This export encompasses
all accounts the user has access to.
-Exporting ad hoc sample results data. Navigate to the “Export” tile on the landing page. In the
“View and Export Sample Results” section of the page, select a start and end date and time for
the results export. Click the “Refresh” button to preview the results. Click the “Export” button to
export these results to a .txt file. Note: This export encompasses all accounts the user has
access to.
-Creating labels. Navigate to the “Sample Labels” tile on the landing page. Note: To create
Asset Labels follow the same instructions, but navigate to the “Asset Labels” tile on the landing
page. On the “Label Templates” page that appears, use the drop-down menu to select the
desired account. Click on the “Create” link at the top of the page. On the “Label Template
Create” page that appears, enter a unique name for the label template in the “Label Template
Name” field. Use the “Select Print Template” to select the correct label stock. Utilize the asset
search bar to locate the asset(s) for which the label(s) is/are being created. In the “Search
Results” box, select the desired asset(s). Each time an asset is selected, it will appear in the
layout box (located to the right of the search results box). Use the cursor to remove or adjust
the order of the labels if necessary. Use the “Add All” button to add all assets in the “Search
Results” box, and use the “Remove All” button to remove all labels from the layout template.
Utilize the “Add Page” button to add an additional page to the label template. Once the label
-Assigning account stakeholders. Navigate to the “Accounts” tile on the Dashboard. On the
“Account Search” page that appears, utilize the search bar to locate the desired account. Note:
the “search help” link offers guidance on maximizing search effectiveness. Select the desired
account from the search results. At the bottom of the “Account Edit” page that appears, click
the “Add Additional Stakeholders” link in order to activate the drop-down menu. Specify a user
role, and select a user from the drop-down list. If needed, the “Remove” feature can be used to
edit the list of Stakeholders. Click the “Save” link at the bottom of the page once all account
stakeholders have been added. Note: based on your user role - account stakeholders can
assigned to accounts using the export / import feature (not available on mobile phones or
tablets). Refer to Exporting and importing accounts.
-Configuring offline work queues. Navigate to the “My Work” tile on the landing page. On the
“My Work Queues” page that appears, select the “Config” button to configure the samples that
should be included in the offline work queue. In the “Sync Preferences” box, select the work
queues for the accounts requiring offline sampling. Note: Only accounts that require offline
sampling should be selected. More samples in the offline work queue could result in slower
system speed due to the downloading of more data for offline sampling. Once the desired
selections have been made, click the “Save & Sync” button to save the changes. If the work
queues are not shown in the list at the bottom of the page, logout and log back in to see the
changes made.
-Requesting sample kits. Users who are unauthorized to directly order sample kits can request
sample kits by contacting their ExxonMobil or distributor representative. Navigate to the
“Accounts” tile on the landing page. On the “Account Search” page that appears, utilize the
search bar to identify the existing account for which the sample kits will be ordered. Note: the
“search help” link offers guidance on maximizing search effectiveness. Select the most
appropriate account stakeholder (listed on the last line of each search result) in order to initiate
the messaging tool. External emails and phone calls provide additional means by which users
can request kits from their representative.