How to Onboard New Users and Instruments to FOSS IQX™

Integrating new users and analytical instruments into your FOSS IQX™ platform is a critical step towards unlocking its full potential for managing quality, safety, and data-driven decision-making in your food or agricultural operations.

This guide provides a comprehensive approach to seamlessly onboard both your team members and your FOSS analytical instruments. Effective onboarding ensures that users can confidently navigate the platform and leverage its features from day one, while proper instrument integration guarantees accurate data flow and optimal performance.

Managing User Access in FOSS IQX™: A Step-by-Step Guide

Effectively onboarding new users to FOSS IQX™ is paramount for harnessing the platform’s capabilities in managing critical quality and safety data. The process should focus on providing a clear understanding of role-specific functionalities, from navigating the dashboard and managing analytical data to utilizing its food safety and supplier quality modules.

A successful user onboarding strategy will ensure team members, whether lab technicians, quality managers, or production supervisors, can confidently access relevant information, contribute data accurately, and leverage FOSS IQX™ insights to optimize their daily workflows and decision-making processes from their initial interaction.

Here’s a cleaned-up and better-structured version of the provided information, broken down into logical sections for clarity:

The 3 workspaces within FOSS IQX — *The three workspaces within FOSS IQX*

This guide outlines the process for administrators to invite new users to FOSS IQX™, what invitees can expect, and how to manage user accounts.

Part 1: Inviting New Users to FOSS IQX™

Follow these steps to invite new team members to your organisation’s FOSS IQX™ account:

Log In and Navigate to User Administration:
Log into your FOSS IQX™ account. (Note: By default, your opening screen might be ‘Device Management’.)
Click the account information icon (often your profile icon or initials) located on the top right-hand side of the screen.
A new window or menu will appear. Find the ‘Control Panel’ section (frequently at the bottom left of this window/menu) and click on ‘Go to Admin Control Panel’. This will open your administration menu.
From the administration menu, select your organisation on the left-hand side.
The ‘Users’ section will then appear on the right-hand side, displaying current users.
Initiate User Invitation Process:
If the user you wish to add isn’t already listed, click the ‘Invite Users’ icon, typically found on the right-hand side of the ‘Users’ section.
Define User Role and Access Parameters:Assign Organisation Role: When prompted, assign an ‘Organisation Role’ to the new user(s). This role determines their level of access to FOSS IQX™ features. The standard roles are:
Network Admin
Organisation Admin
Organisation Supporter
Organisation Viewer
Set Account Validity Period: You will also be asked to define the account’s validity period. This involves setting the start and end dates during which the account will be accessible.
Enter Invitee Email Addresses:
Proceed to enter the email address(es) for the new user(s) you wish to invite.
You can add up to 10 users at a time.
If inviting multiple users simultaneously, ensure a comma separates their email addresses.
Send the Invitations:
Once all details (role, validity, email addresses) are correctly entered, click the ‘Send Invitations’ icon (often located at the bottom left side of the interface) to dispatch the invitation emails.

new users — *The organisation selection menu*

Part 2: What Happens After an Invitation is Sent

Email Notification: Shortly after you send the invites, the invitees will receive an email containing account setup instructions.
Account Creation: They will be guided to create a username (this is usually their email address) and a unique password for their FOSS IQX™ account.
Setup Completion: Once the invitee completes these steps, their account setup is finalized, and they can access FOSS IQX™ according to the role and validity period you defined.

Part 3: Administrator: Managing User Accounts and Monitoring Invitations

As an administrator, you can oversee user accounts and invitation statuses:

Accessing the User Management Overview:
Navigate to the administration screen or ‘Users’ section as described in Part 1, Step 1 (by logging in, clicking the account icon, then Control Panel > Admin Control Panel, and selecting your organisation).
(The original text also mentions: “Should you as administrator wish to delete, simply click your organisation name on the top right, you will be faced with the administration screen”. This may be an alternative shortcut or a way to access a general administration overview.)

Monitor User and Invitation Status:
In this administration area, you can typically view an overview of:
Active Users: Users who have successfully set up and are using their accounts.
Pending Invitations: Invitations that have been sent but are awaiting a response from the invitee.
Inactive Invitations: Invitations that have expired (if users haven’t responded within a certain timeframe) or have been declined by the invitee.
Managing Individual User Accounts (Including Deletion):
From the list of users in the ‘Users’ section or administration screen:
You can usually select an individual user to perform management actions.
These actions may include editing their details (like role or validity period), resending an invitation, or deleting/revoking their access to FOSS IQX™. Look for specific buttons or options associated with each user for these functions.

Onboarding New Instruments to FOSS IQX™

Successfully integrating new analytical instruments into your FOSS IQX ecosystem is crucial for optimising data flow and operational efficiency. This comprehensive guide outlines the process of establishing and configuring your network within FOSS IQX, followed by the essential steps for seamless onboarding of your new instruments. By following these instructions, you will ensure proper connectivity, data synchronisation, and full utilisation of your FOSS IQX solution.

Creating a New Network

From the main menu, select Device Management.
Navigate to the Network tab.
To create a new network, click New Network on the left-hand side of this menu.
Enter a Network Name. In our example, we’ve used “default network.”
Select a system. A system should already be designated for your IQX package.
Click OK to create the network.
Confirm your new network by clicking Confirm Network.

Adding Instruments to Your Network

network 1 — *The network module. Accessible via the Device Management workspace*

Return to Device Management.
Click on the Network module (usually located on the second row). This will take you to the Network module interface.
Select your network and then enter its name and description.
To add instruments, click the Instrument Types button. You can add multiple instruments (e.g., a FoodScan 2) and also remove them from your network.
Under the Instrument Groups tab, provide a name and description for your instrument group.
Finally, under the Instruments tab, click the Add Instrument button (highlighted in blue at the bottom). Note: Only instruments with a valid IQX contract for your organization will be available to add.

Once added, the instrument’s name, description, serial number, chassis ID, installation date, and registration date will appear. You can also set the device as active or inactive and view its connection information (system name, TCP, and HTTP ports).

instrument data — *Instrument data module with network, instruments, and further information.*