ONARKEN® Settings

  • Manage ONARKEN Ticket Settings

    Ticket Settings

    Users have the ability to create templates for fault report tickets and enable automatic ticket generation when asset loans are overdue. 

    To edit the full ticket settings configuration, you must have super admin permissions. 

    Subcategories

    There are two subcategories for editing tickets on this page. 
     

    Fault Reporting Settings

    These settings enable automated configuration of a template when fault report tickets are generated from end users reporting issues with their devices at the smart lockers. Or alternatively, by administrators logging tickets directly on the ONARKEN portal. 

    A pre-configured ticket title and description format used for ONARKEN tickets generated when devices are returned with faults can be configured here. A default title and description will be set, but these are completely configurable to suit your needs. The user has several variables which can be used to adjust what data is displayed on ONARKEN and sent to administrators via email. 

    Simply press the copy button of the variable you wish to copy, and paste it into the title or description field. 

    Press 'Save' when done. 
     

    Overdue Loan Ticket Settings

    These settings enable automated ticket generation when loaned assets go overdue. The 'Raise tickets for overdue loans' configures the ability for ONARKEN to automatically create tickets for overdue assets. If disabled, this section will be hidden. 

    A template ticket title and ticket description are editable in the same way as the fault reporting ticket settings. A series of variables are available here too. 
     

    Auto Close

    This setting allows you to enable auto closure of tickets when overdue assets are returned. Disable this setting if you wish to manually review assets before enabling them for loan. 
     

    Delay before raising ticket

    By default, an overdue loan ticket will be automatically raised as soon as an asset is detected as overdue by ONARKEN. A delay period of up to 24 hours can be added before the ticket is raised to give users a grace period, by using the slider control.  

    Press 'Save' when done. 
     

    Automated FreshService Ticketing Integration

    The following features require a FreshService integration licence to be purchased at an additional cost. Please speak to LapSafe support if you wish to enable this feature. 

    The ONARKEN® integration with Freshservice has has some updated features to improve ticket automation, and to work with the new settings described above. ONARKEN® users can now automatically create FreshService tickets when asset loans go overdue, or when smart locker users submit fault reports. 

    When viewing tickets in ONARKEN®, if you have FreshService integration enabled, the table will display some additional columns. You will be able to see:

    • An 'ITSM' column with the FreshService ticket number
      • The FreshService ticket numbers in the table are links that will take the user to the ticket in FreshService
      • The user can also press the options '· · ·' button to view the link to the FreshService ticket, or to go to the ONARKEN ticket page. 
    • A new ticket 'Type' to differentiate tickets created for overdue assets, and tickets created for faulty assets.

    Tickets created directly on the management portal will also be copied into FreshService when connected.
     

    How to enable the ONARKEN® FreshService ticket integration?

    Read the following guides: How to enable FreshService integration with ONARKEN®? and How to automate ONARKEN ticket resolutions in FreshService

     

     

     

     

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  • Location Administrators

    Location Administrators can be assigned to individual locations. They are currently used to receive notifications for approving vend request allocations, with further functionality planned for the future.


    You can assign multiple users to administer a single location, and a user can administer multiple locations. To manage your Location Administrators, follow the steps below.

     

     

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  • How do I add a map to my location

    You can associate a Google place with your Location in ONARKEN® this allows you to display a map for that location, making it easier to share location details with your users and generate directions.

     

     

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  • How do I prevent Drop Off & Collection codes being shared with all users?

    The Drop-Off and Collection Settings in ONARKEN® allow you to customise key operational policies for your Smart Lockers. Configure settings for code sharing, to ensure that drop off and collection codes aren't shared with all users. This setting can also be configured for a per code basis.

     

    Required Permissions

    To perform this action, your account must have the general.miscellaneous permission. 

     

    Steps to configure Auto Drop Off Expire Settings

    1. Log in to your ONARKEN account.
      Ensure you are using an account with the necessary permissions.

    2. Access the Settings page.
      From the main menu, navigate to the Settings page.

       

    3. Navigate to Drop off & Collection settings
      Once here you are able to configure how the Drop Off & Collection system works with your smart lockers
    4. Default Code Sharing
      This setting defines who can see the codes. This can also be configured on a per-code basis.

    Once you have followed these steps, your Code sharing settings will have been configured.

     

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  • How do I ensure that Drop Offs & Collections follow the asset type policy?

    The Drop-Off and Collection Settings in ONARKEN® allow you to customise key operational policies for your Smart Lockers. Configure settings for the asset type policy, to ensure that users can only collect asset's that they have permission to use.

     

    Required Permissions

    To perform this action, your account must have the general.miscellaneous permission. 

     

    Steps to configure Auto Drop Off Expire Settings

    1. Log in to your ONARKEN account.
      Ensure you are using an account with the necessary permissions.

    2. Access the Settings page.
      From the main menu, navigate to the Settings page.

       

    3. Navigate to Drop off & Collection settings
      Once here you are able to configure how the Drop Off & Collection system works with your smart lockers.
    4. Follow Asset Type Policy
      If this has been enabled, it will ensure that the asset type policy is followed by smart lockers. Ensuring that the user can only access assets they have been granted permission to use.

    Once you have followed these steps, your Asset Type policy settings will have been configured.

     

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  • How do I change the collection auto expire setting?

    The Drop-Off and Collection Settings in ONARKEN® allow you to customise key operational policies for your Smart Lockers. Configure settings for collection auto expiry, to ensure that lockers aren't left vacant and waiting for a collection that may never happen.

     

    Required Permissions

    To perform this action, your account must have the general.miscellaneous permission. 

     

    Steps to configure Collection Auto Expire Settings

    1. Log in to your ONARKEN account.
      Ensure you are using an account with the necessary permissions.

    2. Access the Settings page.
      From the main menu, navigate to the Settings page.

    3. Navigate to Drop off & Collection settings
      Once here you are able to configure how the Drop off & Collection system works with your smart lockers.
    4. Collection Auto Expire
      When there is no collection date set on a collection, this will set a number of days for the collection to automatically expire. You can also disable this by setting it to 0, meaning that collections without a collection date will not automatically expire.

    Once you have followed these steps, your Collection auto expiry settings will have been configured.

     

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  • How do I manage fault reporting settings?

    The Fault Reporting Settings in ONARKEN® allows you to customise the automatic messages that are sent when an asset is returned with a reported fault. This ensures that notifications are clear and actionable, enabling swift resolution of issues related to damaged or malfunctioning assets. By tailoring these messages, you can improve communication and maintain the quality and reliability of your asset management process.

     

    Required Permissions

    To perform this action, your account must have the general.miscellaneous permission. 

     

    Steps to Configure Card Number Settings

    1. Log in to your ONARKEN account.
      Ensure you are using an account with the necessary permissions.

    2. Access the Settings page.
      From the main menu, navigate to the Settings page.

    3. Navigate to Fault Reporting Settings
      Navigate down to the Fault Reporting Settings section.

     

    Update Settings
    The fault reporting settings, define how a fault is reported by users to your team. By creating a title and description using the variables available. You can ensure you get all the information on the fault that you need.

    1. Report Title
    Create a custom title for the ticket of the faulty item.

    2. Report Description
    Create a custom description for the ticket of the faulty item.

    Using the copyable variables, you can get information on the user who reported the fault and the asset. Allowing you to quickly and easily fix the fault and get the asset back into your lockers.

    Once you have followed these steps, the Fault Reporting Settings will be configured and ready to use.

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  • How do I change the Drop off auto expire settings

    The Drop-Off and Collection Settings in ONARKEN® allow you to customise key operational policies for your Smart Lockers. Configure settings for drop off auto expiry, to ensure that lockers aren't left vacant and waiting for a drop off that may never happen.

     

    Required Permissions

    To perform this action, your account must have the general.miscellaneous permission. 

     

    Steps to configure Drop Off Auto Expire Settings

    1. Log in to your ONARKEN account.
      Ensure you are using an account with the necessary permissions.

    2. Access the Settings page.
      From the main menu, navigate to the Settings page.

       

    3. Navigate to Drop off & collection settings
      Once here you are able to configure how the drop off & collection system works with your smart lockers.
    4. Drop Off Auto Expire
      This allows you to set an automatic expire date to remove the drop off from the locker and allow other users to use that bay again. You can disable this by setting it to 0, meaning drop offs will not auto expire.

    Once you have followed these steps, your Drop off auto expiry settings will have been configured.

     

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  • How do I automatically generate card numbers?

    The Automatic Card Number Generation feature allows card numbers to be automatically assigned to new users upon creation. This simplifies user onboarding by eliminating the need for manual card assignment. If this feature is disabled, you will need to integrate with an external user provider to manage and assign your own cards.

     

    Required Permissions

    To perform this action, your account must have the general.miscellaneous permission. 

     

    Steps to Configure Card Number Settings

    1. Log in to your ONARKEN account.
      Ensure you are using an account with the necessary permissions.

    2. Access the Settings page.
      From the main menu, navigate to the Settings page.

    3. Navigate to Card Number Settings
      Navigate down to the Card Number Settings section.
    4. Configure Settings
      Configure the Card Number Settings

      1. Automatically generate card numbers when a user joins ONARKEN?
      2. How long should these generate card numbers be?

      If you don't want to have card numbers automatically generated, an integration with one of the user providers will be required to use your own cards to access the Smart Lockers.
    5. Press Save

    Once you have followed these steps, the Card Number Settings will have been configured.

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  • How do I configure user authentication settings

    The Authentication Settings in ONARKEN®. Allowing you to configure and manage the authentication settings and rules that allow users access to ONARKEN®. This functionality ensures that users are verified securely and consistently.

     

    Required Permissions

    To perform this action, your account must have the security.manage_security_policy permission. 

     

    Steps to Configure User Authentication

    1. Log in to your ONARKEN account.
      Ensure you are using an account with the necessary permissions.

    2. Access the Settings page.
      From the main menu, navigate to the Settings page.

    3. Navigate to Authentication
      Navigate down to the Authentication section.
    4. Minimum Password Length
      Enter a value that you require the minimum password length to be.

    5. Require Letters
      Should a users password require at least one letter?

    6. Require Numbers
      Should a users password require at least one number?

    7. Require Mixed Characters
      Should a users password require at least one uppercase and lowercase character?

    8. Require Symbols
      Should a users password require at least one Symbol?

    9. Require 2FA
      Should Two Factor Authentication be required for all users?

    10. Save

     

    By managing authentication settings, you ensure that only authorised users can access your Smart Lockers, maintaining security while providing a flexible and efficient user experience.

    Once you have followed these steps, the Password Authentication settings will have been updated and all users will be required to follow these guidelines.

     

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  • How do I configure Digital Pass settings

    Configuring the Digital Pass allows you to manage the settings for digital passes used within ONARKEN®. This enables you to define how digital passes look and are managed for users accessing the Smart Lockers, ensuring a secure and seamless experience. These passes can be used in iPhone/android digital wallets.

    Required Permissions

    To perform this action, your account must have the general.webhooks permission.

    Steps to configure Digital Pass.

    1. Log in to your ONARKEN account.
      Ensure you are using an account with the necessary permissions.

    2. Navigate to the Settings Page
      Once on the settings page, Navigate to the Digital Pass panel.
    3. Enable Digital Pass
      To enable digital passes to be used in digital wallets. Click on the enable digital pass switch. If digital passes are not required leave this in the disabled position.
    4. Configure Digital Pass
      Configuring a Digital Pass.

      1. Input/update the organisation name.
      2. Input/update the pass description.
      3. Select the barcode type option.
      4. Select a background colour.
      5. Select a foreground colour.
      6. Select a label colour.
      7. Upload your organisation's image/logo.

      Once all the required information has been correctly inputted, click the Save Settings button and the digital pass will be enabled.

    Once you have followed these steps, the Digital Pass will be configured to be used by your users.

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  • How do I delete extension attributes?

    Deleting Extension Attributes allows you to remove custom fields or data associated with objects within ONARKEN®. This action cannot be reversed and the extension attribute will need to be re-created if it is required again in the future.

    Create extension attributes

    To create a new extension attribute, you can follow this guide How to create new extension attributes

     

    Required Permissions

    To perform this action, your account must have the general.miscellaneous permission.

     

    Steps to delete Extension Attributes

    1. Log in to your ONARKEN account.
      Ensure you are using an account with the necessary permissions.

    2. Access the Settings page.
      From the main menu, navigate to the Settings page.

    3. Access the Extension Attributes.
      From the settings page, navigate to the Extension Attributes panel.
    4. Locate the Extension Attribute
      To delete an extension attribute, locate the required attribute and navigate to the delete button. Then follow the on-screen prompts.

    Once you have followed these steps, the selected extension attribute will have been deleted.

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  • How do I delete a screen design?

    Deleting a Screen Design allows you to remove a previously customised interface from your Smart Lockers. This action cannot be reversed and if the screen design is required again after it has been deleted, it will have to be re-created by following the guide below.

     

    Create/Edit Screen Designs

    If you need to create/edit a Screen Design. You can follow these guides,

    How do I create a screen design?

    How do I delete a screen design?

     

    Required Permissions

    To perform this action, your account must have the screen_designs.delete permission.

     

    Steps to delete a Screen Design.

    1. Log in to your ONARKEN account.
      Ensure you are using an account with the necessary permissions.

    2. Navigate to the Settings Page
      Once on the settings page, Navigate to the Smart Lockers panel and the       Screen Designs section.

    3. Locate Screen Design
      To delete a screen design, locate the required screen design, click the delete button and follow the on-screen steps.

    Once you have followed these steps, the screen design will have been deleted. Any Smart Lockers using this screen design will have been reset to default. 

     

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  • How do I edit a screen design?

    Updating a Screen Design allows you to modify the interface of your Smart Lockers, ensuring it stays aligned with your organisation’s branding and visual identity.

     

    Create/Delete Screen Designs

    If you need to create/delete a Screen Design. You can follow these guides,

    How do I create a screen design?

    How do I delete a screen design?

     

    Required Permissions

    To perform this action, your account must have the screen_designs.edit permission.

     

    Steps to edit a Screen Design.

    1. Log in to your ONARKEN account.
      Ensure you are using an account with the necessary permissions.

    2. Navigate to the Settings Page
      Once on the setting page, Navigate to the Smart Lockers panel and to the       Screen Designs section.

    3. Locate Screen Design
      To edit the screen design background. Select the background button and upload a new background image/video.

      To edit the name and colours. Select the edit button and update the       relevant information.

    Once you have followed these steps, the screen design will have been updated and any Smart Locker using the screen design will have been updated.

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  • How do I delete outdated terms and conditions?

    Deleting Terms and Conditions allows you to remove outdated or irrelevant terms from the ONARKEN® system. This action cannot be reversed.

     

    Edit/Delete Terms & Conditions

    If you need to Edit/delete a Screen Design. You can follow these guides,

    How do I create new Smart Locker terms and conditions?

    How do I edit terms and conditions?

     

    Required Permissions

    To perform this action, your account must have the terms_and_conditions.delete permission.

     

    Steps to delete Terms & Conditions.

    1. Log in to your ONARKEN account.
      Ensure you are using an account with the necessary permissions.

    2. Navigate to the Settings Page
      Once on the setting page, Navigate to the Smart Lockers panel and to the Terms & Conditions       section.

    3. Locate required Terms & Conditions
      To delete the Terms & Conditions, select the delete button and follow the steps on screen.

    Once you have followed these steps, the Terms & Conditions will have been will have been deleted.

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  • How do I update my terms and conditions?

    Editing Terms and Conditions allows you to modify existing terms that users must accept before accessing the lockers. This ensures that the rules and policies for locker usage are kept up-to-date, providing users with clear and current information regarding the terms of use.

     

    Create/Delete Terms & Conditions

    If you need to create/delete a Screen Design. You can follow these guides,

    How do I create new smart locker terms and conditions?

    How do I delete outdated terms and conditions?

     

    Required Permissions

    To perform this action, your account must have the terms_and_conditions.edit permission.

     

    Steps to edit Terms & Conditions.

    1. Log in to your ONARKEN account.
      Ensure you are using an account with the necessary permissions.

    2. Navigate to the Settings Page
      Once on the setting page, Navigate to the Smart Lockers panel and to the Terms & Conditions       section.

    3. Locate required Terms & Conditions
      To edit the Terms & Conditions, select the edit button and update the Terms & Conditions name and text.

    Once you have followed these steps, the Terms & Conditions will have been updated for all Smart Lockers using them.

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  • How do I delete a location?

    Deleting a location for your Smart Lockers within ONARKEN®. This will remove the location from the available list. Once a location has been deleted it will remove that location setting from any Smart Locker using that location.

     

    Create/Edit locations

    If you need to create/edit a Location. You can follow these guides,

    How do I create a new location in ONARKEN?

    How do I edit a location?

     

    Required Permissions

    To perform this action, your account must have the locations.delete permission.

     

    Steps to delete a location.

    1. Log in to your ONARKEN account.
      Ensure you are using an account with the necessary permissions.

    2. Navigate to the Settings Page
      Once on the setting page, Navigate to the Smart Lockers panel and to the Locations section.

    3. Locate required Location
      To delete the location, click on the delete button and follow the steps. This action cannot be reverted, and if the location is required again, it will have to be created again.

    Once you have followed these steps, the Location will be deleted and will have updated the location of any Smart Locker that was using that location.

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  • How do I edit a location?

    Editing physical locations for your Smart Lockers within ONARKEN®. This functionality helps you organise lockers by their specific placement, enabling easier tracking, management, and reporting.

     

    Create/Delete locations

    If you need to create/delete a Location. You can follow these guides,

    How do I add a new location in ONARKEN?

    How do I delete a location?

     

    Required Permissions

    To perform this action, your account must have the locations.edit permission.

     

    Steps to edit a location.

    1. Log in to your ONARKEN account.
      Ensure you are using an account with the necessary permissions.

    2. Navigate to the Settings Page
      Once on the setting page, Navigate to the Smart Lockers panel and to the Locations section.

    3. Locate required Location
      To edit the location, click on the Edit button and update the location name.

    Once you have followed these steps, the Location will be updated and will have updated the location of any Smart Locker that was using that location.

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  • How do I edit a language and its translations?

    The Language Settings allows you to manage the language packs available for selection on your Smart Locker. Language packs enable the translation of ONARKEN® user interface into different languages. Giving the highest level of accessibility possible.

     

    Create a Language

    Need to add a new language? Follow this guide,

    How do I add a new language to ONARKEN?

     

    Required Permissions

    To perform this action, your account must have the languages.edit permission.

     

    Steps to edit a language

    1. Log in to your ONARKEN account.
      Ensure you are using an account with the necessary permissions.

    2. Access the Settings page.
      From the main menu, navigate to the Settings page.

    3. Access the Smart Lockers Panel.
      From the settings page, navigate to the Smart Lockers panel and down to the Languages section.
    4. Locate the Language
      To edit the language image, select the image button and upload a new image.

      To change the language name, select the name button and enter a new name.

      To edit the translations of the language if something isn't quite right, select the translations button. Once on this page find the text/translation required to be edited and update the translation. To ensure that this was successful, navigate to the bottom of the page and click the Update Details button to save the new translations.

    Once you have followed these steps, the Language will have been updated and ready to use across the Smart Lockers.

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  • How do I create smart locker terms and conditions?

    Creating Terms and Conditions allows you to draft and implement custom terms that users must accept before accessing the lockers. This ensures users are informed of and agree to the rules for locker usage.

     

    Edit/Delete Terms & Conditions

    If you need to edit/delete a Screen Design. You can follow these guides,

    How do I edit terms and conditions?

    How do I delete outdated terms and conditions?

     

    Required Permissions

    To perform this action, your account must have the terms_and_conditions.create permission.

     

    Steps to create new Terms & Conditions.

    1. Log in to your ONARKEN account.
      Ensure you are using an account with the necessary permissions.

    2. Navigate to the Settings Page
      Once on the setting page, Navigate to the Smart Lockers panel and to the Terms & Conditions       section.

    3. Add New Terms & Conditions
      Fill out the Terms Name and Text inputs, and click Add Terms & Conditions.

    Once you have followed these steps, the new Terms & Conditions will be available to be used on any Smart Locker.

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  • How do I create a new Smart Locker screen design?

    Creating a Screen Design allows you to craft a unique interface for your Smart Lockers, reflecting your organisation's branding. By designing a custom interface, you can ensure the locker system aligns with your visual identity.

     

    Edit/Delete Screen Designs

    If you need to edit/delete a Screen Design. You can follow these guides,

    How do I edit a screen design?

    How do I delete a screen design?

     

    Required Permissions

    To perform this action, your account must have the screen_designs.create permission.

     

    Steps to add a new Screen Design.

    1. Log in to your ONARKEN account.
      Ensure you are using an account with the necessary permissions.

    2. Navigate to the Settings Page
      Once on the setting page, Navigate to the Smart Lockers panel and to the       Screen Designs section.

    3. Add New Screen Design
      Fill out the design name, colours and the background image/video. Click Add Screen Design and it will be ready to use.

    Once you have followed these steps, a new Screen Design will be available to be used on your Smart Lockers.

     

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  • How do I add a new location to ONARKEN?

    The Location feature allows you to define and add new physical locations for your Smart Lockers within ONARKEN®. This functionality helps you organise lockers by their specific placement, enabling easier tracking, management, and reporting.

     

    Edit/Delete locations

    If you need to edit/delete a Location. You can follow these guides,

    How do I edit a location?

    How do I delete a location?

     

    Required Permissions

    To perform this action, your account must have the locations.create permission.

     

    Steps to add a new Location.

    1. Log in to your ONARKEN account.
      Ensure you are using an account with the necessary permissions.

    2. Navigate to the Settings Page
      Once on the setting page, Navigate to the Smart Lockers panel and to the Locations section.

    3. Add a new Location
      Click on the button to add a new Location and fill in the Location Name.

    Once you have followed these steps, a new Location will be created and added to the list of Smart Locker locations.

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  • How do I create new extension attributes in ONARKEN?

    The Extension Attributes feature allows you to add custom fields to objects within the ONARKEN® system. This functionality enables greater flexibility by letting you tailor object properties to meet specific needs.

     

    Required Permissions

    To perform this action, your account must have the general.miscellaneous permission.

     

    Steps to create Extension Attributes

    1. Log in to your ONARKEN account.
      Ensure you are using an account with the necessary permissions.

    2. Access the Settings page.
      From the main menu, navigate to the Settings page.

    3. Access the Extension Attributes.
      From the settings page, navigate to the Extension Attributes panel,

    4. Create a new Extension Attribute.
      Enter the extension attribute name and key. Then you can select the attribute type from the list of available options. Finally selecting what the attribute is for.

    Once you have followed these steps, the Extension Attribute will be available for use on ONARKEN.

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