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Internal Collaboration Features
Helios Help Center Digitalize Operations Helios Help Center Internal Collaboration Features to Digitalize Your Operations Helios includes a connected set of collaboration tools that help teams manage work, assets, documentation, and technical references all within a single Business Profile. Catalogs+, Bookmarks, Helios Drive, Equipment, and Activities are designed to work together rather than as standalone features. The result is a centralized workspace where teams can access technical references, organize personal resources, maintain documentation, track operational assets, and manage work all in one place. Jump to: 👥 Who Is It For? ⚙️ Collaboration Toolbox 🔗 How Everything Works Together ❓ Frequently Asked Questions 🔧 Troubleshooting 💡 Tips 👥 Who Is It For? 🏭 Businesses Manage your team's work, assets, documentation, and technical references all within your Helios Workspace. These tools are built to replace disconnected subscriptions and scattered files with one connected operational workspace. ⚙️ Collaboration Toolbox 📘 Catalogs+ - Technical Reference Library Catalogs+ provides access to vendor catalogs, tooling references, machine documentation, and technical resources. Organize and manage technical catalogs Add annotations and comments for internal reference Save catalogs to Drive for long-term storage and team collaboration Quickly access supplier and manufacturer documentation ✨ Why It Matters Catalogs+ helps teams find and use technical information without searching through multiple sources. 🔖 Bookmarks - Personal Reference Workspace Bookmarks allows users to save and organize frequently referenced content. Save specific catalog pages directly from the Document Viewer Save files from Helios Drive Organize content into custom collections Search across bookmarked references Compile bookmarked pages into a custom PDF using PageWeaver Personal and visible only to the user who created them ✨ Why It Matters Bookmarks are ideal for organizing information by project, machine, supplier, customer, or area of responsibility. 📁 Helios Drive - Document and Knowledge Hub Helios Drive is the central repository for company documents and operational knowledge. Store SOPs, manuals, compliance records, quality documents, and internal references Organize files into shared or private folders Maintain a centralized source of truth for business documentation Control access through your Business Profile ✨ Why It Matters Helios Drive is designed to keep important information organized and accessible to the right people at the right time. 🔧 Equipments - Operational Asset Registry Equipments is the system of record for machines and operational assets on your Business Profile. Maintain structured records for equipment and assets Store maintenance history, notes, and operational details Track equipment across facilities and locations Connect equipment to operational work managed through Activities ✨ Why It Matters Equipment provides visibility into asset history and helps teams maintain accountability for maintenance and operational activity. 📋 Activities - Team Task Execution Activities is the operational workspace where teams plan, assign, and track work. Create and assign tasks to team members Set priorities, due dates, and status updates Link tasks to Equipment records or operational projects Track progress through Kanban stages: To Do, In Progress, Pending, and Done ✨ Why It Matters Activities is built for execution and accountability, helping teams manage daily work, maintenance activities, inspections, and operational projects. 🔗 How Everything Works Together Helios collaboration tools are designed to form a connected operational workflow — each tool handling a distinct layer of your operation, all accessible from one platform. 📂 Catalogs+ Provides technical references and vendor documentation. ↓ 🔖 Bookmarks Helps individuals organize the references they use most often. ↓ 🗄️ Helios Drive Stores company knowledge, procedures, manuals, and records. ↓ ⚙️ Equipment Tracks machines and operational assets ↓ ✅ Activities Manages the work being performed on those assets. 💡 Real-World Example 🔧 For example, a maintenance technician might use Catalogs+ to find a machine specs, save frequently referenced pages to Bookmarks , store maintenance procedures in Helios Drive , track the machine in Equipments , and manage repair work through Activities all in one connected workspace. ❓ Frequently Asked Questions Do all team members have access to the same information? Most collaboration features are shared across the Business Profile, including Activities, Equipment records, and shared folders in Helios Drive. Personal Bookmarks collections and private Helios Drive folders are only visible to the user who created them. Should we use Helios Drive or Catalogs+ for technical documentation? Use Catalogs+ to discover and reference vendor catalogs, tooling information, and technical literature from manufacturers and suppliers. When you need to collaborate with your team, you can save catalogs to Helios Drive alongside your company-owned documents, such as SOPs, work instructions, quality records, manuals, and compliance documentation. Can multiple team members work in the same areas at the same time? Yes. Helios is built for collaborative use. Team members can work within shared Activities, Equipment records, Drive folders, and Catalogs+ resources at the same time. Do we need to use every collaboration feature? No. Many teams start with one or two tools and expand over time. A maintenance team might begin with Equipment and Activities, while engineering teams often add Catalogs+ and Helios Drive to centralize technical references and documentation. 🔧 Troubleshooting Our team is struggling to find information quickly. Organize important references into Bookmarks collections and store finalized documents in clearly structured Helios Drive folders. Consistent naming conventions make content easier to search and retrieve across the team. Team members are not following the same process. Establish internal guidelines for where information should be stored and how work should be tracked. Consistent usage across your organization improves collaboration and reduces confusion. Our maintenance history is difficult to follow. Link maintenance and inspection activities to Equipment records whenever possible. This builds a clearer operational history for each asset over time. 💡 Tips ⭐ Start with Equipment and Activities if your goal is to improve maintenance tracking and operational accountability. These two features provide the fastest path to visibility across your team. ⭐ Store finalized SOPs, manuals, quality documents, and compliance records in Helios Drive so everyone works from the same source of truth. ⭐ Save frequently referenced catalog pages to Bookmarks instead of searching for them repeatedly. Organize collections by machine, project, supplier, or work cell. ⭐ Create consistent naming conventions for folders, equipment records, and projects. A little structure early on makes collaboration significantly easier as your workspace grows. ⭐ The most effective workflows connect all five tools: Catalogs+ provides technical references, Bookmarks organizes frequently used information, Helios Drive stores documentation, Equipment tracks assets, and Activities manages the work. Related Guides Tooling Catalogs+ Equipment Upkeep Activity Planning Secure Helios Drive Smart Bookmarks
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