Internal Collaboration Features to Digitalize Your Operations
Overview
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.
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
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
Bookmarks are personal and visible only to the user who created them, making them 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
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
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
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:
- 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
For example, a maintenance technician might use Catalogs+ to find a machine specs, save frequently referenced pages to Bookmarks, store maintenance procedures in Drive, track the machine in Equipment, 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+ for vendor catalogs, tooling references, and technical literature from suppliers and manufacturers. Use Helios Drive for 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.
We are duplicating information across multiple tools.
Assign a clear purpose to each tool: Helios Drive for documentation, Catalogs+ for technical references, Equipment for asset records, Activities for work tracking, and Bookmarks for personal reference management.
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.
