📖 Share Your Instruction

Once you've created a work instruction, the next step is to ensure that
the right people can access and use it. In this guide, you'll learn how to share work instructions via user assignments, links, QR codes, and workstation access.

There are multiple ways to share a work instruction, depending on your workflow and team structure:

✅ Assign instructions to specific users or groups – Control who can view and execute the instruction.
✅ Generate internal links/ QR codes – Share instructions with login requirements, to record traceability data.
✅ Create external links/ QR codes for fast access – Workers can access an instruction instantly. Best for sharing with people outside your organization.
✅ Attach printed QR codes to workstations – Ensure that only relevant instructions are accessible at the right station.

Each method ensures that your team can access the correct instructions with minimal effort.

Option 1️⃣: Assign Instructions to Users or Groups

User assignment requires that the setting is activated at account-level

1. Go to account settings > work instruction settings and activate "Access Restriction"
2. Go to Work Instruction Management.
3. Select the instruction you want to share.
4. Click on Access Control / Permissions.
5. Add users or user groups that should have access.
6. Save the settings – assigned users can now access the instruction in their dashboards.

📌 Best for: Teams with role-based access control, where only specific workers need to execute certain instructions.

Option 2️⃣: Generate internal links/ QR codes

You can generate two types of internal links for sharing work instructions:

🔒 Internal Link

• The receiver must be a logged-in user.
• Used when traceability is required (e.g., assembly steps, checklists, audits).
• Often used on workstations to ensure user accountability.

🔒 Internal QR Code

• Workers must be logged in to access the instruction.
• Ideal for assembly lines, quality control, and audits where user traceability is essential.

1. Open the work instruction you want to share.
2. Click on "Share Icon" > "Link internal".
3. Select the workstation which should be pre-selected when opening the link.
4. Select if the link starts the instruction automatically or leads to the manufacturing dashboard with the right instruction pre-selected.
5. Optional: If variants are available for the instruction, select which variant should be included in the link.
6. Copy the link, send it directly via mail or generate and download QR code.

Option 3️⃣: Create external links/ QR codes for fast access

You can generate both QR codes and links for external, making it easy to access instructions with a quick scan or click.

🌍 External QR Code

• Can be scanned by anyone, even without an account.
• Commonly used for machine operation guides or maintenance checklists.

🌍 External Link

• Anyone with the link can access the instruction.
• Best for general guidance (e.g., machine manuals, setup guides).
• Commonly used in training or reference materials.

1. Open the work instruction. 
2. Click on "Share Icon" > "Link external".
3. Give the generated link a name.
4. Optional: If variants are available for the instruction, select which variant should be included in the link. 
5. Copy the link, send it directly via mail or generate and download QR code.

📌 Traceability data is only recorded for logged in users. Data input such as serial number etc. is only visible for internal links.

1. Print the internal/ external QR code as a sticker
2. Attach it to the workstation/ machine where you want it
3. Scan the QR code with a mobile device
4. Follow the instructions (e.g. how to start up the machine, how to maintain the screwdriver if Error Code 408 occurs or similar)

📌 Best for knowledge sharing such as operating instructions for machines or similar.

💡 What’s Next?

🎯 Now that you’ve shared your instructions, learn how to track execution and analyze performance:

✅ Analyze Your Data Records →

✅ Set Up Translations for Your Work Instructions →

📩 Need help? Contact support@setago.io