Even if you’ve been using Fluix for years, there still may be features left undiscovered. The tool is evolving, with new functionality being constantly added, so some updates might easily have escaped your attention.
That’s why we’ve tracked down our top useful functions that might improve your efficiency and automation strategies, and give you a better experience with workflows and forms. Meet the 7 smart Fluix features to know.
1. Guest Access for Collaboration with Anyone
For any business, digitalization brings numerous operational benefits such as consistent data, quick collaboration, cloud storage, less human error, faster decision-making, and more.
To leverage their potential to the utmost, however, companies must ensure that their teams, partners, and clients are all working within the same ecosystem. And it can be a challenge, particularly for organizations operating across multiple countries and continents.
Inviting smaller sub contractors can be particularly painful. Typically, they do little digitally, yet, you need to create an account for them, buy a license, set all safety audits, and even train on how to use the system.
Guest access at Fluix lets you hack this digital bureaucracy. You bring outside people into work on your documents with a simple 3-step process:
- Send a person a link to the form.
- They open the link, enter their full name, and fill in the form.
- When done, they e-sign it and submit.
To complete their parts, guests don’t have to be Fluix users, or even have Fluix installed, as forms are opened in a browser. On your end, you don’t deal with lengthy communication, or extra admin work, saving time and focus.
2. Automated Email Routing
To send even one update by email, you need to write subject lines and body, separate internal and external communication, attach the right doc version, grant access to it, etc. And having done all this, you still @mention people in Slack or elsewhere to make sure the email isn’t lost in the Inbox.
Multiply that by dozens of projects with hundreds of people, completing thousands of forms – it all adds up.
With dynamic values in Fluix, you can send automated emails based on the data from the completed forms: email recipients, subject, and email body are created based on the data input, and are sent without any manual effort on your end.
The setup process doesn’t require tech skills:
- As an admin, you set the Submit by Email action when creating a workflow, and specify what field values will be used to generate an email.
- A task assignee completes the form and submits it.
- You receive an email with the subject of the email containing the chosen fields, and the email body containing all specified values.
3. Forms Prefill with Data from Almost Any Source
For teams working with multi-page documents on a regular basis, any automation as, for example, data prefill, saves time.
Data prefill is the process of pre-population of fillable forms with the values from the already filled forms or a CRM. With it, you don’t need to enter the same data over and over again, and can simply prefill duplicated fields.
For example, when your sales rep meets with a client to sign up another contract, you can extract their company and personal details from a CRM and add them to a blank contract form. Information like the customer name, address, phone number, typically repeats from one form to another, so prefilling it speeds up the whole process.
4. File Naming Convention
One more time-saving technique to simplify work with documents. Using file naming convention, you can set up automated naming for the forms your team needs to fill in and submit.
To set a file naming convention in Fluix, all you need to do is to go to the Configuration section > Naming Convention, choose the necessary document, and select fields that will be used to create file names.
From now on, when people work on this form, and fill in the fields that are used in the convention, the file name will be changed accordingly. And the error message will prevent users from manual renaming of the form.
5. Automated Choice in Workflows
Conditional logic is a functionality that lets you automate the choice in actions, depending on the data users have entered in forms.
It predicts scenarios and conducts the flow based on the predefined rules, cutting out unnecessary manual reviews and approvals, and simplifying the managing effort for admins.
Users, on the other hand, see only the tasks and forms required for their projects. Automated notifications are sent based on the data they enter, so the process runs faster and more smoothly.
You also get full control over completed forms and tasks, and how they move down the workflow, which eliminates human error.
6. Simultaneous Work on One Form
For some processes, you have forms that need to be filled and signed by multiple people across your organization before they are submitted.
For example, your team needs to perform a vehicle inspection. Each technician needs to check his own part and make records in a form. As an admin, you assign different parts of one form to different assignees.
Instead of contacting each person from this flow separately, writing emails, attaching docs again again, in Fluix taskstreams you can assign who should complete different parts of the form. Once all parts are completed, the form automatically goes to the next assignee as defined by your workflow.
7. Apple Shortcuts for the Fluix app
Apple iOS Shortcuts is a free automation app for Apple devices that allows users to automate tasks within their device and launch them using Siri.
Using Apple Shortcuts with Fluix, you get more speed and flexibility with tasks, navigating the app hands-free and getting quick access to what you need. You can also set to open the Fluix app by voice or even upon location arrival.
The feature may seem simple, but it allows Apple device users to do tasks faster and proceed with critical assignments asap. As a result, the work is done smoother and with less friction.
These 7 features are among our latest releases, but Fluix has so much more to offer: automated workflows, checklist library, electronic signature, integrations, webhooks for data transfer, and more. Contact our sales team and they’ll help you discover and test everything you’ll need to automate your processes in the most effective way.