or
Help > Admin Guide > 5. Workflows > 5.5. Step 3. Creating Submit Actions

5.5. Step 3. Creating Submit Actions

After the source is added, the next step is to add a submit rule for the document.
The first Submit rule is configured with Create Submit Rule button. Depending on the selected document source, the relevant submit rules are available:


To customize the name of the Submit button for the end user on device and web app, tap on the pen icon to edit

Reassign

This action is used to move document from one user/group to another within the same workflow. Such routing does not require additional saving to storage, or sending over email. You can preconfigure to whom the documents will be reassigned from the drop-down list of workflow participants.

Additionally, if a user needs to be able to choose a recipient, then choose the ‘Select manually’ option.

The reassigned documents arrive to either My Inbox (for a user) or Group Inbox (for groups) section on device.

Send by Email 

This action is used to send documents from Fluix to any email without wasting time for manual entering of the email address and message in the field. You can preconfigure the recipients addresses, email subject, custom message and the document format:


To add preconfigured recipients, enter their e-mails into the ‘to’ field. After each email address, press the ‘+’ button to add the next recipient. Enable Allow user to add more recipients if your users need to add all or some recipients by themselve.

The following file formats are available:

  • Editable PDF: the entire document is submitted as one editable PDF file
  • XFDF: the form field data is extracted and submitted, while the whole PDF form is not
  • Flattened PDF: the entire document is submitted as non-editable PDF file (digital signature data is also lost once a file is flattened).

To have the document name included in the subject of the email, add %document% in the ‘subject’ field. This option is only available for documents that have custom naming preconfigured.

Note:

If a workflow submit rule contains an incorrect pre-defined email address, when a user submits files from this workflow, then delivery failure notification will be sent to a user, an admin and an owner of the Fluix account.

Upload to Folder

This action is used to move documents to a folder on your remote storage.

Data can be saved to storage in the following formats:

  • Editable PDF: the entire document is submitted as one editable PDF file
  • XFDF: the form field data is extracted and submitted, while the whole PDF form is not
  • Flattened PDF: the entire document is submitted as non-editable PDF file (digital signature data is also lost once a file is flattened)

 You can also have subfolders labeled with the user’s e-mail automatically created within the destination folder. Check ‘Create user folder’ to enable this option. The folder is created once the user submits to the storage for the first time.

Submit by HTTP

This action is used to transfer data to a preconfigured URL. Enter the destination URL and select the file format in corresponding fields.

‘Submit by HTTP’ can be performed in following formats and methods:

Return to Source 

This action is used when Cabinet is selected as a documents source:

Once users are submit a document, it will be automatically uploaded back to the the source that it was initially distributed from.

Send for Signature 

This action is used when documents need to be emailed and digitally signed by a user outside of Fluix.

For this action, make sure to add Inbox as a document source. This way, once a document is signed and returned to Fluix, it will reside under Inbox tab and can then reach its final destination.
Extract Data

This action will extract the data from the completed PDFs into reports available to the admin in the Data section.

The submit may contain several actions, e.g. send by email and save to storage, that happen simultaneously once triggered.

Creating alternative submit actions

When a workflow requires a user to be able to choose how a document moves, alternative submit actions are needed. Once the first submit action is created, press the Alternative next action button to begin creating an alternative one.

After the submit action is selected, the workflow can be published. For details, please proceed to the next article Publishing a Workflow.