1.4. Deploy in 4 steps
To start working in Fluix, you do not need to be tech-savvy or spend hours of time to learn the basics and train your colleagues. To start sharing files with your team, please follow the 4 steps below:
Step 1: Add users to the account. Add everyone who will be working with Fluix
Step 2: Connect your file storage or upload PDF documents to the Fluix built-in storage
Step 3: Create a workflow to automate the document process
Step 4: Test the setup as the end-user
Step 1. Adding users to the account
To add users to your account, navigate to the Configuration section, Users tab:
All you need to know is the users’ email addresses and names. Use the New User button to add accounts one by one, or click on Import/Export and import a CSV file with a list of contacts to add in bulk.
After the users are added, we recommend organizing them in Groups depending on their roles in the document flow (e.g. Sales Team, Office Managers, etc.). You can do that following to the next tab Groups.
Step 2. Connect file storage to Fluix
At this point, you need to determine how PDF documents are going to get to the Fluix app on users’ devices. Here are your choices:
1. We don’t have file storage yet. We’d like to use Fluix storage
If you don’t have a company file storage, you can use Fluix built-in one. It can be found under the Documents section — Fluix Storage:
Start from creating folders with New Folder button, and Upload Files to add the PDF documents you have on your computer to Fluix storage.
2. We have file storage we’d like to connect to Fluix
Navigate to Configuration -> Remote storages, click on Connect Storage, select one from the menu, and enter the credentials:
Here are cloud storages that are supported in Fluix:
Once done, you can move on to building a workflow.
Step 3. Create a Workflow
Through workflows, users and groups can receive PDF files on their devices, annotate them, fill out forms, digitally sign documents, and submit to the next step in the process.
Before creating a workflow, make sure to have the main components ready:
-users that will participate in a workflow
-documents that will be shared available either in Fluix storage or one of the 3rd party storages
-the document flow you need to set up.
To start building a workflow, go to Configuration -> Workflows, click on the New Workflow button:
You will see a list of the users and groups that you have in Fluix. Select a group or a single user to which this workflow will be applied. To apply the workflow to all users in the account, select All Users:
You will then be redirected to Workflow editing mode where you can continue building a workflow. On the left-hand sidebar you can see a list of participants, which you can alter by dragging blocks around, or simply discard a user or a group by clicking on the cross:
For each participant of workflow, you will have a separate space where settings can be added. Each Workflow rule is a pair of incoming Document source and outgoing Submit rule, that controls how users receive and send a document on each step of the workflow. Naturally, each participant needs to have at least one Document source to take part in the workflow.
To learn more about the most common workflows, document sources and submit rules, and other workflow details, please follow the Workflows articles.
Step 4. Test the Setup as the end-user
Put on the hat of your field worker and replicate the document flow. You can do that either from the web browser version of the application or iOS device. The latter would be more illustrative since on iPads and iPhones you can make all kind of annotations that is not yet available in the web version.
To proceed with the iOS version, please go to the App Store, download the application and log in with the credentials you used to log into the Admin’s account.
To give it a try in the web browser version, simply switch to the User App section. From here you could open the form, fill it out, and send it to the next stage according to the submit rule that was configured in a workflow.
Have questions or need help? Feel free to contact us at firstname.lastname@example.org or chat on the web site, we are always happy to assist.