Document Flow Control

How can I evaluate operational performance in Fluix?

There are a number of control tools available for Administrators to track user behavior, document flow, synchronization status, storage health, and other important performance indicators.

Expanding analytics capabilities is one of our priorities, already included into Admin Portal roadmap. Please share your account management needs with Customer Success manager, who will suggest the best way to meet them.

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Is it possible to re-assign tasks if a worker cannot perform them any longer?

If you navigate to Workflow details page in Workflow section, there’s ‘Document Status’ tab that provides access to additional features. Please tick checkbox before the document to be re-assigned, and click ‘Reassign’ button.

It will bring up a popup window, where you can select user(s), who will continue working on the document, and add a note to explain the change.

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How can I access audit trails for a specific document?

It is possible to view complete document modification history. You can download the latest version, or even get a copy at any particular workflow step in the past.

If you navigate to Workflow details page in Workflow section, there’s ‘Document Status’ tab that provides access to additional features. Please click the little clock icon to the left from the document name to bring up a popup window. It will contain all the available versions of the document that can be downloaded at will.

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Have users received new documents that I uploaded for them?

If you are using Templates as your document delivery methods to end users, than you can also see the status of their synchronization with the storage, providing you with an insight on whether they have received new documents.

If you navigate to Workflow details page in Workflow section, there’s ‘Templates Sync Status’ tab that provides a list of recently completed sync events.

 

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Can I lock documents on users iPads and prevent their sharing?

There is a number of configuration options to control document sharing, such as copying, emailing, printing, opening in other apps, emailing via built-in JavaScript buttons, re-submitting to workflow, etc.

If you navigate to Configuration page, there’s ‘Sharing’ section that provides access to these settings.

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Can I see who has recently logged in to the application?

It is currently not possible to see the date and time of the last user login. However, if you navigate to Users page, there’s a list of accounts, each accompanied with a dot indicator that is gray by default, but turns green after the first user login.

This could help you track Fluix deployment process in your organisation. We are going to add more usage stats to Admin Portal soon.

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How do I find out who needs to update their mobile app?

If you navigate to Users page, there’s a list of accounts, that can be filtered with ‘Outdated’ control at the top of the table.

App versions are automatically tracked against the latest one available in App Store, so you always know who needs to update. You can select all those users and send them a push message with a reminder if needed.

Additionally, User details page displays exact version number, that is highlighted in red color if outdated.

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How to ensure the job is done on time

As an admin, you can define the due dates for documents at different stages of a workflow (Drafts, My Inbox, Group Inbox) and the frequency to send email notifications of overdue documents. 

Once the date comes due, an overdue label is added to the document both on a user’s device and the admin portal and an email is sent to inform the users and admin that the task is pending.

Set due dates for the documents in a workflow — allows you to determine the due date for the document at the My Inbox, Group Inbox or Drafts stage on the user’s device. Once the due date comes, an Overdue label appears next to the document name and the email with a list of such overdue documents is sent. In addition, you can set up automatic email notifications that will remind your colleagues to take action upon the files that were sitting in Fluix for the period of time you indicate.

Set the frequency of digest emails — allows you to decide how often your users or/and admins will receive email notifications about files being overdue. For more information on how to set up such notifications visit the article on Email notifications

Was that helpful? Learn about workflow document statuses in the next article or contact us at support@fluix.io if you have any questions or comments. 

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