Data

Document Status / Change Log

Under the Data section, you can find the Document Status tab, which provides a full audit trail for all documents and their statuses in all workflows.

The documents can be sorted by their names or by the last action done with a document by clicking on the column header. 

Smart Search

To see the criteria under which you can do a search for the necessary document, simply make a click in the search field and you will find five criteria in the dropdown:

In order to perform the search, select the necessary criteria among the list along with the desired tab: 

• Document Name – in case you would like to search for a specific document using its name.
• Status criteria is used for sorting out the documents under “Drafts”, “Completed”, “My Inbox”, “Group Inbox” and other sections. The detailed information regarding each of the sections is below.
• Condition filter can be used to find out whether the document was signed or voided, or let’s say still overdue. 
• Workflow – in case you would like to check document status within the specific workflow. You may select the workflow in the dropdown menu.
• Assignee filter for finding out the document to which the particular user or group was assigned. The list of users and groups can be selected in the dropdown menu.

The search can be performed using several filters at the same time in order to narrow down the search and make it as granular as needed: 

Document Statuses

A document can have one of the following statuses:

• My Inbox. The document has been assigned to a user but he or she has not started working on it yet or the document was signed via remote signing and returned to the user to submit it according to the next workflow rule.
• Drafts. The document is currently being worked on by a particular user but hasn’t been submitted yet. Please, note that the document in the Outgoing tab on the iPad will be listed under Drafts on the Admin Portal until it is submitted from the iPad.
• Group Inbox. The document has been assigned to a particular group but none of the group members has started working on it yet.
• Sent for Signature. The document was sent for signature but hasn’t been signed yet.
• Completed. The document has gone through the complete workflow.
• Failed Submits. In case a submitted document hasn’t been delivered e.g. to the company storage, it lands in Failed Submits. Once the connection with the storage is restored, the document can be resubmitted by the company Admin or Fluix Support team.

The documents can be sorted by their names by clicking on the column header.

The list includes 100 last documents. To see the older documents, please scroll down.

Actions

y selecting any document you can perform the following actions:

• Show History to see the initial document source, time of document modifications with its status and assignee, open or download the document revision if needed.
• Open the document to view it.
• Download the document to the Admin’s computer without removing it from the workflow.
• Reassign the document to move it from one workflow participant to another (user or group). This will remove the document from the current assignee’s device and transfer it to the new one, with changes made by the current one saved.
• Void the document that was sent for signature and needs to be returned to the user’s My Inbox tab on device.
• Delete the workflow document both from the user’s device and web admin portal.

Deleted Documents

To see the documents that were deleted by an Admin or a user, click Show Deleted. Please, note that the list will not include those documents that were deleted according to the retention policy. A similar policy is applied to the completed workflow documents. The default value is 365 days (check Security Settings under the Configuration section for details).

You can also export the list of documents with or without document revision history.

Was it helpful? Feel free to contact us at support@fluix.io if you have any questions or comments.

Access to Document Status

Access to workflow Document Status can be provided to your admins by going to the Configuration section of the Admin Portal -> Roles -> Access to Workflows part:

Can’t find what you’re looking for? Feel free to contact us at support@fluix.io if you have any questions or comments.

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Datasets

What are Datasets?

Data collected by your field teams in checklists, time sheets, work orders, and other forms in the Fluix app can be automatically aggregated and extracted into datasets for further export and analysis. To start collecting data, please follow the steps below or watch the video tutorial.

1. Navigate to the Workflows tab under the Configuration section of the Fluix Admin Portal
2. Open the workflow where you’d like to extract data from and click Edit Workflow
3. Find the final submit rule for the documents (e.g. ‘Upload to folder’) and click ‘+’ to add a parallel submit action Extract Data:

4.  Add a new dataset (or select an existing one) where the data will be extracted to, and click Done:

5. Save changes to the workflow.

From now on all the data that is entered into fillable PDF forms within this workflow will be saved into the dataset each time the document is submitted. Photos that were inserted into the image fields in your form will be also saved into the dataset as a download link.

Each dataset will include the list of submitted documents, columns with the fields and data that was filled out in the documents:

The list of datasets can be found in the Datasets tab of the Data section:

By selecting any dataset, you can Customize it, Rename, Export, download as CSV or Excel, Delete it, or set up Notification Rules:

To create a dataset to be used in a workflow, click the New Dataset button in the top right corner.

Subsets with Filtered Views

By default, the dataset includes all the fields that are present in the submitted documents and the fields are named exactly as in PDFs. By creating filtered views (subsets), you can configure what fields to extract and rename them in a way you prefer.

Here are the steps:

1. Select the dataset and click Customize

2. Create New Subset and name it

3. On the left, you will see the list of documents that have already been collected in the dataset. On the right, there will be a list of fields from the collected documents. By default, all fields are deselected. You can select them by clicking on the button ‘Select all fields in all documents’ in the menu on the right.

4. To select a particular field, simply click on it on the document preview.

5. If the field names are generic (e.g., Text1, text2, etc.), navigate on the field to see its name, or navigate on its name in the list on the right, and it will be ‘linked’ to the right field in the document:

5. Here, you can also rename the fields by clicking on the pencil:

6. Type in a report name in the top left corner and save changes.

Filtered views can be exported, edited, or deleted:

Notification Rules

Besides extracting data, you can also track the deviations from the expected values in your documents and receive email alerts in real time. To proceed, you need to create rules for email alerts:

1. Select the Dataset and click on Notification Rules
2. On the left sidebar, add recipients of the email alerts
3. Click on Add Rule to create a rule for email alert
4. Add a field name, select the condition More, Less, or Equal to and specify the value
5. Add a message to be emailed
6. Save changes

Once the specified values deviate from the norm you expect, the respective email will be automatically sent to the recipients.

Access to Datasets

In case you do not see some of the options mentioned above, you can request access from your account owner. The permissions are regulated in the Roles tab under the Configurations section of the Admin Portal:

Finding bottlenecks and benchmarking in your business processes is now very easy.

Feel free to contact us at support@fluix.io if you have any questions or comments.

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Pushed to Device

Aside from sharing documents via Workflows, you can also push documents and messages to your users using the Push to Device option under the Data section.

To proceed, click on ‘Push to Device’, select the recipients, attach documents, add a message and press the Push button.

In case you’d like to notify your recipients on pushed documents by email, go to the Email Notification tab under the Configuration section, Users tab, and check the boxes ‘Document/message pushed to device’ and/or ‘Document/message pushed to a user, who never logged in’.

Once the document or message is pushed, users can find them in the notification bell on device, the documents are then stored under the Personal tab. In web application, the documents land in the Documents tab, while the messages are not available.

To track the delivery status and other details, simply click on the document:

Once the document or message is pushed, it is getting the Pending Delivery status. Once a user logs into Fluix, the status changes to Delivered.

Please, note that the pushed document can’t be withdrawn or deleted. While, you can overwrite it by the document with the same name. The respective option called ‘Overwrite pushed documents with the same name in the app’ can be enabled in the File Sharing settings under the Configuration section.

The system is trying to deliver the document during 30 days, then it becomes unavailable and stays in the system with the status ‘Pending Delivery’.

Was it helpful? Feel free to contact us at support@fluix.io if you have any questions or comments.

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Reports by Devices

Devices section is aimed to keep your users devices always up-to-date. Here you can check the device Fluix app and iOS version, last login date, and push a message to the user’s device to update.

The versions that are in green are up-to-date, the red ones are outdated. Please, note that the old devices that cannot be updated to the latest iOS or Fluix version (e.g. the latest available iOS for iPad 2 is 9.3 and the latest Fluix app version is 2.24.3), then 9.3 and 2.24.3 are considered to be the latest one for such a device and it is marked in green.

The latest supported Fluix app version is 2.19. All devices, running the version below 2.19 were logged out and won’t be able to log in until they update.

The devices can be sorted by iOS version, Fluix app versions and login dates.

To remind users to update, you can push a message via Push to all option or select a particular user and push him a reminder. The reminder will be sent to the device as a system message, even if Push notifications are disabled in the device Settings.

Was it helpful? Feel free to contact us at support@fluix.io if you have any questions or comments.

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Reports by Users

In the Users tab of Data section, you can check certain user-related metrics e.g. the number of signed and completed documents, how many workflows each user participates in, last login date. To make the report more specific, you can select the period of time in the top right corner.

Upon selecting a user, such options as Edit, Push to Device, Add to Group or Delete are available:

Reports by Workflows

In the Workflows tab of the Data section you can see the list of workflows in your account and their main parameters like number of submits, completed and sent for signature documents. The period of time can be selected in the top right corner.

By clicking on any workflow you will get more details on documents routed within a workflow.

Handled are the documents that were changed at any stage for the period selected.

Completed are those documents that were submitted to the final destination (uploaded to storage, emailed to office, etc.).

Workflow Participants table includes:

Participants — users and groups that participated in a workflow.

All Submit Actions — include all reassigns, submits to completed state, resubmits from completed, documents sent for signature.

Avg Time For Initial Revision — this is the average time a document in this particular workflow stays from the initial stage (Templates, My Inbox, Group Inbox, Cabinet) until its submit to further stage.

Avg Time on Further Revisions — shows the average time of the document that was taken for the second time and afterwards, e.g. from the Completed tab to Drafts.

Feel free to contact us at support@fluix.io if you have any questions or comments.