To manage access to account and documents, please follow to Security Settings of the Configuration section of the Admin Portal:
Allow working offline for the iOS device — this feature allows you to determine whether your end users can work on their devices offline. If activated, users can open the app with no Internet connection and access documents they’ve previously synced. The setting allows working offline for the number of days you determine, past which users will be logged out of the application and will need to connect to the Internet to sign back in.
Two-factor Authentication — an extra level of security for Fluix account admins. If enabled, Admins will be prompted to enter login, password, and unique pin that will be sent to a cell phone when the Admin is trying to access the Admin Portal.
Keep Completed workflow documents —amount of time within which all Completed workflow documents will be stored on Fluix servers. If you don’t wish to store any of those files once completed, choose Custom amount of days and put in 0.
Keep In Progress workflow documents — amount of time within which all the in Progress documents in the following sections Drafts, My Inbox, Group Inbox, Sent for Signature are stored on the Fluix server. Once the selected time range passes, the documents will be erased according to the retention policy.
Keep Deleted workflow documents—amount of time during which you’d like Fluix to store documents from the workflows that have been deleted.
Keep Deleted storage documents —amount of time during which you’d like Fluix to keep documents that were deleted from Fluix Built-in storage on our servers.
Store user signature on the iOS device — lets users save their signatures on their devices for repetitive use.
Password complexity — allows you to define the level of complexity of passwords that end users choose to log in to the app.
Default PDF password — allows opening password-protected PDFs without entering a password each time such a document is opened in the application.
Single Sign-On (SSO) — allows users to use one set of login credentials to securely access multiple applications.
In order to enable this functionality for your account, contact your Success Manager or write to us at firstname.lastname@example.org.
After SSO functionality is being enabled for your account, the check box for selecting SSO will become active:
Domain— the domain name of the sign in URL.
Sign in URL— the identity provider URL to which the user will be redirected from Fluix upon selecting the SSO authorization.
User ID Attribute— the field name in the response of identity provider which contains the user email.
Certificate— certificate file which is used to verify identity provider’s request.
Upon clicking the Save button, you will be provided with the Login URL, Entity ID, and ACS URL that should be implemented in your SSO solution.
Was that helpful? Learn about File Sharing settings in the next article or contact us at email@example.com if you have any questions or comments.
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Besides submit actions, preconfigured in a workflow, users can share documents with their colleagues and customers via sharing options. With File Sharing settings you can regulate what sharing options are available for your end users. To proceed, please navigate to the File Sharing tab of the Configuration section on the Admin Portal:
Allow iTunes USB file transfer — enables users to transfer files from the iPad app to computers via USB cable and iTunes.
Allow re-submitting Completed workflow documents — allows users to make changes to the files under the Completed tab and resubmit those files.
Always flatten PDF when sharing: will flatten each PDF once it leaves Fluix, i.e the file will no longer be editable
Overwrite pushed documents with the same name in the app: if this setting Push to device is enabled and you push a file with an already existing name to the Fluix app on device, Fluix will replace the old file with a new one.
Add to images in PDF forms on devices:
-Date and Time — once enabled, the date and time stamp will be added to all images inserted into the forms while working in the Fluix app on devices.
-Geolocation — once enabled, the geolocation will be added to all images inserted into the forms while working in the Fluix app on devices.
Sharing Options Matrix
The options below are enabled separately for:
-Files in the Company Drive tab in user app. These include files from three kinds of workflow sources: Folder with option to sync changes back to server, Folder with option to make changes on device only and Folder with documents that are manually downloaded on device).
-Documents in the Personal tab of the app. These are the documents that can be accessed by a user only and not available to the admin.
-Workflow documents. These include documents at all workflow stages: Templates, Drafts, My and Group Inbox, Cabinet, Sent for Signature, Reassigned, Completed.
Here are the sharing options:
Email: allows to email files directly via default email app on iOS device or PC.
Print: allows users to print documents from Fluix using AirPrint-compatible printers.
Open In: makes it possible to open PDF files located in Fluix, to other applications on the device.
Copy/Export files: allows copying and exporting files within the Personal tab and Documents tab (Sync folders).
Copy/Extract/Delete Pages: allows copying individual pages, extracting and deleting them within one file. This option is unavailable under the grid view icon located in the top left corner.
Merge files: allows to combine several workflow PDF files into one. Check feature tutorial here.
Once enabled, in web browser application a user will see the options upon opening the document:
On the iOS device, the options are available under the sharing option on top.
As a company administrator, you can control the email notifications that Fluix sends to both Admins and regular users, on the various updates coming from Fluix account:
You can turn on/off email notifications separately for Admins, the Owner, and for End Users.
In this section there’s also a subsection for email customization, here you can change the text in the emails which users receive when joining Fluix as well as the template for when a file is submitted via email. Additionally, the emails can be customized by using the keywords to provide the recipients with specific data about the users, documents, or any other information.
Your company logo can be also added to the email templates, it’s especially recommended when sending documents for signatures to people outside of Fluix.