A workflow is a way to automate your document processes. Through workflows, users and groups can receive files on their iPads, annotate PDFs, fill out forms and digitally sign documents. All of these documents can be submitted automatically to the next step in the process.
A workflow is a template for repetitive work performed by your team members. The job of the Administrator is to model such a sequence of tasks to achieve a business goal, while Users only need to follow the configured processes. This separation allows everybody to focus on their core competence according to the role in a company and current workflow step, and automate the technical routine of in-between transitions.
In other words, the workflow itself is a collection of tasks and actions that have to be performed.
For example, below is the basic flowchart showing how your sales team can capture signatures on the contracts and send copies to the office and the customer:
In terms of workflow, it will look like a number of steps:
1. Your sales representative takes a form template from a specific folder on his iPad, fills it out, and emails it to a customer to sign.
2. After the customer signs the document, the sales representative sends the signed copy to your office:
Before you proceed with a workflow, here are the starting points to begin modeling your process:
1) Tasks
What is the business goal of the process?
Do you know the precise flow of actions to achieve the goal?
2) Participants
Who will work on each specific task?
Can you organize users in groups to make workflows role-based?
Do you offer users to select the cases to work on, or directly assign them?
3) Documents
Who creates a piece of work in the first place?
Do you have templates for all document types to be circulated?
Where does your company currently store documents?
Do you know the answers to the above? Then you are ready to learn how to Create a Workflow in the next article. In case you need our assistance, feel free to contact your Customer Success Manager or our Fluix Support Team at support@fluix.io, we are always here to help!
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The first step in creating a workflow is adding participants. You can select either single users or groups of users. To apply the workflow to all users in the account, select All Users:
Once the participants are added, in the left-hand sidebar you will see a list, which you can alter by dragging blocks around, replacing, deleting, or adding new participants:
Name the Workflow
In the top left corner, type in the workflow name. The name will be visible for the admins only, the end-users won’t see it on their devices.
Once ready, the next step is to create a submit rule for the selected participant. Please, proceed to the next article Determining document sources for details.
Each Workflow rule is a pair of incoming Document source and outgoing Submit rule, that controls how users receive and send documents at each step of the workflow. Naturally, each participant needs to have at least one Document source to take part in the workflow.
For each participant in a workflow, you will need to define the document source. This is where documents will be distributed from.
Depending on the goal, you can select from the below:
Templates is a document source that is best used when you need to distribute blank forms and protect the original files on your remote storage from being overwritten. Each time a user opens a template file, it looks the same as on your remote storage. After a user fills out any information, a copy is saved to Drafts on his device for further actions, while the original template on storage remains intact.
Cabinet is a folder that reflects the files that are stored on remote storage making them accessible for a group of users in the section called Cabinet on the device. When documents appear via Cabinet, they are available for viewing to the entire group, however, only 1 user can start working on it by assigning it to himself. Once assigned to a particular user, the document becomes unavailable to the rest of the group.
Company Drive acts as a mirror between your storage and Fluix app and has a set of pre-configured actions. By choosing Company Drive as your document source, you will have a few options of actions to choose from:
Automatically sync iPad and storage, saving all changes. The content of the linked folder on remote storage will sync to the user’s device. All changes made by the user will sync back to storage, i.e. original files in the folder will get overwritten. This option is usually chosen to distribute manuals and any kind of instructions.
Automatically sync iPad and storage, no changes saved. The content of the linked folder on remote storage will sync to the user’s device. All changes made to files by a user on the device will be saved in a created copy on the device only, while the initial files on storage will stay intact.
Manually download. A list of files and folders located in the linked folder on remote storage is displayed to the user on the device. Files get downloaded only when they are opened. A user can make any changes to the files and they will be saved on his devices only. This option is usually selected to save the device space.
My Inbox is Inbox for the documents that are sent to a single user in the following way:
pushed by Admin
reassigned from another user
returned by the customer after remote signing
Group Inbox is Inbox for the documents that are sent to a group of users in the following way:
pushed by Admin
reassigned from another user
Once a document is reassigned to a group of users, the entire group can access it. Once one of the users in this group assigns the document to himself/herself, the document will no longer be available for others.
Other Apps allows your users to open documents from other applications on iPad/iPhone to Fluix, act on them and submit further as per workflow rules, pre-configured by the admin.
Add Storage
After the type of document source is selected, please select the file storage and choose the root or particular folder with files that your users will get access to:
After selecting which document sources the workflow will involve, you will have to determine what happens to them by creating submit actions. Please, follow the next article to learn how to create submit rules.
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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 the device and web app, tap on the Submit rule button to edit it:
Reassign
This action is used to move documents from one user/group to another within the same workflow. Such routing does not require additional saving to the 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 in either the My Inbox (for a user) or Group Inbox (for groups) section on the device.
Send by Email
This action is used to send documents from Fluix to any email without wasting time on 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 themselves.
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 a 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.
Note: If a workflow submit rule contains an incorrect pre-defined email address when a user submits files from this workflow, then a 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 a 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 the corresponding fields.
Submit by HTTP can be performed in the following formats and methods:
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
POST values: key-value pairs are extracted from a form and submitted to the HTTP URL as POST request attributes
Flattened PDF: the entire document is submitted as a non-editable PDF file (digital signature data is also lost once a file is flattened)
Return to Source
This action is used whenCabinetis selected as a document’s source:
Once users submit a document, it will be automatically uploaded back to 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 the 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 happens simultaneously once triggered.
Upload to CRM/ERP
1. First, you will need to navigate to the workflow builder in the Fluix admin portal (Configurations–>Workflows–>New workflow) and create a new Upload to CRM/ERP submit rule.
2. After you have it in place, you will have to configure its parameters (endpoint URLs, header values, HTTP methods, etc.) based on your needs and the API integration requirements of the service in question. Please note that these requirements differ based on the service you would like to integrate with. Therefore, this is the right place where your inbound IT specialist may join or when to reach out to our support team for assistance.
3. Save changes in workflow. From that moment, upon every single submission of a document, the data will be automatically uploaded to the system.
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 Submit Rule 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.
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To connect your company storage to Fluix workflows, please proceed to the Remote Storages tab under the Configuration section, click on Connect Storage button, and select the storage you want Fluix to grant access to. You will see a sidebar with all the available storages to connect:
Upon choosing storage, you will be redirected to the storage authorization page to confirm granting access to Fluix.
Once done, navigate to the Workflows tab under the Configuration section to create a workflow for the documents on your storage.
Storage Behind Firewall
There’s also a possibility to connect Fluix directly to the internal storage (e.g. the storage behind the corporate Firewall).
This will prompt your users to enter their credentials upon accessing documents on an iPad or an iPhone thus eliminating the need to create individual workflows for each user.
Setup
Go to Configurations in Admin Portal and then select Remote Storages
Click on Connect Storages and scroll down to Internal Storages where you can select either WebDav connection.
After the storage has been connected, you can proceed with the workflow setup. Go to Workflows -> New Workflow, in the dropdown window select Internal Workflow and proceed with building a workflow.
Note that this type of workflow does not support any submit rules. Annotated files can be either saved as a local copy on the device or synced back to the storage (See the options in the screenshot down below).
Feel free to contact us at support@fluix.io if you have any questions or comments.
Fluix Dashboard is a start page of your Fluix account where you can see the news & alerts, user activity, document statistics, and other account metrics.
On top, there are some widgets with the results of your team activity in Fluix that may display the following: the number of documents signed, completed, pushed, or overdue, the amount of saved time and paper, as well as the number of active workflows, users, and datasets documents.
You can always customize the widgets by clicking the Change button and choosing a maximum of 5 displayed at a time that would be the most relevant for you.
Document Activity
The Document Activity section allows you to see the number of documents that were either completed or are in progress per a workflow or a specific group by narrowing the period of time from last month to last week.
Document Status
In the Document Status section, you can see the number of documents that are in the different sections of the app. There is an option to check the number of the documents either as per the workflows or the groups of users. The Document Status section also allows you to see the documents that have been overdue or expired. You can straight away switch to the Document Status section to get a full audit trail for all documents and their statuses in all workflows by clicking on View All Documents.
Live Feed
In the Live Feed you can track all activities within your account:
Click on View Full Event Log to see the detailed log on events related to Users, Groups, System, Workflows, and Documents for the selected period of time:
iOS and App Reports
The next chart shows the iOS and Fluix app versions your account users are running on their devices:
You can also send your users a reminder to update their Fluix app right from here. To get the detailed information on iOS and Fluix app versions, please click on View Full Reportwhich will bring you to the Reports section.
TOP Users and Workflows
Lastly, there is a TOP 5 list of most active users, workflows, and groups for the selected period of time:
Access to Dashboard & Reports
You can grant access to Dashboard to any user of your account by providing him/her with the respective permission. To proceed, please go to the Configuration section —> Roles —> New Role —> Blank Template —> select a user from the list and check the box called Access to Dashboard & Reports —> save changes.
Was it helpful? Learn more about Dashboard Alerts in the next article or contact us at support@fluix.io if you have any questions or comments.
Once the storage is connected to Fluix in the Remote Storages tab, it may have different statuses:
Not in use status means that the storage is not used in any workflow yet. To proceed, you need to create a workflow and add storage as a source or destination for your documents.
Reauthorization required status appears when the storage got disconnected from Fluix. To reauthorize, please select the storage and click on Reauthorize.
Error status shows that there are some problems with the connection between your storage and Fluix. To troubleshoot, please contact us at support@fluix.io.
In case you’d like to be notified when the storage is getting disconnected from Fluix, you can enable the respective email notifications in the Email Notifications Settings (Owner and Admins tabs) under the Configuration section:
Was it helpful? Feel free to contact us at support@fluix.io if you have any questions or comments.
In the top right corner of the Dashboard section you can find the system Alerts and App Update Announcements:
There are three types of Alerts:
The errors related to your company storage that got disconnected from Fluix for some reason. In that case, you’ll need to follow by the link in the Alert to the Remote Storages section and reconnect your storage.
Workflow-related issues. If your company storage is used in a workflow as a document source and/or destination and one of the folders was deleted or renamed on your storage, such a folder will be highlighted in red and the workflow will get a issues tag. In this case please follow the link in Alert and check what folder is affected. Then you’ll need to press the Edit Workflow button and select a new folder from your storage
Documents that failed to be submitted due to the respective reasons e.g. the third-party storage got disconnected or when the external storage runs out of free space which provokes the fail to be submitted alerts.
App Update Announcement shows the latest Fluix app version available in the App Store. Fluix recommends keeping your users devices always updated.
Was it helpful? Feel free to contact us at support@fluix.io if you have any questions or comments. Check what you can do with Fluix. Explore features >
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Fluix supports connecting to password-protected WebDAV resources over plain HTTP (unsecure and not recommended) and HTTPS ( TLS 1.2). Basic, Digest and NTLM authentication methods are supported.
When using TLS 1.2 encryption, we recommend using Basic authentication — TLS 1.2 guarantees secure transmission of credentials without overhead that Digest and NTLM authentication create.
Fluix Users are your team members that will participate in your document flow, namely, fill out and exchange documents between each other, collect customers’ signatures, manage the work process between the field and office, and perform many other tasks aimed to streamline your business workflow.
Users are managed on the Admin Portal under the Configuration section:
The reports on some parameters of users activity can be also found under the Reports section in the Users tab.
The first step in Fluix setup is adding users and organizing them into groups for further participation in workflows. Learn how to Add Users in the next article or contact us at support@fluix.io if you have any questions or comments.
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Fluix built-in cloud storage makes it easy for you to organize and manage documents in your department or the entire organization. You can use Fluix storage in the workflows both as a document source for templates and as a destination place for submitted documents.
Fluix storage is managed directly via Fluix Admin Portal under the Configuration section.
To start with, you can use the template forms in the Fluix Library of Templates folder or upload your own documents that will be later used in the workflows and circulate between users.
How to Upload and Manage Documents
To upload your own files click on the Upload Files button in the top right corner or simply drag & drop them from your computer. To build your folder structure create different folders with the New Folder button in the top right corner.
Please, note that upon folder renaming its modification date will be changed accordingly, along with the modification date of other folders and files inside the renamed folder.
The maximum allowed file size is 400MB. If a file exceeds the maximum allowed size limit (400 MB), it will not get synced to the users’ app.
How to Restore Deleted Documents
Click on the Show Deleted button to see the documents or folders with the documents that were deleted either by the admin or the user with the respective access rights. The deleted documents or folders will appear in the list as greyed out. To restore the deleted document, select it and click Restore. You can also delete it permanently:
The deleted documents are stored on the Amazon servers for a number of days, configured in the Security Settings of your account (under the Configuration section). By default, the deleted documents are stored for 365 days. Caution: permanently deleted documents can not be restored.
or by going to the Userstab under the Configuration section and clicking on the New User button.
Fill out the user information and click Create.
Please note that you can define the password complexity for the users’ passwords. This option is available in Configuration-> Security.
If a user participates in a couple of accounts, then he or she will use one password for all accounts.
Invitation Email
Once added to the Fluix account, a user will be sent an email invitation to access Fluix via iPad, iPhone, and web application.
In case the added user didn’t receive the invitation email, you will receive the automatic email notification saying that the system didn’t accept the email address. Please, double-check the address and if that didn’t help, email us at support@fluix.io for assistance.
Resend Invite
If you need to resend the invite to a user who never logged into his account, you can do that from the Users section:
The invitation to access Fluix will be sent again to the selected user who hasn’t logged into the application yet.
Was it helpful? Learn how to add Users in bulk in the next article or contact us at support@fluix.io if you have any questions or comments.
File naming convention is a framework that adds automatic naming to the documents, which your field team works with on their devices. The key benefit of this feature is the unified way of file names across all documentation.
Here’s how you can add a file naming convention in Fluix:
1. In Fluix Admin Portal go to the Fluix Storage tab on the Configuration section.
If the document is already in the Fluix storage, select it and choose Naming Convention. If you need to upload a new document first, click on Naming Convention on the top menu and upload a PDF form you want to add a naming convention to.
2. In the open document, you will see a list of preset field names that are commonly used to create file naming, and the list of all other document fields. Select the ones you want to be used in the file name.
3. When done, click Save Changes and choose to either save the document in Fluix Storage or download it right to your computer.
4. Upload the document to a folder that is used as a source in a workflow.
From now on, your field workers can use this document as a template form on their devices. Each time they fill out fields that are used in the naming convention, the document name will be changed automatically. If a user tries to manually rename the document before submitting it, the error message appears saying, ‘You’re not allowed to rename this file due to company policy, please contact your Fluix admin for more details if needed’.
Was it helpful? Whatever questions, we’re around support@fluix.io.
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To save time on adding users to Fluix, we recommend doing it by uploading a CSV file.
Here’s a detailed guide:
1. Collect users’ names and last names, email addresses and group they have to belong to (optional).
2. Open a Google Spreadsheet (or any other tool that can export this file in a CSV format) and create 2 columns: User Name and Email. If you would like to assign users to groups automatically, add a third column – Group Name (optional). Fill the document in with users’ information.
3. Download the file in CSV format (in Spreadsheets via File -> Download As – CSV)
4. In Fluix admin portal go to Configuration-> Users -> Import/Export dropdown -> Import Users via CSV button:
5. In the right sidebar upload the CSV document by clicking on Browse CSV File:
6. Once CSV file is uploaded, you will see a list of users from the document, select the ones you want to add or click on Import all:
Was it helpful? Learn more about User Details in the next article or contact us at support@fluix.io if you have any questions or comments.
Fluix Storage can be connected as a network drive for Mac OS based workstations.
1. In the Fluix admin portal, navigate to the Configurations section, Fluix storage tab, and click on Remote access in order to obtain a unique user name identifier.
2. Copy the user name and server address.
3. In Finder open Go menu and select Connect to Server
4. Fill out the Server address from Step 2 as a Folder URL and click connect.
5. In the popup window enter the Username that you have earlier copied on Step 2 and enter the Fluix password that you use to log into Fluix Admin Portal for the Password line, click Connect.
6. Dav connection will be available from Finder in the Shared side menu.
Feel free to contact us at support@fluix.io if you have any questions.
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In this section you can view and edit all user details such as name, email address, Groups and Workflows a user belongs to, and other details:
User Password
From here you can change a user password manually by using the Reset password to send an email request to a user asking to change a password.
Groups
Here you can assign a user to a group or groups of users that participate in a workflow.
Workflows
Once you add a user to any workflow, he/she will access the documents within this workflow. The list of the workflows the user participates in is listed here.
Connected Devices
This part shows the list of devices a user used to log into Fluix and the app version on each device. If there’s a need to log out from a specific device, simply click on the cross sign next to the device name.
By default, a user can be logged into 3 devices. Once the number is exceeded, the user is logged out of the first device. To limit or increase the number of devices, please contact your Customer Success Manager.
Request User Data
This is an option to email the user the details of his/her activity.
Was it helpful? Learn more about User Activity in the next article or contact us at support@fluix.io if you have any questions or comments.
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Fluix built-in Storage can be connected as a network drive for Windows-based workstations.
1. In the Fluix admin portal, navigate to the Configurations section, Fluix storage tab, and click on Remote access in order to obtain a unique user name identifier.
2. Copy the user name and server address.
3. Open My PC -> Map Network Drive
4. Fill out the Server address from Step 2 in the Folder URL and click Finish.
5. In the popup window enter the Username that you have earlier copied on Step 2 and enter the Fluix password that you use to log into Fluix Admin Portal for the Password line, click OK.
6. Fluix storage will appear in My PC -> Network Locations.
Feel free to contact us at support@fluix.io if you have any questions.
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Fluix Built-in Storage uses Amazon S3 to store the files. Amazon S3 redundantly stores your objects on multiple devices across multiple facilities in an Amazon S3 Region. The service is designed to sustain concurrent device failures by quickly detecting and repairing any lost redundancy. Amazon S3 also regularly verifies the integrity of your data using checksums. Storage meta-data is stored in Fluix databases. Fluix databases are backed up nightly and the backup is reliably stored for the two weeks.
Security
Fluix Storage Service uses 256-bit Advanced Encryption Standard (AES) encryption for data at rest. The storage employs strong multi-factor encryption. Each document is encrypted using a unique key. As an additional safeguard, the key itself is encrypted with a master key, which is rotated regularly. All requests to storage service need to be signed by the Application Service.
Compliance Certifications
The IT infrastructure that AWS provides to Readdle is designed and managed in alignment with security best practices and a variety of IT security standards, including:
SOC 1/SSAE 16/ISAE 3402 (formerly SAS 70), SOC2, SOC3
In addition, the flexibility and control that the AWS platform provides allows customers to deploy solutions that meet several industry‐specific standards, including:
HIPAA
Cloud Security Alliance (CSA)
Motion Picture Association of America (MPAA)
AWS provides a wide range of information regarding its IT control environment to customers through white papers, reports, certifications, accreditations, and other third‐party attestations. More information is available in the Risk and Compliance whitepaper available on the website.
Was it helpful? Feel free to contact us at support@fluix.io if you have any questions or comments.
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 support@fluix.io.
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 support@fluix.io 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.
Was that helpful? Learn more about Email Notifications Settings in the next article or contact us at support@fluix.io if you have any questions or comments.
With roles, you can be very specific in providing your Fluix team members with the rights to access the Fluix Admin Portal and manage document flow.
The roles are managed in the Roles tab under the Configuration section:
Account Owner
On top of the section, you can see the Fluix Account Owner name, a person who registered the Fluix trial account. By default, the Account Owner has full access to all sections and data in the Fluix account. Change of Account Owner. In case the owner of your Fluix account has changed, reach out to your Customer Success Manager or support@fluix.io who will update the records for your account.
Account Admins
The Account Owner and Admins with access to Roles can grant roles to the users. By providing a user with any role you make him an Admin. There is no limitation for the number of admins in Fluix, but each user can be granted one role only. Then you will not see his name in the list of users upon creating a new role. In the next article Create and Manage Roles you will find out how to create, edit, duplicate, and delete admin roles.
Can’t find what you’re looking for? Feel free to contact us at support@fluix.io if you have any questions or comments.
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 filtercan 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 Historyto see the initial document source, time of document modifications with its status and assignee, open or download the document revision if needed.
Openthe document to view it.
Download the document to the Admin’s computer without removing it from the workflow.
Reassignthe 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.
Voidthe document that was sent for signature and needs to be returned to the user’s My Inbox tab on device.
Deletethe 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.
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You can set group-level configurations in case you need to make them different from configurations applied to the rest of the account.
To enable those, proceed toGroups->Configuration, and activate the Enable group-level configuration by ticking a checkbox next to it. This will show you a list of group configurations that you can choose from:
For more details on each configuration, visit Security, File Sharing, and Email notifications.
Was it helpful? Feel free to contact us at support@fluix.io if you have any questions or comments.
In this article, you will learn how to create an Admin role, edit, duplicate, and delete it. To proceed, please go to the Roles tab under the Configuration section of the Admin Portal.
How to Create a Role
Step 1. In order to create a new role, please navigate to the Roles tab under the Configuration section of the Admin Portal and tap on New Role in the upper right corner of the screen.
Choose a template or create a custom role from scratch by selecting a Blank Template:
Step 2. Select users to the role will be applied, you can choose 1 or multiple users at once.
Step 3. Give a role name in the top left corner
Step 4. Grant access rights. Depending on the role you have in mind, you can select the areas in Admin Portal you want your Admins to have access to.
Global Permissions: This section gives access to the main areas in Admin Portal such as Dashboard, Billing, Settings, Roles, Remote Storages,and GDPR.
Access to Fluix Storage: If you use Fluix Storage, you can give users access to either the full storage or just certain folders:
Access to Groups: This section provides control over all or selected groups of users that your admins can manage.
Access to Workflows: This section contains rights for managing workflows of your accounts, as well as viewing and managing the workflow documents. If you want an Admin to be able to create new workflows, select All Workflows as scope, this way giving admins the ability to both create, delete and manage workflows.
Access toDatasets: Here you can manage access to the Collected Data section, create, edit and export all or selected datasets:
Step 5. Save and apply changes.
How to Edit, Duplicate and Delete a Role
To edit a role, select it and click Edit Role:
To add a user to a role, simply select one on the left-hand side under Add User:
To duplicate a role with the same list of permissions, select it and click Duplicate Role. A new role will be created with the clone tab in the name. Rename it and add users to finish the setup.
To delete a role, select it and click Delete.
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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.
In this section, you can see the documents that a particular group has been working with.
A document can have one of the following statuses:
My Inbox. The document has been assigned to a user but the user 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.
Deleted. The document has been removed from the user’s device or the web admin portal. This label will be displayed in case the Show Deleted button is on.
The documents can be sorted by their names or last action dates by clicking on the corresponding column header.
The list includes 100 last documents. To see the older documents, please scroll down.
By 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 an 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.
Resubmit the document that failed to be submitted.
Void the document that was sent for signature and needs to be returned to the user’s My Inbox tab on the device.
Delete the workflow document both from the user’s device and the web admin portal.
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 (see the Security Settings section).
You can also export the list of documents containing the numbers of signature fields, whether those fields were signed and the dates when the document was created, modified, and became overdue.
We’d love to hear from you! Please send as a question or comment at support@fluix.io.
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Fluix integrates with the following cloud storage providers:
Google Drive
Office 365 (OneDrive and Team Site)
SharePoint List
Dropbox
Box
WebDAV
Azure
Here are the guidelines to connect your company storage to Fluix.
Upon connecting your company storage to Fluix you will be able to use it as a document source or document destination in the workflows.
We encourage you to consider and evaluate Fluix Built-in Cloud Storage as your primary document repository. Please note, that it can be connected as a network drive to your Windows or Mac workstations, and easily manipulated just like any other folder.
Feel free to contact us at support@fluix.io if you have any questions or comments.
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In case you haven’t finished the workflow, you can always do that later and save the draft by clicking Finish Later. After you are done, click Save & Publish the workflow. Once done, the workflow participants will get access to the folders and documents that were preconfigured in this workflow. That is why we recommend that you test the workflow right after you publish it in order to ensure it is built in the way you expected.
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For each workflow you can create separate configurations:
Save documents in the Completed section of the app — saves and stores every document that your end-users submit on their devices and web app. Users cannot delete completed documents on their devices, however, they can regulate their number in the app settings on iOS devices. We recommend turning this setting off when working with sensitive data like credit card information or any other data your end-users should not have constant access to.
Include signed PDF attachments in the “Sent for signature” final email to signee — allows signees to receive attached PDF files in their final emails upon signing the document.
Send files only as links via “Send by email” submit rule — sends all your documents as links within the specific workflow once the Send by email submit rule has been applied.
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 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.
Under the Workflowssection, you can find the Document Status tab, which provides information on the current status of all the documents within the workflow.
To track the documents from all the workflows, please go to the Document Status tab under the Documents section.
A document can have one of the following statuses:
My Inbox —The document has been assigned to a user but the user 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.
Deleted. The document has been removed from the user’s device or the web admin portal. This label will be displayed in case the Show Deleted button is on.
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.
By 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.
Openthe 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.
Resubmit the document that failed to be submitted.
Void the document that was sent for signature and needs to be returned to the user’s My Inbox tab on the device.
Delete the workflow document both from the user’s device and the Web admin portal.
To see the documents that were deleted by an Admin or a user, click Show Deleted. Please, note that the list will omit those documents that were deleted according to the retention policy (see Security Settings section).
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.
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The Templates Sync Status section is located in each workflow where the Templates are selected as a document source. In this section, you can check the sync status of the Template documents on the users’ iOS devices. Those users who access Fluix from the web browser are always up-to-date and their sync status is not shown here.
There are three sync statuses:
Up to date (green checkmark) — means the device is fully synchronized with the company server and the user has the latest copies of template documents.
Outdated (red cross) — shows that either the user hasn’t logged in to the app yet or the sync hasn’t been completed properly.
Not available (yellow exclamation mark) — is displayed for the storages that are synced directly to the device and their sync status is not available (FTP, SFTP, Share File).
Click on the user to see full details with the list of devices, storage names and sync statuses, and the time of the last sync:
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You can make a copy of an existing workflow and then modify any details, including participants, document source, and submit rules as needed. To do that, follow the steps below:
Step 1. Duplicate a Workflow
Go to Configuration > Workflows section of Fluix Admin Portal, select a workflow you want to copy, and click Duplicate:
Once a copy is created, name it in the upper left corner and start editing as needed.
Step 2. Change Participants
In order to change participants, click the Pencil icon next to the participant’s name. You will find two options: Replace or Delete.
Choose Replace option and select a new participant from a dropdown list.
Step 3. Change Document Source
You can change the type of your document source or select a different folder to be connected. To change the type of the documents source, click the Pencil icon next to the document source and choose the Replace option.
In order to change the connected folder while keeping the existing document source type, click on the name of the current folder and connect a new one.
You will see then a pop-up window. Click the Back to Root button to be redirected to a root folder of your connected storage.
If you want to change the storage connected to your workflow as well, click the icon of the currently connected storage and select a new one.
Step 4. Modify Submit Rules
For the Reassign submit action, the changes will be done automatically by Fluix. For the Upload to Folder submit action, please make sure to connect a new folder.
Step 5. Rename the Workflow
Rename the workflow in the top left corner of your screen and click the Save & Publish button to activate it.
Your workflow is now ready for use.
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To delete a workflow, select it in the list of workflows and click Delete.
In case a workflow contains documents, which haven’t been completed yet, it will be moved to the Archiving state:
If you do not need those documents in progress, select the archiving workflow and click Delete once again:
Alternatively, you can wait until your users complete all documents in progress and the workflow will be deleted automatically.
The completed documents from the deleted workflow will be still available both in the Document Status on the Admin Portal and in the Completed tab on users’ devices (if the respective setting Save documents in the Completed section of the appis enabled in the Workflow Configuration section). To delete them, follow the Document Status, select the documents and click Delete.
Can’t find what you’re looking for? Feel free to contact us at support@fluix.io if you have any questions or comments.
To send a document from your PC, Fluix Storage, or Remote Storage directly to a workflow, use the Push to Workflow option. If pushed to a single user, he/she will see it in My Inboxon the device or web browser version, if the document was pushed to a Group of users — they will find it in Group Inbox. The respective My Inbox or Group Inbox sources should be configured in a workflow. After the documents are received by users, they will act on them and submit them to the next stage of the workflow, so please ensure that the submit rule configured in a workflow, meets your expectations.
Only PDFs and ZIP archives with multiple PDFs can be pushed to a workflow. The maximum file size that can be sent is 400 MB per file.
Select a workflow or once inside a workflow, click on the Push Document button:
In the pop-up window, select a user or group of users this document will go to.
Attach a PDF file or .zip folder with PDFs.
Add a message if needed:
Press Push.
Can’t find what you’re looking for? Feel free to contact us at support@fluix.io if you have any questions or comments.
In Fluix you can also connect your internal storage (e.g. behind the corporate Firewall or on-prem) to Fluix workflows. Files will be synced directly to the Fluix app on iOS devices beyond the Fluix server. In this case, Fluix workflows will be limited to our Company Drive option. Company Drive acts as a mirror between your storage and Fluix app. It can be configured in several ways, you can read more here.
The Internal storage option will prompt your users to enter their credentials upon accessing documents on an iPad or an iPhone thus eliminating the need to create individual workflows for each user.
Setup
1. Go to Configuration in Admin Portal and then select Remote Storage.
2. Click on Connect Storage and scroll down to Internal Storages where you can select either WebDav or sFTP connection.
3. After the storage has been connected, you can proceed with the workflow setup. Go to Workflows -> New Workflow, in the dropdown window select Internal Workflow and proceed with building a workflow.
Note that this type of workflow does not support any submit rules. Annotated files can be either saved as a local copy on the device or synced back to the storage (See the options in the screenshot down below).
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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