The Sync Regulation feature provides the possibility to pause the synchronization of the sections and individual folders in the Templates and Company Drive sections manually on the users’ devices. It allows users to choose the appropriate time for the sync process when the device is connected to a stable internet connection.
How does the Sync Regulation feature improve the user’s experience in the Fluix iOS app?
The battery level of the device and the work of the Fluix application won’t be affected by a permanent auto-sync anymore.
It will decrease the usage of the storage capacity of the user’s device as the users can manually select which folders they would like to be synced to their device regardless of the type of Internet connection
Use cases
The Fluix App may contain a large number of documents, and the permanent auto-sync of the data may clog up a storage capacity on the user’s device. Some users also may work in areas with a poor Internet connection, which can slow down the auto-sync process when the user needs access to the required document. The Sync Regulation allows the selection of a particular folder or section for the sync process, which will decrease the storage capacity on the device, and the synchronization process will take less time as the number of documents to be synced is reduced.
How to allow users to pause sync on the device?
You can set a configuration to allow users to pause sync on the device on the company-level configuration, which will be applied to all the users in your company account. In case you need the configurations to be applied only to the respective group of users, you may set group-level configurations.
To allow your users to decide when to sync files on the company-level configurations, please navigate to Configuration – File Sharingon the Admin Portal.
To enable Sync Regulation for the users on group-level configuration, please navigate to the Groups section, select the respective group, open the Configuration tab, and activate the Enable group-level configuration by ticking a checkbox next to it.
Please note: to enable access to the pause sync process on the group-level configuration, please define the respective group for the participants as a default in the User Details section. By defining the group as default, the company-level configurations will no longer comply with the group anymore.
How it works on the user’s device?
To pause the sync process for the respective section in the account, the user may tap on the Pause Sync option next to the section name. This will pause the synchronization process for all the folders that are located in the particular section.
To resume the syncing process of the section, please tap on the Resume Sync option next to the section name.
To pause sync for a respective folder, the user may tap on three dots next to the folder name. Under the Pin button, you will see the Pause Sync option.
To resume the syncing process of the folder, the user may tap on three dots and select the Resume Sync option.
Please note: the pause and resume sync actions apply to the root folder. If the folder contains subfolders, it may not be possible to pause them individually. Therefore, when you pause the synchronization of a root folder, the subfolders in it will also be paused.
The users also have the possibility to pause the sync process of multiple folders by tapping on the Select button and putting the checkmarks next to the respective folders.
To resume the sync process for all folders that were manually paused, the users may tap on the Resume Sync button
Please note: when the user resumes the sync process by selecting the Resume Sync option in the three-dots menu, synchronization will only be resumed for the one selected folder.
Feel free to contact us at support@fluix.io if you have any questions or comments.
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Data collection in forms is an integral part of the job of frontmen, while data review and analysis is a common work for office staff. To ease the task for both teams, managers try to make digital forms easy to fill in, and advanced – to collect all needed data.
Fluix is a platform that covers all the mentioned aspects:
Form creation
Form filling
Workflow automation
Data reporting
In this article let’s see how you can create a fillable form in Fluix Form Builder. Fluix allows you to create a form both in a PDF format, or web form, depending on your preferences and needs.
How to create a fillable form in Fluix?
To create a Web form in Taskstreams, navigate to Setup -> Form Library, and select Create Form.
To create a PDF form, navigate to Actions, and select Create a PDF Form.
Once done, you will be asked to choose whether you want to create a new form or select the one from existing forms from the Fluix storage or the local files on your computer to edit it further. Depending on your selection, you will be redirected to the Fluix Form Builder showing either a blank page or the document you’ve picked before.
In both cases, you will see the menu on the left containing a list of elements that can be added to your form upon clicking on each of them.
The elements are divided into three different groups:
Blocks – allow using presets of the most commonly used fields combined into blocks for your convenience.
Layout – lets customizing your forms by adding the text, your company’s logo, and divider.
Fields – provide you with the fields of different types to allow users to fill out the most relevant information.
Once the element is added, you may do the following:
Modify its properties by clicking on it on the page.
Duplicate or delete the element by hovering it over and selecting the option.
Select one or multiple elements by clicking on it/them, continuing to hold down to draw a selection box, and selecting the necessary element(s).
Move the one or multiple elements through the page by a simple drag-and-drop.
Additionally, you may modify pages of your form:
To add a new page, click Add Page at the bottom of the last page.
To delete the page, click a garbage icon on the top right side of the page.
Once the form is ready, click Save Form in the upper right corner specify its name and click Save.
Once done, the form will appear in the Form Library from where you may select it while configuring a Taskstream.
In case you have any questions on setup, contact our team at support@fluix.io and we’ll be happy to help you.
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It is hard to imagine a business day without searching and viewing documents on mobile devices. According to a McKinsey report, employees spend 1.8 hours every day searching and gathering information. The situation is much better when it comes to your documents in the Fluix app.
In this article, we present to you our new functionality – Global Search on iPad and iPhone. Even having a massive list of files located in different folders you will be able to find any document fast and easily. Let’s have a look at how Global Search works.
Tap the Searchbutton on the sidebar and enter the text. You can find the files searching by either the Document Name or the Content Text.
Content Text query allows searching for words inside the PDFs and TXTs documents, while searching by document name lets looking for all file types supported in Fluix.
To ensure the most precise result, you may filter the search by the Location or the Date Range if you know the section where the document you are looking for is located or when it was edited last time.
The results of your search can be sorted alphabetically, according to the size of the file, or arranged depending on how new or old the documents are:
Additionally, the search criteria are automatically saved in the search history that remembers everything you need starting from the document name up to the date range or location you were searching. Search history will allow you to save time in the future and review your previous search results:
As you see, searching for the document becomes easier and faster than ever with the Global Search functionality.
In case you have any questions or comments, contact us at support@fluix.io and we’ll be happy to help you.
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Frequently, it happens that you need to merge PDF files you’re working on and share one single document with others.
Here is a step-by-step guide to show you how to combine PDF files on iPad or iPhone in the Fluix app.
Note.The functionality is enabled by the Admin of the Fluix account in File Sharing Settings. Therefore, in case you don’t have this option on your iOS device, please reach out to your company’s Fluix admin for assistance.
3 steps to merge PDF files on iPad/iPhone
1. Open a document that you would like to merge with another one(s).
2. Tap … in the top right corner and select Insert File.
3. Select the document(s) that you would like to insert to the current one from the list and tap Insert.
Note. Amaximum of 5 documents can be added at a time.
The merged document will inherit the name of the first document where the ones were inserted.
What workflow documents can be merged in Fluix?
Can be:
1. Documents from different folders.
2. Documents from Templates, Drafts, Company Drive, and Personal sections.
Cannot be:
1. Signed documents. For being able to merge PDFs that were signed, you’ll need to remove the signature first. This is made to protect the signed document from changes.
2. Documents from My Inbox, Group Inbox, Cabinet, and Pinned sections.
3. Already finished documents from the Completed and Reassigned sections.
Picture this: One of your users walking up to a QR code, scanning it with the camera on their iOS device, and instantly accessing a checklist to complete and turn in.
If you have dozens or even hundreds of documents you share with your team, this would make yet another aspect of their jobs that much faster and frustration-free. It would also make accuracy even more certain, as you ensure that users access the right document for the job. Where would this come in handy? For any form or reference material you want your team to have instant, offline access to when working in a specific area — whether it’s a cockpit, on a remote wind turbine, inside a manufacturing facility, on at an outdoor job site.
First, Let’s Talk About Deep Links
Each PDF in your Fluix account that is shared as a ‘Templates’ workflow can be turned into a link. We’ve got a help article on it here.
Deep links are special links that open a native app on your smartphone or tablet. In the case of Fluix, they’re a little different from traditional links because they’re meant to open a PDF within the Fluix app, without needing to be online to use the link. If you were to see one, they don’t start with “https://” like you’re used to seeing at the beginning of a link. They start with “pdfexfile://“ instead. For now, Fluix deep links can only be shared with other users within your Fluix account. With Fluix deep links, you can share one-click access for your users to open PDFs that are already in your Fluix account with a workflow associated. While the help article I linked above outlines how to manually create them, we’re testing out a slightly more automated way to do that here.
Creating your custom deep link is the first step in the process.
2. Turn Your Deep Link into a QR Code
Now that you’ve got your deep link created (and you’ve tested it on an iPhone or iPad to make sure it works properly), you’ll want to turn it into a QR code, so your user doesn’t need to remember or save the unique link.
Use this super simple QR code generator by pasting your deep link into the proper spot on that website. We like this QR code generator because not all QR code generators support creating deep link QR codes.
You’ll notice that on the right side of the page the QR code image will be updated after you’ve pasted your link in. You can then download that PNG file.
3. Print and Post Your QR Code
Now, simply print and post your QR code wherever you want your employees to access it and begin using. Your users will point their iOS camera at the QR code. A popup notification will ask them if it’s okay to open the link in Fluix (this is a security precaution Apple has built into iOS). Your user confirms, and the PDF will instantly open up for them to use in the Fluix app.
Got questions about this?
Let us know at sales@fluix.io.
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Sometimes, there are cases when you need to duplicate pages in the document you are working on to include some additional data. In this article we are going to show how it can be accomplished in the Fluix app on mobile device.
1. Open the document.
2. Tap on the thumbnail view.
3. Tap Edit in the upper right corner
4. Check the boxes to select the pages you want to copy.
5. Tap Copy.
6. Tap Paste
7. A new page will appear. Tap on it to insert the copied pages, or if needed – drag the new page first to the right place in a document.
8. Now you should be seeing the added page. In case you require to add more pages, repeat the process starting from the 4th step. Once everything is copied, tap Done.
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Here is how to view user information in your Fluix account.
To view user information, click ‘Configuration’, and then select ‘Users’ from the sub-menu that opens on the left side of your screen.
You’ll now see an overview of all of the users in your Fluix account. You can filter users by those who have logged into Fluix in the past 24 hours, over a month ago, or those who haven’t ever logged in.
For those who haven’t yet logged into Fluix, you can resend an invitation email by selecting the user from the list of user names and clicking ‘Resend invite’.
You can also use filters to see the users who are running an outdated version of the Fluix app on their devices. Selecting a user will allow you to edit their details, add them to a group, or delete them from the Fluix account.
Clicking on a user’s name will open a detailed view of their details, activity and the status of documents they’re working with. Here you can reset their password, manage their group and workflow memberships, see which devices they have connected to Fluix and log them out of any device in the list. You can also delete the user by clicking ‘Delete this user’.
Selecting ‘User activity’ from the sub-menu will show the user’s last login date, the device they logged in from, and all of the actions made by the user in Fluix.
If a user has an admin role in Fluix, you will be able to check and edit their access rights in the Role Permissions sub-menu.
The ‘Document Status’ sub-menu option shows all of the documents that this user has worked on, as well as their current status.
Back in the main user list view, if you need to you can export the entire list of users in your Fluix Account, select all users and then click ‘export to CSV’ to download the list of users, groups they participate in and last login date.
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At Fluix, we understand the importance of finding secure Cloud storage for your documents.
We offer reliable, built-in cloud storage that makes it easy for you to organize and manage your company documents.
Documents are encrypted and securely stored, without any time limitation. You can also view document history and download previous versions of documents. Deleted files can be stored for up to 999 days, ensuring full traceability for compliance purposes.
Access to documents housed in Fluix Storage is managed directly via the Fluix Admin Portal. You can provide your team member their role.
When you create workflows in Fluix, you can use Fluix storage as the source for the files your teams will work with in the field, and as a destination place for submitted documents.
Businesses around the world trust Fluix with their documents – 91% of our customers are using Fluix storage to power their team’s productivity.
Our Security white paper details our commitment to data security and is available on our website.
A workflow is a series of tasks performed by your team to complete an overall project or to achieve a specific outcome for your business.
In Fluix, you can create custom workflows that will help you to route documents with ease, automating many time-consuming processes, such as:
Collecting and submitting field data via mobile devices, saving you time and money versus using paper, while also helping you to make data-driven decisions.
Streamlining Managers’ approvals, to minimize the time spent going back-and-forth to the office. Your approvals process can be as simple or as complex as you need – including multi-level approvals.
Capturing customer e-signatures to close deals onsite.
Amending and instantly distributing up-to-date documents, ensuring your team always works with the correct version.
Workflows in Fluix are flexible and scalable – from small teams to thousands of participants – and can be published when you’re ready with just a couple of clicks.
You can make changes to the workflow at any time to update document versions, monitor team activity in real-time, or add or remove users from the workflow.
Here is how to copy and edit an existing workflow in your Fluix account.
To edit an existing workflow, navigate to ‘Configuration’ from the main menu in the Fluix Admin portal and select ‘Workflows’. Next, find the workflow you’d like to make a copy of from the list of existing workflows.
When you’ve found it, click the small circle to the left of the name of the workflow. You’ll see options appearing above the main list of workflow names – click ‘Duplicate’ to make a copy of the workflow.
Now you’re in the workflow builder section of Fluix. From here, you can modify the workflow’s participants and connected folders, as well as making any other necessary edits or changes.
In the top left corner of your screen, you’ll notice that the word ‘duplicate’ has automatically been placed before the workflow name so that you can easily distinguish between the copy and the original. If you like, you can rename the workflow by clicking into the name field.
It’s important to note that as this workflow is a direct copy of the original, the participants are also exactly the same, so remember to edit or remove them if you need to, or add more participants as required.
The same goes for submit rules – please ensure that you have checked these before saving this new workflow. When you’ve finished making your edits, make the workflow live by clicking ‘Save and Publish’ in the top right corner of your screen.
For more detailed information on the various options available in the workflow builder section of Fluix, please watch our ‘How to Create a Workflow’ tutorial.
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Here is how to check Document status in your Fluix account.
From the main menu in the Fluix Admin portal, click ‘Data’, and then click ‘Document Status’. This overview shows all document names and the workflow stage each one is currently in, as well as the most recent activity on the document and the user who worked on it.
To filter the documents by their status, simply click on any status on top. You can also select the time period you need by clicking ‘Select range’.
You can open any of the documents by clicking on their name.
To view more information about the history of a document, select it and click ‘Show History’. To open or download a historic version of a document, just hover on it and choose the option you need.
By selecting any document you can also open and view it, download it, reassign it to another user or group, or delete it.
To restore a deleted document, click ‘Show Deleted’, then click on the filter ‘Deleted’, select the document you need and click ‘Restore’.
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Fluix eSign workflows is the perfect way to go paperless and collect customer signatures in-person on iPad or remotely. Remote eSigning allows your team to send documents to people outside the company, whether they are customers or third-party providers. Anyone can sign documents online in any browser, on any device, and no Fluix account is required.
eSign workflow
eSign workflow is a repetitive series of actions that will happen in the order configured by you according to your business needs. To create such a workflow in Fluix, please follow the steps below.
1. Proceed to the Configuration section and create a new workflow.
2. Select users who can send documents for signature.
3. Add document source Templates and select a folder with contract templates. Ensure that the template has a signature field.
4. Choose Send for Signature as submit action.
5. Once the documents are signed, they should be returned back to the user. Add the second document source, MyInbox, for the same user.
6. After the user reviews the signed document, they email their office or archive the document. To configure that option, add the final submit action, e.g. Send by Email or Upload to a folder.
7. Click Save & Publish.
Here is an example of a workflow:
eSign workflow in action
After the e-sign workflow was created, its participants get access to the template contracts and other documents they need to work with.
The user needs to follow the next steps:
1. Log into Fluix on the iPad, iPhone, or web browser.
2. Select a document from Templates and fill out the information required.
3. Tap the Submit button in the top right-hand side corner.
NOTE: Only documents with a valid signature field can be sent for online signing. If there is no such field in the form, user won’t be able to email the document for signature and will see the error message: ‘There is no signature field in this document, hence the recipient won’t be able to sign it and return to you afterward.’
How to add a signature field in a PDF form on iPad/iPhone
1. Tap and hold on the document and select Add Signature Field:
2. Drag and drop it to the designated place. 3. Tap and hold on the document and select Make required.
In case a signer has only to sign a document and is not expected to make any changes, choose Sign Only to restrict the editing option of the document. If the user wants the signer to fill out other fields, they choose the Fully Editable option:
4. In the popup window, enter the signer’s email address. Please note that only one recipient can be added per document.
If an error was made in the email address, upon every next entering of address the dropdown list will include it. To avoid that, it can be deleted by swiping left on the address.
5. The signer will receive an email with the link to the document to be signed. By default, the link is available for 4 days. One day prior to expiration, the signer gets the reminder. But you can change the link expiration period by tapping on Reminder.
6. Also, you add a personal comment to accompany the document. In case you send similar comments to your customers, you can save them to Templates and use each time you send a document. Please note that the templates are saved on the device locally and are not synced between your devices you use to work with Fluix.
7. Tap Send.
After the document has been dispatched, you will see a new tab, Sent for Signature, where a copy of the sent file is stored:
Signer Online Experience
A signer will receive the following email about a document that needs to be signed:
Once the signer clicks Open and Sign, the document is opened in the browser on any device. To sign a document, the signer needs to type the name in the signature field. From there, the signer has 3 choices under actions: Send the document back, Save and Finish Later, or Decline to Sign.
When the document is signed, it is returned to Fluix and appears in My Inbox marked as Signed. Both the signer and the sender get the email notification.
If the signer declines to sign the document, it is pushed back to My Inbox and marked as Declined.
In case the signer didn’t have a chance to sign and return the document back before the link in the email expires, the document will be returned to the sender’s app, My Inbox section marked as Expired. In that case, a user can send the document to sign once again.
Document retraction
If a document needs to be retracted, proceed to the Sent for Signature section > select the file > tap Void:
There, the admins can also void the documents from the Admin Portal, in the Document Status section.
The retracted file will no longer be available for the signer and will appear in My Inbox.
Continue with signed documents in the workflow
Once the document returns to the sender to My Inbox, it can be sent further as per preconfigured workflow rule: emailed to other participants of the workflow, uploaded to company cloud storage, etc. Once the document is submitted to its final destination, it will land in the Completed tab on the device.
Admin’s control over all documents in progress
Admins can see all the documents sent for signatures in Admin Portal > Configuration > Workflows > particular workflow > Document Status:
Contact us at support@fluix.io to get more information or sign up for a personalized demo.
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You can open documents located in any app on your device, in the Fluix app and immediately push them to a pre-configured workflow.
To see how it works, set up the workflow on the Fluix Admin portal. You’ll need to create a new workflow by selecting Other Apps as a document source. Then, choose the submit rule. Once the workflows are created, click Publish to activate them.
If there is more than one workflow configured to accept documents from Other Apps, then users will get a list of the workflows to choose from on the iPad or iPhone. Just name the workflows accordingly so that the user could distinguish the necessary one among the others.
Document flow on the device
Select a document on your iPad or iPhone that you want to push to Fluix. The document might come from any mobile app (Email app, Cloud storage app, etc. ), or web app. Tap the sharing icon in the upper right corner and choose ‘Open in Fluix’.
In the pop-up message select Push to Workflow.
If there is more than one workflow configured for this user to accept documents from external applications, then the user will get a list of such workflows to choose from:
The document will then be placed under the ‘Drafts’ tab.
Once you open the document, Submit button will appear in the upper right corner with the submit actions pre-configured by your company administrator.
Once the document is submitted, it will then be moved to Completed or any other section in accordance with the configurations made in this workflow.
If you choose a ‘Save a Local Copy’ option on the pop-up message above, the document will be saved to the ‘Personal’ tab and the automatic submit actions won’t be applied to it.
Fluix allows for the electronic signing of contracts, agreements, NDAs, forms and other documents. Such paperless contract execution can save companies money on labor, printing, scanning, faxing, mailing and the storage of paper documents.
With Fluix, it is easy and intuitive to capture handwritten signatures on iPad, much like traditional signatures on paper, while still maintaining the same sense of security.
Digital Signature Process
Fluix’s digital signature process makes PDF-based e-signing secure and reliable for both the customer and the company. It solves crucial problems that can arise with the use of e-signatures in PDF documents:
Discourages changes being made to the document after being signed.
Prevents signatures being copied for use in another document.
Once a signature is captured, the document is sealed with a digital certificate. Any subsequent change to the document will result in the signature being invalidated. A document signed in Fluix can be validated to prove its authenticity by using the free Adobe Reader software.
Capturing eSignatures in Fluix
Fluix provides several ways to reach your customers and colleagues according to their signee role and available tools:
• In person: The simplest scenario is when a signature is captured in the field, most often produced with the finger on iPad/iPhone screen. This is a modern and convenient way to seal the deal both visually and electronically. Locking documents with a digital certificate ensures security and helps to identify invalidated documents, when changes are made after signing.
• Via workflow: Another method is to reassign a document to an existing Fluix user according to a pre-defined workflow. Signee might already have his own signatures stored on the device, and even apply company’s digital certificate to fully authorize decisions. Signing documents via workflow will help you save multiple signatures for repeated use, accelerate time to document completion and streamline approval processes.
• Via email: Most recently added capability allows anyone with an email addresses and a web browser to officially sign documents. Fluix user fills in a document and submits it for signing to a person outside the Fluix system. Signee receives email notification, opens a secure link, types in the name in the signature field, and the document is automatically returned to the workflow.
Offering your customers, suppliers and contractors the capability to receive documents from you, fill in required information, and sign digitally provides your business with even further back-office efficiencies from a digital workflow, now extended to non-employees.
Digital Signature Technical Specifications
Fluix uses proven cryptographic technology to ensure a document’s validity and protects it from forgery or misuse. This technology enhances Fluix deployment with a Digital Identity (a pair of private and public 2048 bit key).
As a document is signed, Fluix generates a Document Digest by computing a SHA-1 hash of the PDF content. A Document Digest is a set of characters (letters and numbers) that corresponds to a given document. Altering anything in the document will cause an immediate and dramatic change in the Document Digest value.
To create the Digital Signature, Fluix uses a Digital Identity private key to RSA encrypt the Document Digest. In the final step, the Digital Signature and Digital Identity public key are put into the document.
Whoever receives the document can then use the embedded Digital Identity public key to decrypt the Digital Signature and retrieve the Document Digest corresponding to the original document. Then, the receiver can compare the Document Digest with the SHA-1 hash of the received PDF content. If these two digests match, it means that the document has not been changed after being signed and the content is valid. In case of any difference, the document will be marked as invalid.
In order to digitally sign documents in Fluix, you will need to have:
A valid Digital Signature Certificate
Signature fields in your PDF form
There are two ways a document can be signed with a Digital Certificate in Fluix:
Using Fluix certificates. Fluix automatically generates and deploys unique certificates (RSA algorithm, 2048 bit). No iPad user interaction is required.
Manually create Digital Signature Certificates. Adobe Acrobat Pro enables formal signer’s verification through powerful encryption and public key infrastructure support. This kind of certificates have to be deployed by manually copying files to the iPad/iPhone (Signature section).
Fluix Signatures Are Legal & Secure
Electronic signatures created through Fluix are legal and secure. Digital Signatures support allows both the company and the customer to check the authenticity of a document signed on the iPad with Fluix. The document is also sealed to ensure that it can’t be changed after it is signed.
All these Fluix security enhancements remove the worry of document validity, allowing you to focus on more important business activities.
Fluix provides all the necessary tools, required for compliance with HIPAA regulations.
What is HIPAA?
HIPAA is the Health Insurance Portability and Accountability Act of 1996, which amends the Internal Revenue Service Code of 1986. This law impacts all areas of the healthcare industry and is designed to improve the portability and continuity of health benefits. It calls for greater accountability in the area of healthcare, simplification of the administration of health insurance, and placement of administrative, technical and physical safeguards to protect confidential health information of patients.
More specifically, HIPAA requires healthcare providers to adopt sound practices for protecting the confidentiality of all patient information in any form. More information around HIPAA can be found here: https://www.hhs.gov/hipaa/index.html
What is the HITECH Act and the Final HIPAA Omnibus rule?
The Health Information Technology for Economic and Clinical Health (HITECH) Act was signed into law in 2009, to promote the adoption and meaningful use of health information technology in the U.S.
In 2013, the final HIPAA Omnibus rule set further statutory requirements, which greatly enhanced a patient’s privacy rights and protections, including holding all custodians of Protected Health Information (PHI) — including HIPAA Business Associates (BA) — subject to the same security and privacy rules as Covered Entities under HIPAA.
How does Fluix facilitate HIPAA compliance for its customers?
All businesses, regardless of their size, which engage in the handling, maintenance, storage or exchange of private health or patient-related information, are subject to HIPAA. As your technology partner, Fluix is committed to ensure the confidentiality, integrity and availability of all protected electronic information. While we do not sign BAAs, the track record demonstrates an ongoing investment in security, compliancy and control for our customers.
Paperless Document Management in Healthcare
More and more often doctors and medical professionals prefer switching to paperless environment and get their practices online (e.g. use electronic prescriptions, set up web appointments, practice remote medicine, which is getting trendy in the tightening medical market). Such switch to mobile includes sharing electronic files with protected health information with patients and collecting similar private data from them using mobile devices. The Health Insurance Portability and Accountability Act (HIPAA) is the official compliance document for the use of computers and patient privacy when dealing with patient data and information. These standards ensure that data is transmitted on a standard that patient privacy and information is secure and within guidelines established for this act.
Impact of HIPAA on Fluix
Fluix offers a secure way to store content, including protected health information (PHI), and improves collaboration around it via various communication channels. All elements of the platform, such as built-in cloud storage, secure connection to the server, and iPad / iPhone / Web applications support security and privacy requirements of the HIPAA regulations. Security standards include administrative, physical and technical safeguards, with the latter being the only applicable to Fluix service. Technical Safeguards include processes that are put in place to protect and control information access and data that is stored and transmitted over a communications network. The chart below provides the summary of HIPAA requirements and how they can be supported by Fluix to create a fully secure digitized environment for healthcare organizations. Each set of safeguards has particular standards that require implementation mechanisms, which are either required (R) or addressable (A). An Implementation Mechanism is a detailed instruction for the service compliance with particular HIPAA Security Rule standard.
HIPAA Security Standards and Implementation Specifications
Technical Safeguards
(R) – required, (A) – addressable
Access Controls (R)
• Unique User Identification (R)
• Emergency Access Procedure (R)
• Encryption & Decryption (A)
Audit Controls (R)
• Notification and Archiving (R)
Integrity (R)
• Mechanism to Authenticate ePHI (A)
Transmission Security (R)
• Encryption (A)
There is no unified way to achieve HIPAA security compliance for any given service. It is not enough to have a single piece of hardware, software, or process in place. All IT technologies and processes must be working accordingly, to create a completely secure environment. Prior to enforcing any particular process within the service, full risk assessment within the technological environment should be completed.
Technical Safeguards
The following outlines the general processes used to protect data and to control access to ePHI. They include authentication controls to verify sign-ons and transfer security (encryption) to protect confidentiality and integrity of data.
Access Control (R)
Implement policies and procedures for electronic information systems that maintain ePHI to allow access only to those persons or software programs that have been granted access rights.
Unique User Identification (R)
REQUIREMENT: Assign a unique name and/or number for identifying and tracking user identity entity.
Each user within Fluix company account has his/her own login credentials to authorize into the application on their device. Based on a particular role (company admin, group admin, messenger, user) unique login, password and device ID are associated with each person and depending on these they are granted access to only particular areas/parts of the account, hence to the information within it. In case additional layer of security is required to access company web administration portal with all the company configurations, the admins can be required to go through two-factor authentication, when they will also be associated with particular phone numbers on which random codes will be sent when accessing the portal.
Emergency Access Procedure (R)
REQUIREMENT: Establish and implement procedures for obtaining necessary ePHI during an emergency.
Company storage: if all sensitive information is stored on the organization servers / storages, it is up to in-house team to implement Emergency Access Procedures. Most of the time, it is easy to set up data retrieval, update and renewal.
Built-in storage: if sensitive company information is stored in built-in storage, it is redundantly backed up and can be manually restored from the hosting environment upon written request to technical support team. The turnaround time is defined by Service Level Agreement and has default value of 1 business day.
Mobile apps (Mobile apps refer to iPad / iPhone / Web applications): all the master documents/forms that are distributed to the mobile app are normally delivered using automatically synchronized and backed up methods. In case of emergency, such as device loss, they can be retrieved from the server. Files stored locally on the iPad / iPhone can be backed up via iCloud, retrieved via programs like iTunes and iExplorer, sent by email or uploaded storage as means of back up.
Audit Control (R)
Implement hardware, software, and/or procedural mechanisms that record and examine activity in any system that contains or uses ePHI.
Notification and Archiving (R)
REQUIREMENT: Procedures and/or mechanisms should be put in place to track and record activity on systems containing ePHI and customer data.
Web Admin portal: messages and notifications can be pushed to the iPads / iPhone on any updates within the account. There are also indicators that display when the application was last synchronized / updated and whether a pushed message or a document was delivered. Every document traveling through the workflow leaves audit trail of all the edits, that can be reviewed by company administrator with sufficient privileges. Each record includes document author, status, date and time of modification, and the actual changes made.
Mobile apps: every time messages, documents and links are pushed to the app, users receive notifications. Every automatic synchronization, which updates the content on the device is accompanied by additional notifications.
Integrity (R)
Implement policies and procedures to protect ePHI from improper alternation and destruction.
Mechanism to Authenticate ePHI (A)
REQUIREMENT: Implement electronic mechanisms to corroborate that ePHI have not been altered.
Web Admin portal: documents travelling through the workflows are tightly encapsulated, and as such cannot be edited, copied or forwarded, unless explicitly authorised, thus protecting the integrity of the document and preventing harmful unnecessary data modification or exposure.
Mobile apps: documents with a signature field are sealed with a digital certificate. Any subsequent change to the document will result in the signature being invalidated. ‘Completed’ section could be configured in a way that disallow further modification of the document after completion, providing a record of achieving the goal of automated medical process.
Transmission Security
Implement technical security measures to guard against unauthorized access to ePHI that is being transmitted over an electronic communication network.
Encryption and Decryption (A)
REQUIREMENT: Implement protection of dataat-rest and data-in-motion.
Fluix service uses a combination of Secure Sockets Layer (SSL) protocol to create a uniquely encrypted channel for private communication of healthcare data in motion.
Summary
Mobile document management and paperless workflows will continue to grow at a fast, consistent pace in the years to come. Fluix as a flexible and mobile document management solution created a great system for the healthcare sector that provides an easy-to-use, cost-effective and extremely secure iOS platform. Fluix answers the following requirements to be a HIPAAcompliant solution:
• Transport Encryption: is always encrypted as it is transmitted over the Internet
• Backup: data is never lost as it’s backed up on the servers and can be recovered
• Authorization: is only accessible by authorized personnel using unique, audited access controls
• Integrity: is not tampered with or altered
• Storage Encryption: is encrypted when stored or archived
• Disposal: can be permanently disposed of when no longer needed
• Omnibus/HITECH: data is hosted in-house or on the Amazon S3 servers that meet HIPAA security requirements.
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Fluix as eSigning solution helps collect eSignatures both onsite and online. With the Bulk Signing tool in Fluix you can send multiple documents as a package to collect eSignatures from a list of people and then automatically upload executed documents to your company archive, or email them to the back office.
Watch the video, or read below how to set up the process.
How to create and send a package with documents
In the Fluix Admin Portal navigate to Actions — Bulk Send & Sign:
Select the way you’d like to the document(s) to be signed:
1 Option — Collect signatures in sequential order
Recipients will sign the designated fields in the same document(s) 1-by-1
2 Option — Get a signed copy from each recipient
Each recipient will receive a unique copy of documents to sign and complete
1 Option — Collect signatures in sequential order:
Step 1.
Add the documents you need to be signed to the package. You can upload them from your computer, or from Fluix cloud storage:
Once the documents are selected, click Next.
Step 2.
In the upper left corner, give a name to the package for your convenience.
In the menu on the left you’ll see the list of documents that were added and number of signature fields in each document. If the document has no signature field, you can add it using Fluix PDF Builder (navigate to Tools).
On the right there is a list of signature fields in each document. Click Add Signer to add signer’s details for each field.
Once done, click Next, or Finish Later to save a draft package.
Step 3.
Once done, you can change the order in which the signers will receive and sign the documents and add a message to the recipients:
Step 4.
At the final step:
— restrict or allow document editing by signers
— set up the deadline for the documents to be signed
— configure the destination for the signed documents (upload to Fluix storage or email)
Once ready, click Send and you are done! Choose Send Later if you need more time.
Option 2 — Get a signed copy from each recipient:
Step 1.
Add the documents you need to be signed to the package. You can upload them from your computer, or from Fluix cloud storage:
Once the documents are selected, click Next.
Step 2.
In the upper left corner, give a name to the package for your convenience.
On the left you can move the documents in the order you prefer.
On the right you can uncheck the fields that you don’t need to be signed.
If the document has no signature field, you can add it using Fluix PDF Builder (navigate to Tools).
Once done, click Next, or Finish Later to save a draft package.
Step 3.
Assign each signature field in every document within the package to a specific signer. Add the signer to each document by adding the signer’s email and full name, or upload a CSV list of contacts:
Step 4.
At the final step:
— restrict or allow document editing by signers
— set up the deadline for the documents to be signed
— configure the destination for the signed documents (upload to Fluix storage or email)
Once ready, click Send and you are done! Choose Send Later if you need more time.
How to track documents statuses
As soon as you send the package, your recipients will get an email with your message and the link to the documents to be signed. The links can be opened from any device in any browser.
The recipient will have a choice to fill out highlighted fields and sign the documents, just sign the documents, finish later, or refuse signing.
The signer can also add a comment before returning the documents to you.
Finally, there is an ability to track the documents at every stage. You can easily do that in the Fluix Admin Portal:
From there you can also download any document or the whole package, resubmit it, send a reminder to a signer, void the package, or make any other actions you need.
Access to Bulk Signing
To give access to Bulk Signing to your admins, please proceed to Configuration -> Roles -> Global Permissions -> Allow Access to Bulk Signing in the web -> save changes.
Feel free to contact your Customer Success Manager with any questions or comments, or via email at support@fluix.io. We’re always glad to hear from you.
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Depending on the goal, in the following subsections you can customize the Fluix invitation emails sent to your users to join the Fluix platform or any email submitted by your users from Fluix that are participating in workflows with “Send by email” submit action:
In order to provide the recipients with the specific data about the users, documents, or any other information in the emails sent form Fluix, you can use the keywords in the Fluix platform.
To select the type of email that is going to be customized, click the ‘View and Edit’ button to open the email template.
The keywords can be used in any custom message and can be placed anywhere. Those serve as identifiers of the text (URL, name, title, etc) that is needed to be sent by email.
Welcome to Fluix invitation email
Use the following keywords in order to include user-specific data:
%user_full_name% – user’s name
%company% – name of your company’s Fluix account configured by Fluix team
%product_title% – the product title is set by default and will be displayed in the email as Fluix. In this case, it can be used in the following way: you have been added to %product_title% account.
%web_activation_url% – a link to create a password that is generated by our system, that will be displayed as a link.
%create_password_button% – a HTML button with an activation link to create a password, that will be displayed as a button that leads to the activation link.
Please note that only one of the keywords either %web_activation_url% or %create_password_button% should be used in the invitation email in order not to duplicate them since each of them provides a user with the same link.
Document submitted by email (when the document sent as an attachment)
Use the following keywords in order to include user-specific data:
%user_email% – user’s email fixed in Fluix platform as a login
%user_full_name% – user’s name
%company% – name of your company’s Fluix account configured by Fluix team
%support% – the email that is configured as support email for the account (by default support@fluix.io)
%text% – custom message configured at the workflow level for “Send by email” submit action
%document% – the name of the form submitted in Fluix
Document submitted by email ( when the document is sent as a link due to the reason that it is more than 7Mb)
The same keywords as when the document is sent as an attachment can be used. Additionally, the keyword %download_link% has to be included to the list to provide the recipients with the link to download the submitted document, that is available for 1 year.
Other than that the email message and its subject of any workflow for “Send by email” submit action can be customized.
To specify the subject of the email and its custom message you can use the following keywords:
%document% – the name of the form submitted in Fluix
%user_full_name% – user’s name
%company% – name of your company’s Fluix account configured by Fluix team
%product_title% – the product title is set by default and will be displayed in the email as Fluix
%user_email% – user’s email fixed in Fluix platform as a login
%text% – in this case, all the text specified in the Custom Email Message will be added to the subject
However, all these keywords will be added after the main text of the email sent to the recipient.
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Single Sign-On (SSO) is one of the ways of authentication that enables users to use one set of login credentials to securely access multiple applications.
In addition to being much simpler and more convenient for users, SSO is widely considered to be more secure. The full list of the advantages of using SSO are the following:
Reduces password fatigue Remembering one password instead of many makes users’ lives easier. As a tangential benefit, it gives users a greater incentive to come up with strong passwords.
Streamlines the user experience SSO saves time and effort because users do not have to repeatedly log into, and since the repeated logins are no longer required, customers can enjoy a modern digital experience.
Relieves admin and support team workloads It saves admin and support team time by reducing the number of tickets sent to the support regarding access issues such as misplaced or forgotten passwords.
Simplifies username and password management When changes of personnel take place, SSO reduces both IT effort and opportunities for mistakes. Employees leaving the organization relinquish their login privileges.
Improves network and application security SSO can uniquely identify a user, and it, therefore, complies with the most demanding safety standards. Information provided by SSO moves encrypted across the network.
Additionally, the tech requirements listed below should be met in order to set the Single Sign-On functionality successfully:
User management. The user is needed to be added to Fluix in advance by the admin to be able to login in using SSO.
Corporate domain integration. The company’s domain needs to be specified in Fluix and it should match the email domain of the users for the particular company. Let’s say, the domain that was specified by Admin in Fluix is readdle.com, therefore, the emails of the users who are going to login to Fluix account using SSO should be corresponding with this domain, e.g. user@readdle.com, user2@readdle.com, etc.
Multi-accounts restriction. In case there are some users who have different email domains within the same company account (e.g., user@readdle.com, user2@fluix.io, user3@gmail.com) the company Admin will need to select only one email domain that will be used for the SSO. Other users having different email domains will not be able to login in using SSO.
SAML authentication standard. The identity provider, which specifies the user name, is required to return the NameID value of the user email address in Fluix. There could be also another attribute that may contain the email address, though, a custom attribute name will be needed to be configured on the company’s end in Fluix settings.
Identity Provider Compatibility. Any identity provider for authentication (Okta, Auth0, Microsoft AD, etc) can be used in Fluix, and any of them are compatible with our system.
Verification certificate. The certificate file that will be added on the company’s end needs to contain the public key so that Fluix could verify sign-in requests and the SAML response sent to Fluix in order to make sure that SSO assertion was received from a particular company’s account and wasn’t modified during transmission.
If you already have Fluix account, learn how the Single Sign-On functionality works and the way it can be implemented for your Fluix account in the article about Security Settings.
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Deep linking is the practice of directing users deeper into a web page or mobile app through the use of uniform resource identifiers (URI). With deep links you can easily direct Fluix users to the files within the app. Specifically, creating a direct link to a file will significantly help to save employee’s time on digging through complicated folder structures of your corporate cloud storage by pointing him/her directly at the required file instead, whether it is Site Attendance Register, Safety checklist or any other document.
Before starting, please note that the below instruction is applicable only for Templates and Personal sections of the Fluix app, having some specifics for each.
How to build the link:
The deep link should consist of initial prefix ‘pdfexfile://’ and the folder path itself /folder2/folder3/file.pdf
As a result, the link pointing to a PDF document should look like the one below.
pdfexfile:///folder2/folder3/file.pdf
Important Notes
1. The link is case sensitive, meaning that the spelling of the folder path in your deep link must be identical to the spelling of the actual path of your folder structure in Fluix. Therefore please make sure that upper and lower cases correspond to one another.
2. The path should not contain the first (root) folder. (This rule is applicable only for the Templates section, while for Personal section the path should stay as it is)
Example for Templates: When the file is accessible at such folder path /Folder1/Subfolder2/File.pdf; the link to the file should be as shown below:
pdfexfile://Subfolder2/File.pdf
Example for Personal: When the file is accessible at such folder path /Folder1/Subfolder2/File.pdf; the link to the file should be as shown below:
pdfexfile:///Folder1/Subfolder2/File.pdf
3. Spaces should be percent-encoded (put %20 instead of space)
Example for Templates: When the file is accessible at such folder path /Folder1/Subfolder2/Important Document.pdf; the link to the file should be as shown below:
pdfexfile://Subfolder2/Important%20Document.pdf
Example for Personal: When the file is accessible at such folder path /Folder1/Subfolder2/Important Document.pdf; the link to the file should be as shown below:
Please note that the method described above will work only in case your folder path contains Latin letters, numbers, and spaces only. In case if your folder path contains some special characters eg. ü, ö, backslashes, underscores, other punctuation marks, etc, we recommend checking how to percent-encode them by following the link below.
The more documents your team generates, the more your company storage reminds a chaotic mess. And sooner or later an untitled document with other untitled documents in the folder will look more like a plastic bag stuffed with plastic bags rather than a coherent workflow.
The untitled horrible beauty looks familiar to you, doesn’t it? The reason for such kind of management weakness is pretty natural — people lack time for manual name typing each time the document is submitted.
Naming convention: what it does?
Automation, you see, it’s a whole other thing. File naming convention is a systematic way of naming files by your field teams. Adding a file naming convention to your files not only prevents the problem of file disorganization but also opens up a wide range of benefits for both you and your team:
Saved time on manual file entry on device. If you just calculate all the time your team spends on naming, renaming, or organizing documents, and then trying to find them, it will be something about 2 hours per day. Or even more.
Eliminating human error. When people are working on the field, they may not always pay attention to how they name their files and could make many mistakes by chance.
Quick file search. File naming convention helps to identify the document content even without opening it.
Unified file structure. You can store your files and documents in a single folder without losing the logic and context. The relationships between your files will be coherent and cohesive.
No twins. Naming convention prevents file duplicates.
How naming convention works
The way how everything works in Fluix isn’t about rocket science. The main principle can be described in just two sentences:
The first thing. You set up a naming convention in the file template and upload it to your storage folder, which is used in your workflow.
The second thing. Every time your team worker fills out fields in your pre-configured naming convention, the file gets its name automatically. Just easy!
In case you have a complicated folder structure on your cloud storage, and your team spends time searching for the needed folder or file while working in the Fluix app on a mobile device or in the user web app, there is a way to improve the user experience.
In Fluix you can create a virtual folder structure and the label folders for the end-users so that they could access the required folder without clicking through the whole path from the root folder to the subfolder they need.
Such a virtual folder structure can be created on the level of Templates, Cabinet, Company Drive, and Group Inbox. For doing this the Fluix admin needs to create the label folder on the workflow level:
In this case, the end-user will see the October Inspections Reports in the Templates section on their device, without the necessity to click and open the folders through all the path from the root folder to the subfolder they need. As a result, the actual folder structure is Templates/Fluix Library of Templates/Inspections Reports/2020/October, while the virtual folder structure, which is displayed to the user is Templates/October Inspections Reports.
Additionally, not only one folder but the multi-level virtual folder structure can be created on the level of the Templates, Cabinet, and Company Drive. For doing this, the Fluix admin needs to configure the path, which will lead the user to the necessary folder by adding two slashes (//) into the path itself, which creates a subfolder in the parent folder to the left from // symbols. The virtual folders can be created indefinitely and contain multiple levels (3, 4, 5, etc), for example, Folder//Subfolder//Subsubfolder//…//Subsubfolder.
As an example, the following path can be used for creating the multi-level virtual folder structure:
As a result, the actual folder structure is Templates/Fluix Library of Templates/Inspections Reports/2020/October/Week 2, while the virtual folder structure, which is displayed to the user is Templates/October Inspections Reports/Week 2.
Feel free to contact us at support@fluix.io if you have any questions.
