Here is how to create and manage Workflows in your Fluix account.
Here are some additional learning resources that will help you understand the Fluix Tasks better.
Two Steps Before You Start Creating a Workflow
Workflow Elements
Building and setting up a Workflow Chart
Configuring a Task
Activity Status
Here is how to create and manage groups in your Fluix account.
From the main menu in the Fluix Admin portal, click ‘Configuration’ and navigate to ‘Groups’.
Click ‘New Group’, then give your group a name.
Add as many users as necessary by clicking on the ‘Add User’ button.
Finalize and save your new group by clicking the ‘Create’ button.
Select a group to highlight the list of options above the list of group names.
Click ‘View Details’ to see which users are in the group and their latest activity, as well as how permissions are configured, and the status of documents in the group.
Click ‘Add Users to Group’ to add new members to it. A user can participate in multiple groups.
Click ‘Rename’ to change the group name.
Or click ‘Delete’, if you no longer need the selected group.
If you’re looking for a software solution that can automate manual paper-centric processes and drive efficiency across your entire business, you’re on the right track.
With Fluix, you can easily streamline the flow of digital documents between your field teams, office managers, and customers. You don’t need to be tech-savvy or spend hours of time learning the basics and training your colleagues – you and your team can get started using Fluix right away, and you’ll always be supported by our world-class customer service team.
Fluix consists of two parts: the Admin Portal and the user app on iOS devices or web.
Right now, we’re in the Admin Portal – the heart of Fluix – where you can configure any kind of workflow, manage app users, organize file structure and storage and define file-sharing settings.
You’ll also be able to track documents your field teams work on, analyze data collected in the field, and perform many other time and cost-saving tasks.
The starting point is the Workflow Setup section. Check our Workflows overview to learn more about workflow capabilities and how they’ll benefit your team.
Here is a brief tutorial on how to add users to your Fluix account:
From the main menu in the Fluix Admin portal, click ‘Configuration’, and then navigate to ‘Users’
To add just one user, click the ‘New User’ button. Enter their full name and the email address they’ll use to log into Fluix, and click ‘Create’. The user will be sent an email to prompt them to set their own password and log into Fluix.
To bulk upload multiple new users in one go, click the ‘Import/Export’ button, select ‘Import Users Via CSV’, and then click ‘Browse CSV File’ to upload your user’s details in a CSV file from your computer. A sample CSV format is shown in this section for your convenience.
You can add your new users to existing groups by clicking ‘Choose Default Group’ and selecting a group from the drop-down options.
Finally, newly added users will receive an email inviting them to log into Fluix
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.
Here is how to create user roles in your Fluix account.
From the main menu in the Fluix Admin portal, click ‘Configuration’.
In the side menu on the left of your screen, click ‘Roles’. Here you’ll see an overview of all users in your Fluix account.
To create a new role for an existing user, click the ‘New Role’ button in the top right corner of your screen. You can choose a pre-existing role or select ‘Blank Template’ to create a new one.
To create a new role, click ‘Blank Template’, then enter the name of the user who you’d like to assign the role to, and click ‘Select’. Next, set the permissions you’d like the users who are assigned this role to have, then give the new Role a name in the text box in the top left corner of your screen, and finish by clicking the “Save & Apply” button to successfully create your role.
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.
For more information about Fluix Storage, check out the Document Storage Options tutorial.
Let’s take a look at how to work with the security settings in your Fluix account.
From the main menu in the Fluix Admin portal, click ‘Configuration’. You’ll see three options under the Settings section: Security, File Sharing, and Email Notifications.
In the Security section, you can choose to allow users to work offline on an iOS device, and you can also enable Two-factor Authentication.
Further down the page, you’ll see three options that will allow you to decide how long documents will be kept on Fluix’s servers.
Next, you’ll see the option to allow users to store their signature on their iOS devices.
The final section of Fluix’s Security Settings is the default PDF password option, which allows your users to open password-protected PDFs without entering a password each time.
Let’s take a look at remote document storage options.
Fluix provides its own cloud storage and also integrates with all major cloud services.
You’ll find both options under the Configuration tab in the main menu of the Fluix Admin Portal.
Let’s take a look at Fluix Storage first.
As an Admin, you have access to Fluix storage right away – it’s already set up and ready to go in your Fluix account.
We recommend using Fluix Cloud Storage because you can keep all of your documents and workflow processes in the same place, as well as uploading files, renaming or sorting them into folders, checking previous versions of files and recovering deleted ones.
You can choose the access permissions for specific users, as well as the actions they’ll be permitted to take. We’ll show you how to do that in more detail in a separate tutorial.
For now, let’s take a look at remote storage options.
If you’re already using a cloud storage solution like Dropbox, Google Drive, Box, One Drive or SharePoint, you can easily connect it to Fluix by navigating to ‘Remote Storages’ and clicking on the ‘Connect Storage’ button. You can also connect your own on-premises company storage via WebDAV, FTP or SFTP.
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:
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.
To learn how to configure a workflow in Fluix, check out the tutorial article How to create and test a workflow in Fluix.
Here is how to create and test a workflow in your Fluix account.
To create a workflow, click ‘Configuration’ from the main menu in the Fluix Admin portal and select ‘Workflows’. From there, click ‘New Workflow’.
You can give your new workflow a name in the top left corner of your screen.
Now let’s add some participants. We recommend adding users to workflows in groups, which you can create.
After you’ve added participants, you’ll need to select a source for the documents. The source is the place from which your participants will take templates and documents to work with. There are various different sources – but the most common source is templates, where users will find blank templates to work with. Next, choose the location where the templates are stored. This could be Fluix storage, or your own remote storage solution. Select the storage folder by hovering over the folder you want and clicking on the small circle to the right of it. Then click ‘Done’.
Our final step is to specify submit rules. These rules dictate the direction of a document’s journey through the workflow after it has been submitted by a user. You can choose from a variety of actions, depending on your company’s individual processes and needs.
For example, if you need all documents from a field team to be saved directly to your company’s archive in the office as soon as they’re completed, you would choose the ‘upload to folder’ option, then select your company’s storage. You can create a new folder for your archive by clicking ‘new folder’ and giving the folder a name. The new folder will be highlighted already, so you just need to click ‘Done’.
Next, you can select the format that the documents will appear in your new archive folder as. You can choose Editable PDF, XFDF or flattened PDF, if you’d like to protect it from any further changes after it’s submitted to the archive folder.
If you would like your documents to be sorted by the field team users who submit them, you can check the small box to enable ‘create user folder’. This will create sub-folders within the main archive folder. You can add additional submit actions as necessary, which will happen simultaneously with the first action.
You can also add alternative submit rules, which would be presented as additional options to the user at the time of submitting the document. Then they can simply tap the appropriate option on their iPad to select which journey the document should take when they submit it. For this reason, it’s important to give clear names to your alternative submit rules, as these names are what the user will see on their iPad.
Now that we have created and named our new workflow, added participants, selected sources for the documents and added submit rules, let’s make it live by clicking ‘Save and Publish’ in the top right corner of your screen.
To test the workflow, make sure you have your files uploaded into the templates folder you connected as your source, then navigate to the user app and submit a document to test out your very first Fluix 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.
Let’s take a look at the email notification settings in your Fluix account.
From the main menu in the Fluix Admin portal, click ‘Configuration’. You’ll see three options under the Settings section: Security, File Sharing, and Email Notifications. Click ‘Email Notifications’.
In this section, you can control the email notifications that will be sent to Admins, Owners, and Users in Fluix.
You’ll also see a subsection for email customization, where you can change the text in the emails new users receive when they first join Fluix, as well as the text in the email users will receive when a file is submitted via email.
You can also add your company’s logo to the email templates, which is helpful when sending documents for signatures to people outside of Fluix.
Let’s take a look at the file-sharing settings in your Fluix account.
From the main menu in the Fluix Admin portal, click ‘Configuration’. You’ll see three options under the Settings section: Security, File Sharing, and Email Notifications.
Select ‘File Sharing’. Here you’ll see 5 options and a sharing options matrix section.
In this section, you can choose to allow users to transfer files via USB and/or iTunes, as well as allowing users to resubmit completed workflow documents.
You can also enable a setting to always flatten PDFs when sharing, so that they can’t be edited, and you can prevent documents with the exact same name from being submitted twice by enabling ‘Overwrite pushed documents with the same name in the app’.
To enable users to add the date and time and geolocation to PDF images, check the boxes next to those options in the ‘Adding to images in PDF forms on devices’ section.
Now let’s move on to the Sharing Options Matrix.
In this section, you’ll be able to set permissions for the Company Drive, the Personal tab in the Fluix app, and workflow documents.
‘Email’ allows users to email files directly via the default email app on iOS devices or on a 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 in other applications on a device.
‘Copy/Export files’ allows the copying and exporting of files within the Personal tab and Documents tab in Fluix.
‘Copy/Extract/Delete Pages’ allows the copying of individual pages, as well as the ability to extract and delete them.
Once these settings have been enabled in this section by an Admin, users will see the options appear in the Fluix app on their devices when they open a document.
Let’s take a look at how to work with the security settings in your Fluix account.
From the main menu in the Fluix Admin portal, click ‘Configuration’. You’ll see three options under the Settings section: Security, File Sharing, and Email Notifications.
In the Security section, you can choose to allow users to work offline on an iOS device, and you can also enable Two-factor Authentication.
Further down the page, you’ll see three options that will allow you to decide how long documents will be kept on Fluix’s servers.
Next, you’ll see the option to allow users to store their signature on their iOS devices.
The final section of Fluix’s Security Settings is the default PDF password option, which allows your users to open password-protected PDFs without entering a password each time.
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’.
Part 1. Extracting data from completed forms
Once the data is collected by the field teams and the forms are submitted, you can make the next step – which is to extract the data and export it in an aggregated way for further analysis and advanced reporting. This automated way of processing data completely eliminates manual effort, allowing you to make fast, data-driven decisions.
With that in mind, let’s take a look at how to extract and export data from Fluix.
To start collecting data, you first need to add a dataset as a submit action in a workflow. It’s important to note that the dataset will only start collecting data from the time it’s added to a workflow – it won’t retroactively pull in data from the past.
To add a dataset to a workflow, navigate to ‘Configuration’ from the main menu in the Fluix Admin Portal and select ‘Workflows’. Click on the name of the workflow you’d like to add the dataset to, then click ‘Edit Workflow’.
To add a dataset, click the small plus sign under the action point where you’d like to start collecting data from, and choose the ‘extract data’ option.
Then click ‘Add New Dataset’, give it a name, and press the ‘Enter/Return’ key on your keyboard.
Next, select the new dataset and then click ‘Done’. To save your changes, click ‘Save and Publish’. Your dataset is now connected to the workflow and it’s ready to collect data from the forms submitted by the participants of the workflow.
As soon as you have some forms submitted and data ready to export, navigate to ‘Data’ and select ‘Datasets’.
Part 2. How to export data
1. To export the data collected in datasets, select the dataset you’d like to export.
2. Click the CSV or Excel options to immediately download the Dataset to your computer.
3. To export the dataset to a third-party storage solution, you’ll need to know which format of data your third-party platform accepts. If it’s JSON, choose the Power BI link, and if it’s XML, choose the Tableau link.
4. By default, each dataset includes all of the fields that are present in submitted documents, and the fields are named exactly as they are in PDFs. Sometimes you might only need to export a specific portion of data, for example, perhaps you’d only like to see data from specific fields in a form – you can do this by creating a new data subset with filtered fields, which is a filtered view that you’ll be able to export separately.
To do this, select the main Dataset you want to filter, click ‘customize’, followed by clicking ‘Create new Subset’.
5. In the upper left corner, give your new subset a name. On the left, you’ll see a list of documents that have already been completed. Click on the fields on the document to select the ones you need to export, and they will appear in the list on the right. You can easily rename them for better reporting.
6. When you’re done, click ‘Save and Apply’ in the top right corner of your screen.
7. To export or download the new data subset, navigate to it, and select the option you need.
Part 3. How to configure email notifications
When the collected field data suddenly changes or is not within the expected values, you can get an email notification to act accordingly.
For example, say you have an Engineer conducting pressure checks on a water pipe system and logging the pressure readings in Fluix.
If they log a reading figure that’s different from a normal reading, you can set up Notification Rules in Fluix to send an email alert to anyone who should be notified of the pressure change.
This feature does not replace an entire emergency protocol or procedure, but it can help to keep everyone informed.
Part 4. How to provide access to Datasets
Datasets are part of the Fluix Admin Portal – this means only the Account Owner and Admins with adequate permissions can see and access them.
If you’d like someone else on your team to have access to datasets, perhaps to prepare reports and export data, you can assign a role to them with specific permissions to allow them to do that.
This role has been pre-configured in Fluix as a Data Analyst role. To assign this role to a user, navigate to ‘Configuration’ from the main menu in the Fluix Admin portal, then select ‘Roles’, and ‘New Role’ and choose ‘Data Analyst’.
Next, add the user you’d like to assign the role to and click ‘Select’. You’ll then be able to set specific permissions for them in the ‘Access To Datasets’ section. Finally, click ‘Save and Apply’.
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