Use Case Tutorials

How to Configure Efficient Safety Communication: Simplifying Document Distribution

Fluix is a web and mobile-based cloud platform that simplifies digital document management and workflow automation. It helps teams automate the distribution of critical safety documentation, such as:

• Weekly Safety Messages: Topics might include Working Safely Checklists, Incident Reviews, and Safety Training Verification.
• Toolbox Talks: Record attendance and collect signatures for pre-start talks or safety meetings.
• Job Hazard Analysis: Document job and safety analyses for specific projects. For tasks like excavation, scaffolding, or equipment operation.

Let’s explore one of the scenarios on how you may configure the Safety Documents Distribution in Fluix:

1. You configure the workflow process in Fluix Admin portal.
2. Field technicians complete preconfigured Safety forms on their iPads.
3. Once completed, they upload the forms to Fluix or third-party storage to archive and email them to the back office.
4. Fluix extracts data from the forms to improve project visibility. Your Data Analysts can also export this data to tools like Power BI to enhance safety response times and detect potential issues.

How to Build a Workflow in Fluix

Creating workflows in Fluix doesn’t require IT expertise. Admins can configure workflows in a few steps:

Step 1: Define Participants of this flow

Start by defining the participants of your flow. For this, navigate to the Participants > Groups tab and create the Groups you want to be involved in the built workflow. Then, add users to your account and organize them into groups:

1. Go to Participants > Users tab and click New User button.
2. Enter the user’s details and select the group to which you would like to add them, then click Create. The user will receive an email invitation to set up their password.
   
   • Note: Users in a group will have access to all documents configured for that group in different workflows. Learn more about user groups here.

Step 2: Mapp and build a Workflow

A workflow is a way to automate the distribution of your safety documents. To start building a workflow:

1. Go to Workflows section and click New Workflow.
2. Name the workflow in the upper left corner of the workflow builder (admins only will see this name).
3. In the Participants section, select existing group e.g. Field Technicians, individual users, or all users working with the documents within this workflow.
   
   Note: You may create a new group of users or add a user right from the workflow builder by clicking Add participant -> Create New Participant -> in the opened window select the preferred option.
   
4. Choose the document source, the path where the initial Safety document version will be stored and distributed to the users. You may select Fluix Storage as a document source or your third-party storage. To learn more about supported third-party storages, check these articles.  
   
   Template document source: Ideal for distributing blank forms and protecting the original files on your storage from being overwritten. Users work with a new revision of the file while the original one stays intact. Upload safety forms to the designated folder (e.g., Safety Documents) via Workflow Setup > File Storage section so your users can access these documents later on their devices.
   
   
   
5. Set up how and where the users submit completed forms.

Submission to the storage to archive the documents

1. Click Choose Action and select Upload to Folder as one of the submit rules.
2. Map the folder path in Fluix or your third-party storage. This is where your users’ safety documents will be stored after they are submitted on their devices.
3. Optionally, enable automatic subfolders for each user by checking the box Create user folder.
   
   

Submission by Email

1. Add a Send by Email action.
2. Predefine recipient email addresses (this can be your shared backoffice email or any other recipient who should be notified about all the safety documents that are being submitted within this workflow).
3. By selecting the box Allow user to add more recipients you may let your users add more recipients to the email copy when they submit the documents.
4. Configure the subject of the email: you may use the following trick %document% to pull out the name of the completed file to the subject line upon submission of the file.
   
   

Choose a file format for both submit rules:

• Editable PDF: Keeps forms editable.
• Flattened PDF: Submits non-editable forms (digital signatures will not be editable).
• XFDF: Submits form data only.

Data Extraction

• Add an Extract Data action to retrieve form data into Fluix datasets. Data collected from the forms will be available in the Results -> Datasets section of the Admin Portal. 

Step 4: Activate and Test the Workflow

1. Save and publish the workflow. The final look of the workflow draft will look like this:
   
   
2. Add yourself to the group that participates in the workflow and test it:
   • Open the Fluix app on an iOS device or click User App in the admin portal in web browser.
   • Navigate to the configured Templates section, open the folder that your configured as a document source,  complete a form, and submit it.
3. Verify the form in the preconfigured destination and check the collected data in Datasets section of the Admin portal.

Step 5: Monitor and Manage Documents submitted by your users

1. Use the Document Status tab to track document progress under different statuses (e.g Drafts, Completed).
   
   • Track the documents’ history by clicking Show History to check all the changes done with the file;
   • Download completed forms in editable format if necessary;
   • Reassign the document to another user from the group in case the current one is not able to finish work on it.
   • Track the deleted workflow documents;
     
2. In the Template Sync Status section, check if all group members have synced their devices with the workflow. This will ensure that the users have access to the latest versions of the documents they need for work.

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