Fluix is a business process management software that helps companies to go paperless and automate their processes.
Once your account is set up by your company administrator, you will receive an invitation email to proceed with generating your login password. You can log in to Fluix from your iPad, iPhone, Android device, or web browser on any device.
If you choose iPad or iPhone, download the Fluix app from the App Store (or MDM if used by your company) and log in to the app using your email and password. To log in via web browser, proceed to https://login.fluix.io
Once logged in, you’ll see the list of tabs with folders and files. Depending on your company setup, the tabs may vary.
With Fluix you can easily fill out and sign PDFs, add photos and scan barcodes, make annotations, submit documents to the next step, review and approve, capture customer signatures, etc.
This guide provides tips on how to use Fluix, manage documents and how to troubleshoot in case something goes wrong. If you need any help, you can also reach out to us at support@fluix.io.
Was this article helpful?
Thanks for your feedback!
Oops, something went wrong. Please, try again later.
To track all new documents synced on your device, tap on the Notifications section. There, you will see the list of documents that were synced on your device and the section where they are located. On top, you’ll see the number of unread notifications; in the list, they will be marked with blue bullet points next to the document names. Please tap on the document to open it.
To collapse a section, tap on it. Also, you can clear all updates in any section by tapping Clear.
Feel free to contact us at support@fluix.io if you have any questions or comments.
Was this article helpful?
Thanks for your feedback!
Oops, something went wrong. Please, try again later.
In Templates, you can access documents that are synced from the folder on your company storage:
There are two ways of working with documents from Templates:
Blank forms that are used for repetitive jobs and submitted to the next stage as per workflow rules, preconfigured by your company’s Admin;
The documents are distributed by the company Admin for your review. Any changes you make will be available to you only, and there is no preconfigured submit action.
In both cases, once you open a document in Templates and start making changes, a copy will be saved to your device, while the template itself will always stay intact.
Templates with preconfigured submit action
As mentioned above, your company’s Admin configures this option to give you access to templates for repetitive work.
After you pick up a new form from Templates and modify it (fill out a form field or add an annotation), a file with your changes will be automatically saved to the Drafts section of the app. The initial form available in Templates always stays blank.
To save changes, tap the Back button in the upper left corner. All your changes are automatically saved every 3 minutes.
Each document is saved to Drafts with its original name (as in Templates); however, you can rename it by tapping on the Back button in the opened document. You will be able to rename it in a new window.
Note: If a file contains an automatic naming convention created by your Admin, the name is generated based on specific fields you fill out in the document. In this case, you are not allowed to change the name manually.
If your company Admin has preset more than one action, you will see the alternative actions once you tap the Submit button.
After you submit the file, it will follow the preconfigured submit rules. It will be saved in your Completed (if the file reached its final destination) or Reassigned section (if further actions need to be taken by your colleagues upon the document):
Up to 500 recently submitted files can be seen in Completed or Reassigned. To save space on your device, you can regulate the number of displayed documents in the app Settings -> File Manager section or by clicking the Change button at the bottom of the screen in the Completed or Reassigned sections.
Note: If you do not see the Completed section, it was hidden per your company policy.
If pre-configured by your company Admin, you can also resubmit already submitted files from the Completed section. Each resubmitted document will come as a separate copy (won’t overwrite the very first version).
Templates without submit action
If there are no submit actions configured by your Admin for Templates, once you make any changes to the file originating from Templates, you may save a copy to the Personal or Company Drive section by tapping Back and selecting the folder. In these sections, you can rename, delete or move files to other local subfolders.
You can also rename the document by tapping on the pencil icon:
Feel free to contact us at support@fluix.io if you have any questions or comments.
Was this article helpful?
Thanks for your feedback!
Oops, something went wrong. Please, try again later.
If the document requires action from you, it will become available in the My Inbox section. The document can come from your company admin, your colleagues, or a customer to whom you sent it for signature.
When a new document lands in My Inbox, you receive a notification in the app. Once a document is sent to My Inbox, you also get a notification by email (if this option is enabled by your company account Admin).
In My Inbox, by tapping on three dots next to the file name, you can see the document’s status and by whom the Last Action in the document was done:
Expired – signer didn’t sign the document, and the link to the document expired.
Declined – signer declined to sign the document.
Voided – you or your admin returned the document before the signer signed it.
Signed –the signer has already signed the document and sent it to you;
Overdue – the document stays in My Inbox for a longer period than expected by your admin and immediate action is required from you.
Once you open a document, you’ll notice a dot next to the Document Activity icon if the document has a recent activity from your customer or colleague. Tap on it to see the details.
When you’re finished making changes to a document, you can manage it in one of the following ways:
Submit to the next stage. If you have finished working on the document, tap Submit in the upper right corner. Fluix will then take the document to the next step of the workflow, pre-configured by your company account Admin. If a dropdown menu is displayed, choose the appropriate action based on your workflow.
Save to Drafts. Upon first modification, a document moves from My Inbox to Drafts. Once finished annotating, you can submit the document from Drafts by tapping Submit.
After the document is submitted, a copy is saved under Completed (if this is the last step of the workflow and it’s pre-configured by Admin) or Reassigned (if other members of your team need to work on the document).
How to delete a document from My Inbox?
If you need to delete a document in My Inbox, you can do it in the following way:
Open My Inbox, and make any modification in a document (annotation, fill out any field).
Tap Back in the upper right corner. This moves the document from My Inbox to Drafts.
Go to the Drafts tab, tap on three dots next to the name of the document, tap Delete, and confirm the action.
Feel free to contact us at support@fluix.io if you have any questions or comments.
Was this article helpful?
Thanks for your feedback!
Oops, something went wrong. Please, try again later.
The Group Inbox section becomes active if you receive a document that has been sent to a group of people that you belong to, and an action is required from one of you:
Once you receive a document in this section, you will need to assign it to yourself in the lower right corner to be able to edit and annotate:
Once assigned to yourself, the document moves from Group Inbox to Drafts as a draft and becomes unavailable to other members of the group.
After making changes to the document, you can either submit it by tapping the Submit button in the top right corner or save a draft to Drafts by tapping the arrow in the top left corner.
Once a day, you receive an email digest listing all available documents in the Group Inbox at that moment. Contact your company account Admin to manage your email notifications preferences.
Feel free to contact us at support@fluix.io if you have any questions or comments.
Was this article helpful?
Thanks for your feedback!
Oops, something went wrong. Please, try again later.
In the Cabinet section, you can access documents available to a group of people in your Fluix account.
To start working with one of these documents, open it and tap Assign to me.
At that point, the document will land in Drafts on your device. Other members will see the Taken label next to such a document, and it will be available for viewing only.
After making changes to the document, you can either submit it by tapping the Submit button in the top right corner or save a draft to Drafts by tapping the arrow in the top left corner.
Feel free to contact us at support@fluix.io with any questions or comments.
Was this article helpful?
Thanks for your feedback!
Oops, something went wrong. Please, try again later.
Upon first modification, all documents are automatically saved to the Drafts section. You can think of Drafts as a draft section in your email box.
You can rename, copy, or move the document to another folder in Drafts, pin it, and delete it. If your company account Admin has enabled this option, you may also email the document by tapping the three dots next to its name.
Note: if a file contains an automatic naming convention created by your Admin, the name is generated based on certain fields you fill out in the document. In this case, you are not allowed to change the name manually.
You can always return to your documents in Drafts and submit them from there by tapping on the Submit button in the upper right corner.
Once submitted, a copy of the document will be saved under Completed (if allowed by your account Admin) or Reassigned (depending on the preconfigured document flow).
Can’t find what you’re looking for? Feel free to contact us at support@fluix.io if you have any questions or comments.
Was this article helpful?
Thanks for your feedback!
Oops, something went wrong. Please, try again later.
The Outgoing section stores documents that have been submitted but cannot be sent from the device at this moment because of a lack of (or poor) Internet connection.
When you submit the document with a poor or no internet connection, you may see the notification below.
Once the Internet connection is established, all the documents in this section will be automatically sent.
If a document gets stuck in Outgoing, force quit the Fluix app by following one of the guides below:
iPad new generation:
From the Home Screen or inside an app, swipe up from the bottom and hold. You will see all open apps and their preview. Swipe horizontally to find the app you wish to close. Finally, swipe up the app card to force quit it.
iPad old generation:
Double-click the Home button to see the most recently used apps. Swipe right or left to find the app that you want to close. Swipe up on the app’s preview to close the app.
After that, relaunch the application and check the Outgoing section. Once documents are submitted from the device, they will land in Completed (if allowed by your account Admin) or Reassigned (depending on the preconfigured document flow).
Can’t find what you’re looking for? Feel free to contact us at support@fluix.io if you have any questions or comments.
The Completed section contains a list of the last 500 documents you submitted, which you can use for reference.
Organize documents in the Completed section by creating folders
To keep the files organized, you may create folders by tapping “+” on the folder icon as shown below and add the respective documents there:
If you do not see the Completed section, it means that it was hidden per your company policy.
If pre-configured by your company Admin, you can also edit and resubmit already submitted files from the completed section or create a copy of the completed document. In order to do so, open the respective document in the Completed section and tap the Actions button, where you will see two options:
1) Edit & Resubmit option will allow you to make additional annotations and/or edits to the document and resubmit it accordingly. Please note that each resubmitted document will come as a separate copy (won’t overwrite the very first version).
2) The Create a copy option allows you to duplicate the already completed document so that the edits initially added to the original document remain in the created copy.
Use Storage Space on your Device Wisely
Up to 500 recently submitted files can be seen in Completed or Reassigned. To save space on your device, you can regulate the number of displayed documents in the app Settings -> File Manager section or by clicking the Change button at the bottom of the screen in the Completed or Reassigned sections.
Customize Document Display View
You may also choose the most convenient way for you to display the completed documents in the list or grid view, as shown 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.
Reassigned section stores the 500 latest files in a non-editable format that you passed on to other workflow members. Note that reassigned files are shown only for your reference and are non-editable.
To see to whom the documents were reassigned, please tap on the three dots next to the document’s name. Next to the Last action, you will see the name of the Group to which the document was reassigned according to the workflow setup preconfigured by the Fluix account admin.
You will also be able to pin the documents to have quick access to them through the Pinned section. If your Fluix account admin allows such actions, you may also email the documents and share them with third-party platforms.
To see the whole history of the document you’ve been working with, tap on the Document Activity option from the list. To learn more about the Document Activity feature, check the article How to Track Document Activity on the Device.
Use Storage Space on your Device Wisely
The Reassigned section can display up to 500 recently submitted files. To save space on your device, you can regulate the number of displayed documents in the app Settings -> File Manager section or by clicking the Change button at the bottom of the screen in the Reassigned sections.
Can’t find what you’re looking for? Feel free to contact us at support@fluix.io if you have any questions or comments.
Was this article helpful?
Thanks for your feedback!
Oops, something went wrong. Please, try again later.
In Sent for Signature tab you can see the documents that were emailed and are waiting to be signed.
If you would like to check the email address of the recipient to whom the document was sent to be signed, open the Sent for Signaturesection and tap on the three dots next to the document’s name. In the opened window next to the Last action, you will see the recipient’s email address.
If you need to revoke the signature request and make a document unavailable for the signer, go tothe Sent for Signaturesection, tap on the document to open it, and tap the Void button in the upper right corner.
Can’t find what you’re looking for? Feel free to contact us at support@fluix.io if you have any questions or comments.
Was this article helpful?
Thanks for your feedback!
Oops, something went wrong. Please, try again later.
The Company Drive section includes the files from your company storage.
There are three ways to work with the files in Company Drive (preconfigured by your account Admin):
Two-way sync. The content of the folder on remote storage will sync to your device. All changes made by you will sync back to storage, i.e., the original files in the folder will get overwritten.
One-way sync.The content of the linked folder on remote storage will sync to your device. All changes you make to files on the device will be saved in a created copy on the device only, while the initial files on storage will stay intact.
Manual download. Your device displays a list of files and folders located in the linked folder on remote storage. Files are downloaded only when they are opened. You can make any changes to the files, and they will be saved on your devices only. This option is usually selected to save device space.
There are a few ways to work with files and folders in Company Drive. Tap on Edit in the upper right corner, select a file or folder, and select an action on the left side bar:
Actions you may take with documents and/or folders from Company Drive
Pin—If you want quick access to the respective document from different sections of your account, you can tap the Pin option to save it to the Pinned section.
Admin-Configured Document Features
You may take many additional actions with the documents if your Fluix account admin has activated these features. Let’s check them below:
Mail to — email files outside of the preconfigured workflow participants.
Copy — copy files and paste them into another folder.
Rename — rename files respectively.
Move — move files from one folder to another.
Zip — compress files into a zipped folder
Delete — delete files.
Open in — open files in another application.
Pause Sync—You may prioritize sync of the needed folders in the Company Drive section by pausing sync for the folders that you do not need access to right away. To learn more about Sync Control in your Fluix App, check the article How to Regulate the Sync Process in the Fluix App.
Can’t find what you’re looking for? Feel free to contact us at support@fluix.io if you have any questions or comments.
Documents land in the Personal section in a couple of cases:
— moved or copied from the Company Drive section;
— saved local versions with changes from the Templates section if the submit action is not preconfigured by your company Admin
— saved by you from other applications.
Please note: In all scenarios, the documents cannot be submitted as these aren’t part of a document flow, but they can be easily viewed, annotated, and shared if allowed as per your company policy.
To share the document, tap on three dots next to the name of the document, tap Mail to option, or scroll down the menu and tap Share option. Please note: these options will be available in case such actions are allowed by your company account Admin in the Fluix Admin Portal).
In addition, you may pin, rename, copy (if your company account Admin has enabled this option), zip, and delete the documents.
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 Recents section is a list of files that have been recently opened.
Tap on the three dots next to the name of any document in the Recents section to check the initial document’s location in the Fluix app and the document’s modification date. You can choose one of the options below:
Reveal – will redirect you to the section in the Fluix app where this document is located.
Pin – will move the document to the Pinned section of the app to give quick access to the document.
Share—This option allows you to share the respective document with anyone using any third-party tool or save a document to your device (if this option is enabled by your company account Admin).
To remove documents from the Recents section, tap the Clear button in the upper right corner of the screen.
Can’t find what you’re looking for? Feel free to contact us at support@fluix.io if you have any questions or comments.
If you would like to quickly access the respective document from different sections of your account, you may save it to the Pinned section.
This can be done by clicking on the three dots next to the document’s name and selecting the Pin action.
Once done, the pinned document will be available in the Pinned section of the app. When you start making edits to the document in the Pinned section, it can be saved to the folder in either the Personal or Company Drive sections.
Can’t find what you’re looking for? Feel free to contact us at support@fluix.io if you have any questions or comments.
You can control which folders to sync to your device first in the Templates and Company Drive sections if your Fluix account admin has enabled this feature for you.
When Is This Useful?
Your Fluix setup includes many documents that take up storage space when fully synced.
You often work in areas with weak or unstable internet.
You want to prioritize syncing specific folders before syncing all the documents configured for you by your Fluix admin.
Let’s walk through how you can optimize your daily work using Sync Regulation.
Ways to Pause or Resume Sync
1. Pause Sync for an Entire Section
Tap Pause Sync next to a section name to stop syncing all its folders.
Tap Resume Sync when you’re ready to restart syncing for that section.
2. Pause or Resume Sync for a Single Folder
Tap the three dots next to a folder. Select Pause Sync to stop syncing it.
Tap Resume Sync when you want to restart it.
Note: You can only pause sync for root folders. Subfolders can’t be paused individually. When you pause a sync for the root folder, all its contents’ sync is paused too.
3. Pause Sync for Multiple Folders
Tap Select, choose the folders you want to pause, and then tap Pause Sync.
Note: If you use the Resume Sync option from the three-dot menu, only that one folder will resume syncing.
If you have any questions or feedback, feel free to contact us at support@fluix.io.
Was this article helpful?
Thanks for your feedback!
Oops, something went wrong. Please, try again later.
The Fluix app is a tool for filling out PDFs, collecting signatures, uploading images, and seamlessly submitting documents according to your business processes. It also enables you to track the progress of your documents, showing when and by whom they were submitted to their final destination. Let’s explore how to use the Document Activity feature in the Fluix app. The Document Activity feature provides a clear overview of the progress of documents you are working on or have worked on, including their status, the name of the current assignee, comments if any were added, all that directly from the app.
How does it work?
Note: this feature is available starting from Fluix app version 3.22. You may upgrade the app through the App Store.
This feature is available in the following sections of the Fluix app:
Group Inbox
My Inbox
Drafts
Sent for Signature
Reassigned
Completed.
The Document Activity works online and offline, but its functionality depends on whether your app is synced with the latest updates.
Online Mode: If your Fluix app is synced with the most recent updates, the Document Activity window will display accurate and up-to-date information about the document’s history.
Offline Mode: If you’ve been working offline, the Document Activity data may not reflect the latest updates. To ensure you see the most current information, connect to a stable internet connection and allow the app to complete the sync. For detailed instructions on syncing, refer to this article.
Navigate to the desired section of the Fluix app (e.g. Group Inbox, My Inbox, etc.). Open the document for which you want to view the activity.
You’ll notice a dot next to the Document Activity icon if the document has a recent activity.
Tap the Document Activity icon to open the window displaying the last 50 events related to the document. These events include:
The initial source of the document
Time and details of document modifications
Current status
The group or user working on the document
Please note: 1. Comments exchanged among team members while collaborating in the Group Inbox will be displayed in the Message section of the Document Activity.
2. If you submit the documents via email (as per the workflow set by your admin) and manually add recipients to the list, the Document Activity section will display only those recipients you added. Preconfigured email addresses set by your Fluix admin will not appear.
In case you need our assistance, feel free to contact us at support@fluix.io, we are always here to help!
Was this article helpful?
Thanks for your feedback!
Oops, something went wrong. Please, try again later.
The Fluix Docs app offers a variety of practical actions to help you manage documents and folders more efficiently in your daily work. The available options may vary depending on which features your Fluix admin has enabled for you.
Actions Available by Default
1. Pin Documents.
Want quick access to a document from anywhere in your account? Tap Pin to add it to your Pinned section for easy access.
2. Organize Completed Documents
Keep your files structured by creating folders. Tap the “+” icon on the folder screen, then add documents to the folder you’ve just created.
Admin-Enabled Document Actions
If your Fluix admin has enabled additional features for you, here’s what else you can do:
1. Mail to — Send files via email, even to people outside your workflow. You will then be prompted to choose what format you would like the file to be sent in:
An editable form.
A flattened Copy—This is sent in a non-editable form but can be accessed by most PDF viewers. Pop-up notes are not added to a flattened copy.
Annotations Summary – Send as a document with a list of annotations in the email body.
2. Copy — Copy files and paste them into another folder. 3. Rename — Update file names for better clarity. 4. Move — Transfer files between folders. 5. Zip — Compress files into a zipped folder. 6. Delete — Remove files you no longer need. 7. Open in—Open files in another app on your device. Then, you can choose to send the document in an editable or flattened format.
8. Pause Sync — You can pause sync for specific folders in the Company Drive or Templates section. This helps you focus on syncing only what you need at the moment.
When you open the document, if configured by your Fluix admin, you have some additional sharing options to manage your files, for example:
1. Insert File — If activated by your Fluix account admin, you may combine documents in your account using the Insert option.
2. Print — A dialog will pop up, in which you can select which printer to use and the number of copies you want to print.
3. Go to Page—This function lets you quickly and easily navigate to the respective page in documents with a large number of pages.
4. Clear Form — This option is available only for fillable PDF forms.
Can’t find what you’re looking for? Feel free to contact us at support@fluix.ioif you have any questions or comments.
Was this article helpful?
Thanks for your feedback!
Oops, something went wrong. Please, try again later.
