Document Sections (web app)

Templates

In Templates you can access forms that are synced from the folder on your company cloud storage.

There are two ways of working with documents from Templates:

1. Blank forms that are used for repetitive job and submitted to the next stage as per workflow rules, preconfigured by your company Admin. In this case once you open a form in Templates and start making changes, a copy will be saved to Drafts on your device, while template itself will stay always intact.

2. Documents that are distributed by company Admin for your review. The document can be accessed in view-only mode.

1. Templates with preconfigured submit action

As mentioned above, this option is configured by your company Admin to provide you an access to the templates that you can use for repetitive work.

After you pick up a new form from Templates and start working with it, a copy with your changes will be automatically saved to Drafts. The initial form available in Templates always stay blank.

To save changes, tap Back button in the upper right corner. In addition, all your changes are automatically saved every 3 min.

Each document is saved to Drafts with the original name (as in Templates), however you can rename it by selecting it and clicking Rename. In the same way you can delete a draft document:

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.

If more than one action have been preset by your company Admin, you will see the alternative actions once you tap the Submit button.  

After you submit the file, it will follow the preconfigured submit rules and will be saved in the Completed section (if the file does not require any further actions from other workflow participants), or the Reassigned section (if further actions need to be taken by your colleagues upon the document).

You can see up to 500 recently submitted files in Completed or Reassigned.

In case you do not see the Completed section, it means that it was hidden as per your company policy.

If pre-configured by your company Admin, you can also resubmit already submitted files from the Completed section. In case you need to correct a misprint or make any edits, choose the option called Edit. If you need to create a copy, choose Create a Copy. In both cases each resubmitted document will come as a separate copy (won’t overwrite the very first version).

2. Templates without submit action

If there are no submit actions configured by your Admin for Templates, the document is available in view-only mode. On iOS device the behavior differs: you can still make changes to the file and its copy will be saved to the Personal section that will be available in web version of the app. In the Personal section you’ll be able to rename, delete or move files to other local subfolders.

Can’t find what you’re looking for? Feel free to contact us at support@fluix.io if you have any questions or comments.

My Inbox

My Inbox section becomes active if you receive a document that requires an action from you. The document can come from your company admin, your colleagues or customer whom you sent the document for signature.

When a new document lands in My Inbox, you receive a notification by email (if this option is enabled by your company account Admin).

In My Inbox you can see who sent the document, when and its status:

• Declined (signer declined to sign the document)
• Signed
• Expired (signer didn’t sign the document and the link to the document got expired)
• Voided (by you or your admin)
• Overdue (the document stays in My Inbox for a longer period than expected by your admin and an immediate action is required from you)

Once you open a document, you can see the comment (if any) from your customer or colleague.

When you’re done making changes to a document, you can manage it in one of the following ways:

1. Submit to the next stage. If you finished working on the document, tap Submit button 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. Choose the appropriate action based on your workflow if a dropdown menu is displayed.
2. Save to Drafts. Upon first modification, a document moves from My Inbox to Drafts. Once ready, you can submit the document from Drafts by tapping the Submit button.

After the document has been submitted, a copy of it 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 a document in My Inbox needs to be deleted, you can do it in a following way:

1. Open My Inbox, make any modification in a document

2. Tap Back button in the upper right corner -> this moves the document from My Inbox to Drafts

3. Go to the Drafts tab -> swipe left -> tap on trashcan and delete the document.

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

Group Inbox

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 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.

Once a day you receive an email digest listing all available documents in Group Inbox at that moment. Contact your company account Admin to manage your email preferences.

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

Cabinet

In the Cabinet section you can access documents that are available to a group of people in your Fluix account.

In order to start working with one of such documents, open it and tap Assign to me in the upper right corner.

At that point the document will land in Drafts. Other members will see the Taken label next to such 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 Back button.

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

Reassigned

The Reassigned section stores max 500 latest files in non-editable format that were passed by you on to other members of the workflow. In this tab, you can see whom you’ve reassigned the files, and when. Note that reassigned files are shown only for your reference and are non-editable.

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

Drafts

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.

To Rename or Delete a draft document, select it, and choose one of the options:

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 come back to your documents in Drafts and submit a document from there by tapping on the Submit button.

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).

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

Completed

The Completed section contains a list of the last 500 documents that you submitted. You can use them for reference or apply changes and resubmit them directly from this section. Resubmitting files from Completed is available if configured by your account Admin. Resubmitted files will be delivered as a separate copy to the final destination indicating time of submission.

The files from Completed can be resubmitted as many times as needed.

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

Sent for Signature

In the Sent for Signature tab, you can see the files that were emailed and are waiting to be signed externally.

If you need to revoke the signature request and make a document unavailable for the signer, go to Sent for Signature-> select the document and click Void. The document will be returned to the My Inbox section.

Once the document is signed or declined, or returned as expired, it will also land in the My Inbox section.

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

Company Drive

The Company Drive section includes the files from your company cloud storage.

There are two ways to work with the files in Company Drive (preconfigured by your account Admin):

Two-way sync. The content of the folder on company storage will sync to your device. All changes made by you will sync back to storage, i.e. original files in the folder will get overwritten.

One-way sync. The content of the linked folder on company storage will sync to your device. The files are accessible in view-only mode and no changes allowed.

Note: On iOS device the behavior differs in this case: you can still make changes to the file and its copy will be saved to the same folder and will be available in web version of the app. In the Personal section you’ll be able to rename, delete or move files to other local subfolders.

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

Personal

Documents land in the Personal section of web app in a couple of cases:

— pushed to you by your company Admin

— saved local versions with changes from the Templates section if the submit action is not preconfigured by your company Admin.

In all scenarios the documents cannot be submitted as these aren’t a part of a document flow, but they can be easily viewed and shared if allowed as per your company policy.

You can download, rename, copy, move and delete a document by selecting it and choosing the respective option:

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