Yes, this can be done using the Prefill functionality in Fluix. The prefill can be done in three different ways:
Prefill from Forms Completed in Previous Tasks
Prefill Initiated by Third-party Tool
Fluix initiates prefill from Third-party Tool
To set up the prefill of the forms from one task to another, follow the steps below:
Go to your Taskstream, drag and & drop the Forms Prefill action from the list, and connect it with the previous task in the Taskstream chart.
Click on Forms & Prefill and select Forms completed in the previous task option.
In the Templates to be Prefilled section, click Add Form and select the target form where the information will be transferred.
Forms available for prefill will appear under the Forms Available as Data Source list.
Mapping fields between forms:
Click the configuration symbol next to the form name.
Two documents will appear side by side, allowing you to map fields (e.g., map an email field in one form to the corresponding email field in the other).
Once configured, the data will transfer seamlessly between forms when the participants of the flow will be filling out these forms.
In case you have any questions or difficulties with setup, contact our support at support@fluix.io and we’ll be happy to help you.
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Yes! Fluix makes managing document access and usability easy for your field teams. With the Assignment Configuration feature in the Taskstream builder, you can control how form fields appear for different groups within a single Taskstream. Fields can be set as editable, read-only, or required for each group at different steps in the workflow.
Please note: The same form should be configured for the groups so you can assign specific fields for each group for their respective tasks.
How to assign form fields:
While creating a Taskstream, go to the Task Details section and open Forms & Attachments.
Next to the added form’s name, click on Assign Form Fields.
Use this functionality to define:
Which fields are required for the group assigned to the current task.
Editable or read-only fields as needed.
In case of any questions feel free to contact us at support@fluix.io.
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There are a couple of ways to include subcontractors in the Taskstream; in most cases, it all depends on the period of time the contractor should have access to Fluix. Let’s check both of the scenarios below:
Subcontractor needs one-time access to Fluix:
This can be achieved using the External User functionality.
Who are External Users?
External users are individuals who don’t have Fluix accounts but can participate in the workflow. You can send them documents to:
Collect signatures. Fill out specific sections of a form. Exchange supporting documents.
How subcontractors can participate:
Initiating the process: Subcontractors can start the process in Fluix by scanning a QR code or clicking a link generated by the account admin when setting up the Taskstream.
Joining mid-process:
They can receive the document via SMS or email and complete their assigned tasks later in the workflow.
Subcontractors need regular access to Fluix to work on the documents for the project:
In such cases, it is recommended that subcontractors be added as regular users of Fluix and organized into the respective groups that will participate in the Taskstream. To learn more about participants in Fluix Tasks, check this article.
Feel free to contact us at support@fluix.io if you have any questions or comments.
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Yes, you can customize task names using the Dynamic Values functionality. This allows you to configure the specific Taskstream setup to automatically add certain system data (e.g., task performer email, date) or data from the form (e.g. customer email, location, date) to the name of the task your users will be working on.
Steps to set up custom naming:
While creating a Taskstream, click on the task where you want to configure custom naming.
In the Task Details, click the Configuration icon.
In the Input Configurator that appears:
Select the required form.
Choose the fields whose values you want to include in the task name.
Save the changes to apply the configuration.
This setup ensures personalized and dynamic task names for your users.
Feel free to contact us at support@fluix.io if you have any questions or comments.
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To help your field team complete their tasks on time, you can set up task reminders and task durations when creating a Taskstream.
Steps to configure reminders and due dates:
Go to the Task Configuration menu and open the Due Date & Reminders tab.
Set the execution duration for a specific task.
Configure reminders to notify the task performer about deadlines.
With these settings in place, users will receive notifications about task timelines and overdue statuses.
Automate overdue task management: You can also configure the Taskstream process to automatically redirect overdue tasks to another step, eliminating the need for manual admin intervention.
For detailed instructions, refer to our Help Center article, or contact us at support@fluix.io if you need assistance setting up your process.
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Yes, if a task is no longer relevant at its current stage in your Taskstream process, you can manually move it to the next stage (e.g., from one Group to another).
Note: This action is only available for tasks in the To Do or In Progress status.
Steps to move a task:
Go to the Progress & Results section in your Admin Portal and open Activity Status.
Select the checkbox next to the task you want to move.
Click Move Task, which will appear in the panel.
Additional options: You can move tasks individually or in bulk, depending on your needs. Check the article Actions in Activity Status to learn more about this action.
Sure! In Fluix Tasks, you can easily manage the assignee working on a specific task. For example, if one of your technicians cannot finish the task due to being on sick leave, vacation, etc., you may reassign it to another user within the same group or even move the task to the next stage if no further actions are required from the other technicians.
To reassign the task to another user, please follow the instructions below:
Navigate to the Progress & Results section of your Admin Portal -> open Activity status;
Identify the task you would like to re-assign in the list and select it -> click Reassign task in the opened panel;
Select the individual from the group or simply reassign the task to the group:
Note: you can reassign task within the group which is assigned to the specific task in the Taskstream.
Absolutely! Fluix offers several ways to prefill forms, allowing you to pre-populate form fields with data from other forms or integrate data from third-party platforms your team uses. This functionality reduces your manual entry and improves data accuracy in the documents your team is working on. Let’s check below how to achieve both prefill options:
Scenario #1. How to start a process in Fluix based on a specific action in a third-party platform:
Set up a Taskstream with an External Software Trigger:
Create a Taskstream and drag and drop the Process Start as the first step.
From the options, choose External Software Trigger.
Integrate the webhook with your third-party tool:
Copy the webhook URL provided by Fluix.
Paste it into your third-party platform and configure the required variables (property names).
Add the Form Prefill element in the Taskstream chart:
Drag and drop the Form Prefill element into your Taskstream chart. It will automatically connect to the Process Start event.
Configure the Form Prefill settings:
Select the External Tool Initiates Prefill option in the Form Prefill element.
Scenario #2. How to prefill a form in Fluix from a third-party platform mid-process?
In this scenario, the prefill process occurs mid-workflow and must be followed by another submit action to complete the process. The Taskstream chart in this case should already include the following elements:
Process Start → User Task → Form Prefill
To configure the form prefill from a third-party platform in this setup:
Select the prefill option:
In the Form Prefill action, choose Fluix Initiates Prefill from External Tool.
Set up the API integration:
Click Configure to open the API integration setup window.
Ensure the response format from the third-party tool is JSON (supported format).
Specify requests and parameters:
Use the Advanced HTTP Builder to define the necessary requests and parameters for the prefill process.
If you need assistance during this step, feel free to contact us at support@fluix.io, and our Solutions Architect will help configure the integration based on your project’s requirements. For more details, refer to our Help Center article on Forms Prefill in Fluix.
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