Feature Tutorials

Conditional Logic to automate routing in a business process 

What is conditional logic?

Conditional logic functionality allows you to automate decision-making throughout the business process – based on the values entered in form fields by the field workers. 

Example use cases

Conditional logic in Fluix routes completed forms to different emails, cloud storage and a CRM, or returns a task for another round of approval, and many other scenarios. Below we collected a couple examples for your convenience. 

  • Checklists 
    Instead of a manual check of content in checklists, conditional logic does an automated check based on predefined rules. Assuming a checklist has 10 checkpoints, and if all 10 are set to be OK or the values are within a predefined range, the checklist will automatically be approved and saved on cloud storage, so no human interaction is required. In case there is one check set to Not OK – the checklist will go for a review.
  • Field inspections
    A similar case is when a fillable form contains a field Checked with dropdown options Passed and Failed. If-then logic says: if Failed is chosen, then an email is sent to the responsible person.
  • Safety accident reports
    An employee is injured on the job. The manager needs to submit an injury report to the office. If the supervisor chooses Yes next to  Hospitalization required, conditional logic automatically routes the report to a safety director.
  • Employee COVID screening
    Before entering a workspace, all employees fill out a Covid-screening form. If a worker checks the Fever box, they need to either WFH, due to the symptoms and include their submitted report.
  • Employee hiring & onboarding
    While hiring and onboarding a new person, there is a list of steps and procedures each company sets up to make the employee onboarding as smooth as possible. An employee new-hire checklist or an employee onboarding checklist would be among those forms that help both a newcomer and their manager to ensure all aspects are covered. For example in case the Info Security Agreement is not signed, the respective task is automatically assigned to the Info Security Director. 

How to set up conditional logic in the business process?

Let’s look at the real-life safety injury reporting case as an example of utilizing conditional logic in Fluixthe Taskstreams. An employee is injured on the job. The Supervisor needs to submit an injury report to the Safety Director.

Step 1 – Create the first task and a form. Navigate to the Fluix admin portal, create a new Taskstream, and configure the first task for Supervisors who will fill out a safety incident report.

Step 2 – Configure the Conditional logic. Drag and drop the Conditional Logic element to the Taskstream chart and connect it with the Supervisors’ task using an arrow. By default, the Conditional logic element has two conditions: Condition 1 and Else. You may rename them as needed for more clarity. You can also add more conditions if needed (check the details in Step 3 below).

Click on the condition and configure it. In our example the report will go down this branch of the Taskstream only in case the site Supervisor enters Yes or Yes – Fatality into the hospitalization required field.

To select the field in a form, click on the configuration icon to open a dynamic values configurator.

Here is how the preview of the configured condition looks like:

Besides IS the list includes other options:


Step 3 Decide on actions when the condition is met and not met. 

In this example, when the condition is met – we chose two submit actions and connected them with the parallel action element. This way, the report will be sent by email to the Safety Director and uploaded to the required folder on cloud storage.

When the condition is not met, the form will go down the second branch of the conditional logic – in our scenario, the report will be uploaded to another folder on the cloud storage for record purposes. 

In fact, you may add as many conditions as needed. Drag and drop a task or submit action and connect it with the Conditional Logic element by stretching an arrow from the latter.

Step 4Save changes and proceed to testing. To try the setup, add yourself to the Group of Supervisors in the Taskstream, open the app either on an iOS or Android device, or a web-based User app, and complete the task.

In fact, you may add as many conditions as needed. Drag and drop a task or submit action and connect it with the Conditional Logic element by stretching an arrow from the latter.

Step 4Save changes and proceed to testing. To try the setup, add yourself to the Group of Supervisors in the Taskstream, open the app either on an iOS or Android device, or a web-based User app, and complete the task.

Benefits of conditional logic 

  • Saved time: Conditional logic in a business process cuts off unnecessary steps of the workflow like several rounds of manual review and approval, thus allowing the team to deliver their work faster and reducing the administration effort. 
  • Streamlined processes: Your users only see tasks and forms that are required for their project. The system navigates them to the further workflow steps based on their inputs in forms. 
  • Automated notifications:  With the assistance of conditional logic, your users will get only relevant notifications based on the data they enter.
  • Reduced error: You as an admin get full control of the route the completed form and task is going to take down the workflow, which eliminates human error. 

Conditional logic is a powerful tool to streamline your documents, tasks, and workflows. Creating automated branching based on conditional inputs can help you bring the expected logic to a business process of any complexity.

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

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Dynamic values for naming forms, tasks and actions | More automation in the field

Dynamic values in naming forms and tasks, as well as customizing emails with completed forms are aimed to:

  • Eliminate human error in the field
  • Help email recipients grab all needed information even without opening the attachment
  • Minimize administrative work.

Dynamic values in Fluix Taskstreams allow you to automatically name the submitted documents, customize email recipients, subject and body of the email, based on the information your remote team enters into the forms while working in the app. Let’s explore these capabilities in a bit more detail. 

1) Automated document naming

Keep the document names consistent with the dynamic values. The field data is automatically pulled from the predefined fields in the form in order to name the document correctly upon the task completion. 

Steps from setup to end result:

1. Form naming pattern, configured in a recurring task in the admin portal:

Form Name and Performer name values were used to generate form names upon submission.

2. A form completed by a team member on the device:

The Performer Name field has been filled out.

3. The form with a proper name submitted to the cloud storage:

The submitted form contains two values: Form Name and Performer Name.

2) Customization of the Submit by email action

In addition, dynamic values can help you customize the emails that are sent out upon task completion. Hence, email recipients, subject, and email body can be created based on the recent data input made by a user in the related form on the device or web app. 

Flow from setup to the received email:

1. Configured Submit by Email action for the Timecard workflow

The Manager’s email and Performer’s email values are used to generate recipients’ emails. 

Form Name and Performer Name – values are used for the email subject. In addition, the list of values was added to the email text.

2. Timecard on the user device with entered manager’s email:

Email address mario.wanner@fluix.io was entered. 

3. An email received by the Manager:

For the convenience of your users, you may also set up dynamic values for naming the task on the user’s device upon its completion based on the values entered by the user in the form.

mario.wanner@fluix.io is the recipient, the subject of the email contains the form name and performer name, and finally, the email text contains all expected values.

3) Automated task naming 

Once the task is finished, a user will be able to easily distinguish it from the finished ones.

Setup steps

1) Automated form naming

1. Go to the preferred Taskstream in the admin portal and click on the task where you would like to customize form naming.

2. In the action details, click on the configuration icon:

3. In the appeared input configurator choose the required form and pick the fields, values from which you want to see in the form name after it will be completed by the user. 

4. Save changes.

5. To test the naming, add yourself to the Group of assignees in the Taskstream where you configured the naming, open the app either on a device, or the User app in the web, and complete the task.

2) Customized Submit by email action

A similar procedure applies to the customization of Submit by email action.

1. Click on the Submit by Email action in the Taskstream builder.

2. In the action details, click on the configuration icons next to Send to field, email Subject, email Text, and the form name after it will be completed by the user.

3.  In the appeared input configurator choose the required form and pick the fields, values from which will be used in customization.  

4. Click Save.

5. To test the setup, add yourself to the Group of assignees in the Taskstream, open the app either on a device, or web-based User app, and complete the task.

3) Automated task naming

1. In the task preferences, click on the configuration icon to set up the automated task naming for the user.

2. In the appeared input configurator choose the required form and pick the fields, values from which you want to see in the task name after it will be completed by the user.

3. Click Save. To test the setup, add yourself to the Group of assignees in the Taskstream, open the app either on a device, or web User app, and complete the task.

Conclusion

As you can see, dynamic values are very handy both for those who perform the job on-site, and managers who supervise the process. Dynamic values save time and cut off manual effort while tasks, submitted forms, and email data are being named and filled in an accurate manner without employee involvement.

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

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Connect your business processes across multiple systems | Fluix integrations

Why and how to automate the data transfer between the systems your teams use

The main idea of integrating business tools used in your organization is to optimize business processes and eliminate manual effort. The ultimate benefit is the automation that saves employees’ time and your costs.

Fluix cloud platform helps to both streamline the business processes related to data collection and approval in the field, and further data reporting and account management in the office. If you used to perform the office part with the help of a data analysis platform, CRM, or any other tool, you can easily integrate it with Fluix to automate the flow.

How integration works

1. Workers on the ground collect data (text, images, signatures, etc.) in the Fluix app on mobile devices, both iOS, and Android, and push the filled-out forms for review. 

2. Once the approval is obtained, the completed work is usually submitted down the workflow: to the cloud storage, email, customer management system, database, etc. At this step, the integration helps to avoid manual file download from storage or data copying from forms. The form, or the particular data from it, or even a message about the completed job is automatically pushed into a system you choose.

Premade integrations

Fluix already integrates with various popular SaaS products via API. Our current list of integrations includes the following popular tools:

Business Intelligence

  • Fluix Smartsheet Integration
    Smartsheet is a platform where you can aggregate and act on data that is collected in forms in the Fluix app.
  • Fluix SeaTable Integration
    SeaTable is an online database software for managing data in a spreadsheet/database kind of view where you can store and process different types of data captured in the Fluix app.
  • Fluix Qlik Integration
    Qlik is a business analytics platform that helps companies analyze real-time data captured in the Fluix app. 
  • Fluix Airtable Integration
    Airtable is a cloud collaboration service that allows to aggregate and visualize data extracted from forms submitted in the Fluix app.
  • Fluix Tableau Integration
    Tableau is a visual analytics platform that helps you create any kind of charts, diagrams, and filters based on the data your remote teams collect in the Fluix app. 
  • Fluix Power BI Integration
    Power BI is a data processing and visualization tool that helps to uncover meaningful insights of your current workflow using the data collected by your field team with the help of the Fluix app.

CRM (Customer Relationship Management)

  • Fluix Pipedrive Integration
    Pipedrive is a CRM cloud-based system where the contracts and other documents can be uploaded once completed and signed in the Fluix app.

Cloud Storage Tools

  • Fluix Integration with File Cloud Storage Services (Google Drive, Office 365, Dropbox, Box)
    With these integrations, you can automatically upload documents completed in Fluix to your corporate cloud storage.
  • Fluix Azure Files Integration
    Azure Files is a cloud storage by Microsoft where you can upload and store documents completed by your remote team in the Fluix app.
  • Fluix SharePoint List Integration
    SharePoint list is a unique storage solution by Microsoft where the data is presented as a collection of content that has rows and columns, very much like a table in Microsoft Excel. With this integration, your field team has the ability to upload documents submitted in Fluix to the corporate Sharepoint List storage in accordance with the predefined tag pattern. 

Integration Platforms

  • Fluix Zapier Integrations
    Through the Zapier platform, you may connect almost any existing tool for project management, data tracking, storage, and more, to your Fluix account. The form is being completed in Fluix while integration automatically performs predefined action to push the data or the document itself as an attachment to the tool of your choice where Zapier acts as a middle man. 
  • Fluix Automate.io
    Automate.io is a tool that lets you connect the web apps you use. Another alternative that may help connect third-party tools to Fluix. With this integration, you can create a bot in Automate.io so that the submitted form in Fluix will trigger the predefined workflow and transfer the form data to the chosen tool.
  • Fluix Make (Integromat)
    Integromat is an integration platform that allows you to connect apps to Fluix using webhooks. Similar to Zapier, with Make integration you have the ability to submit the field data from forms completed in the Fluix app or the form itself to the tool of your choice. 
  • Fluix Trello Integration via Zapier
    Trello is a web and mobile-based, Kanban-style project management tool. With this integration, you may use field data collected by your team in the Fluix app to create tasks and track progress in Trello after document submission. 
  • Fluix Google Sheets Integration via Zapier
    Google Sheets is an Excel-like spreadsheet program included as part of the free, web-based Google Docs Editors suite. This integration is useful for data aggregation and processing after the field paperwork is completed in Fluix and the data from it is automatically transmitted to the predefined columns in Smartsheet.

Project Management

  • Fluix Wrike Integration through Make (Former Integromat)
    Wrike is a web and mobile-based project management application. With this integration, you may automatically create tasks in Wrike after submitting documents in Fluix. Task’s title and description will be created based on the information taken from the particular fields in the submitted form.
  • Fluix Monday.com Integration
    Monday.com is a project management platform that provides dashboards to delegate tasks and track their progress. Besides that, monday.com can be used as a CRM tool that will allow you to create leads based on the data retrieved from the completed forms in Fluix.
  • Fluix Asana Integration
    Asana is a web and mobile-based project management tool. With this integration, tasks are automatically created on the Asana dashboard with the attached documents completed in the Fluix app. 
  • Fluix Slack Integration
    Slack is a business communication software. You can submit the completed document in the Fluix app and the notification message with the attached document will be automatically sent to the predefined recipient or group in Slack.  
  • Fluix Trello Integration
    Trello is a web and mobile-based, Kanban-style application. This integration will automatically create cards in Trello after sending the completed documents by email from Fluix. 

Work Collaboration

  • Fluix Procore Integration
    Procore is a construction management platform. With this integration, you may automatically upload documents completed in the Fluix app to the required project in Procore.

Important note:
Fluix can integrate with almost any tool that has a public API available upon request.

How to start

The integration doesn’t require special technical skills and months to configure it. Contact the Fluix team and we’ll help you to set up the integration taking into account your project-specific requirements.

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How to retrieve data from forms automatically | Fluix Datasets

What are Fluix Datasets?

Data collected by your field teams in checklists, time sheets, work orders and other forms in the Fluix app, can be automatically aggregated and extracted into datasets for further data export and analysis.

How to start extracting data?

Data is extracted from documents that are filled out and submitted by your end users within Fluix taskstreams. The data is saved to a report called Dataset, and can be then downloaded in Excel/CSV.

To create a dataset:

  1. Navigate to the Data section of Fluix admin portal, tab Datasets.
  2. Click New Dataset, name it, and click Create.

Note: If there are no taskstreams yet, create one first, with the forms that you would like to extract data from.

  1. Select the taskstreams and then the forms you need the data from.

Each dataset will include the list of submitted documents, columns with the fields and data that was filled out in the documents:

By selecting any dataset, you can Rename, download as CSV/Excel, or Delete it:

Finding bottlenecks and benchmarking in your business processes is now very easy.

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

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Single Sign-On

Single Sign-On (SSO) is one of the ways of authentication that enables users to use one set of login credentials to securely access multiple applications.

In addition to being much simpler and more convenient for users, SSO is widely considered to be more secure. The full list of the advantages of using SSO are the following:

  • Reduces password fatigue
    Remembering one password instead of many makes users’ lives easier. As a tangential benefit, it gives users a greater incentive to come up with strong passwords.
  • Streamlines the user experience
    SSO saves time and effort because users do not have to repeatedly log into, and since the repeated logins are no longer required, customers can enjoy a modern digital experience.
  • Relieves admin and support team workloads
    It saves admin and support team time by reducing the number of tickets sent to the support regarding access issues such as misplaced or forgotten passwords.
  • Simplifies username and password management 
    When changes of personnel take place, SSO reduces both IT effort and opportunities for mistakes. Employees leaving the organization relinquish their login privileges.
  • Improves network and application security
    SSO can uniquely identify a user, and it, therefore, complies with the most demanding safety standards. Information provided by SSO moves encrypted across the network. 

Additionally, the tech requirements listed below should be met in order to set the Single Sign-On functionality successfully:

  1. User management. The user is needed to be added to Fluix in advance by the admin to be able to login in using SSO.
  2. Corporate domain integration. The company’s domain needs to be specified in Fluix and it should match the email domain of the users for the particular company. Let’s say, the domain that was specified by Admin in Fluix is readdle.com, therefore, the emails of the users who are going to login to Fluix account using SSO should be corresponding with this domain, e.g. user@readdle.comuser2@readdle.com, etc.
  3. Multi-accounts restriction. In case there are some users who have different email domains within the same company account (e.g., user@readdle.comuser2@fluix.iouser3@gmail.com) the company Admin will need to select only one email domain that will be used for the SSO. Other users having different email domains will not be able to login in using SSO.
  4. SAML authentication standard. The identity provider, which specifies the user name, is required to return the NameID value of the user email address in Fluix. There could be also another attribute that may contain the email address, though, a custom attribute name will be needed to be configured on the company’s end in Fluix settings. 
  5. Identity Provider Compatibility. Any identity provider for authentication (Okta, Auth0, Microsoft AD, etc) can be used in Fluix, and any of them are compatible with our system.
  6. Verification certificate. The certificate file that will be added on the company’s end needs to contain the public key so that Fluix could verify sign-in requests and the SAML response sent to Fluix in order to make sure that SSO assertion was received from a particular company’s account and wasn’t modified during transmission. 
Eliminate security risks
with Single Sign-On
See how Fluix can work for you.

If you already have Fluix account, learn how the Single Sign-On functionality works and the way it can be implemented for your Fluix account in the article about Security Settings.

Learn how Fluix works for teams in various industries.

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Forms Prefill in Fluix

Forms Prefill in forms is a new functionality in Fluix Taskstreams that allows you to automate the pre-population of data in forms and save users time on manual entry of data. Let’s look at 3 real-life scenarios as examples of configuring form prefill in Fluix Taskstreams.

Scenario 1: Prefill from Forms Completed in Previous Tasks

In this case, form prefill is performed using the data from the forms completed in the previous user or guest tasks. The prefill is done in the middle of the process and should be followed by any other submit action.

To set up such a flow in Fluix, you’ll need to follow the steps below.

Step 1 – Create a Taskstream in Fluix

Create a Taskstream with a process that includes a series of repetitive User tasks for your teams, and Forms Prefill action between them. Each team will be assigned a task containing fillable forms.

Step 2 – Create a form prefill from a form completed in previous tasks

To configure the prefill from one form to another, in the Forms Prefill action, next to the form name click on the icon to open Prefill Configurator. There you will map the fields from the source form to a template to be prefilled.

By clicking on the field in a source form you will be suggested to match it with the field in the template form.

Also, it is possible to track field configuration in case there was more than one form in the previous task.

Use a simple dropdown menu to see and navigate the list of the forms from the previous task to use them as the data source for prefill. 

Once configured, save and publish the Taskstream, to make the data flow seamless and accurate.

Scenario 2: Prefill Initiated by Third-party Tool

In this case, the process in Fluix starts right when the specific fields are changed in the third-party tool that is integrated in the respective Taskstream in Fluix. Therefore, it triggers a webhook and prefills the data to the pre-configured fields in the form in Taskstream. A new task is created for the user or guest in Fluix where they fill out the rest of this form.

To set up such a flow in Fluix, you’ll need to follow the steps below.

Step 1 – Create a Taskstream with the Start event in Fluix

Create a Taskstream with a Process start option and select Third-party tool from the list of options. Copy the webhook from Fluix to put into your tool and select possible variables.

Add the Possible Variables (property names) from the third-party tool that you would like to integrate.

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.

Step 2 – Create a Form Prefill from a Third-party Tool

Drag and drop the Form prefill element to the Taskstream chart and it will be automatically connected with the Process Start Event. Click on the Forms Prefill element and select External tool initiates prefill.

Add a form to be prefilled and open Prefill Configurator. There you will map the fields from the server response to a template to be prefilled.

By clicking on the field, in a server response, you will be suggested to match it with the field in the template form.

Step 3. Create User or Guest Task

Drag and drop the User or Guest task, connect the task with the previous action, and configure it:
For the User task: add the description of the task, and add the Group to whom this task will be assigned. In the Forms and Attachments section, add the form by selecting the Used in the Taskstream option. 
For the Guest task: add the description of the task that will help the Guest to understand what they need to do with the form from the task and configure the way the Guest will receive the form in the Recipient section.

Step 4 – Configure the final destination for the form

When the User/Guest completes the task, it will be automatically pushed down the process. For example, the document can be sent for approval, and after that, it can be uploaded directly to the Cloud Storage or any Third-party Storage. Alternatively, the data from the completed forms can be shared to the third-party tool or the completed document can be simply shared by email.  

Once configured, save and publish the Taskstream, to make the data flow seamless and accurate.

Scenario 3: Fluix initiates prefill from Third-party Tool

In this case, form prefill is performed using the data from the third-party tool. The prefill is done in the middle of the process and should be followed by any other submit action.

To set up such a flow in Fluix, you’ll need to follow the steps below.

Step 1 – Create a Taskstream in Fluix

Create a Taskstream with a process that includes a series of repetitive User tasks for your teams, and Forms Prefill action between them. Each team will be assigned a task containing fillable forms.

Step 2 – Create a form prefill from external tool

To configure the prefill from an external tool to the form, in the Forms Prefill action, select Fluix initiates prefill from external tool and open the window to set up API integration by clicking Configure.

Note: Supported response format is JSON

In the Advanced HTTP Builder, specify the requests and the required parameters needed to perform prefill to the form. If you require any assistance during this step, please reach out to Fluix team at support@fluix.io and we’ll help you set up the integration taking into account your project-specific requirements.

After configuration is completed add a form to be prefilled and open Prefill Configurator. There you will map the fields from the server response to a template to be prefilled.

Step 3. Create User or Guest Task

Drag and drop the User or Guest task, connect the task with the previous action, and configure it:
For the User task: add the description of the task, and add the Group to whom this task will be assigned. In the Forms and Attachments section, add the form by selecting the Used in the Taskstream option.
For the Guest task: add the description of the task that will help the Guest to understand what they need to do with the form and configure the way the Guest will receive the form in the Recipient section. 

Step 4. Configure the final destination for the form

When the User/Guest completes the task, it will be automatically pushed down the process. For example, the document can be sent for approval, and after that, it can be uploaded directly to the Cloud Storage or any Third-party Storage. Alternatively, the data from the completed forms can be shared to the third-party tool or the completed document can be simply shared by email.  

Once configured, save and publish the Taskstream, to make the data flow seamless and accurate.

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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How to create Guest tasks to collaborate with non-Fluix users

Who can be the Guest in Fluix?

A Guest is a person whom you can invite to collaborate with your team on a task, sign a contract, or fill in a form without even adding this person to the Fluix system. Guests can be someone from your or any other organization involved in a specific project or team to work on specific tasks. Here are some examples:

  • Subcontractors that work on the same project with your employees
  • Clients that receive documents to review and sign them remotely 
  • Employees in your organization who need to fill in forms periodically 
  • Students who pass training and do their paperwork and get a copy

What’s the difference between Guest and User? 

Guest:

  • No registration is needed (follow the link to access the task)
  • No need to download the app, accessible from any device in any web browser
  • Work on one task at a time 
  • Online access 

User:

  • Admin needs to set up an account and provide access to tasks
  • iOS and Android app, Web app
  • Access to multiple tasks in the app
  • Online and offline access

How to set up the Guest Task in the process? 

First, you’ll need to decide whether the Guest is the one who starts the process or joins in the middle of it. Based on this choice, the way the Guest task can be set up will be different. Let’s look at 2 real-life scenarios as examples of configuring Guest tasks:

  • Scenario 1: Guest starts the process – the Subcontractor comes to the field, opens Fluix as a Guest, and fills out the checklist related to this location. Once done, the checklist is sent to the Supervisor – Fluix user for review.
  • Scenario 2: Guest is in the middle of a process – the Salesperson as a Fluix user fills out the contract in the app and sends it to the Client as a Guest for review, signing, and sending further down the workflow. 

Scenario 1: Guest starts the process 

Step 1 – Create a task and add a form. 

Navigate to the Fluix Admin Portal, create a new Taskstream, and configure the first task for Subcontractors who will fill out a checklist.

For doing this, drag and drop the Guest task from the sidebar on the left to the working area. Once done, the arrow will automatically connect the Start Point with the Guest task.

Fill out the task name and the description of the task that will be displayed to the Guest and add a checklist in the Forms tab. 

Step 2 – Copy a link for Guests to access the task. 

In the Recipient tab, you will see two options how the guest task can be shared with the Guest:

  • You may share the public link for providing access to the task for non-Fluix users. Such links are automatically generated, however, you can manually regenerate them if necessary upon clicking the Re-generate Link button. 
  • You may also create QR Code that the guest user can scan to be redirected to the preconfigured Taskstream form. By tapping Create QR Code option, the new window with the options that you can add to the QR code image will be shown, select the preferable options (e.g. Task Name, Task Description or Company logo), and click the Download button. After that, select the form in which you would like to save the created QR code (PNG, PDF).

Step 3 – Decide on the task or action that will follow the Guest task. 

When the Guest completes the task, it will be automatically pushed down the process. You may decide on the action or set of those that will be taken to continue or finish the flow. For example, the checklist can be sent to the Supervisor for review and then emailed to the office or uploaded to the cloud storage.  

Scenario 2: Guest is in the middle of a process 

Step 1 – Create the initial flow before adding the Guest task. 

Navigate to the Fluix Admin Portal, create a new Taskstream, and configure the first task for the Salesperson who will fill out the contract, or you may use Prefill from the third-party tool to automate the process. 

Step 2 – Add a Guest task to the Taskstream. 

Drag and drop the Guest task from the sidebar on the left to the working area and connect the task with the previous action or task by an arrow. Fill out the task name and the description of the task that will be displayed to the Guest and specify the due date if needed. The form that was used previously in the flow will be added automatically.

Step 3 – Configure the Recipient for the Guest task and set reminders. 

There are three options for how the user from the preceding task can send the email to the Recipient, let’s look closer at each of them.

1) Send via Email option
Specify the email address to which the task should be delivered or allow users to fill out the email on their own by configuring the dynamic values. Modify the email subject and the text according to your needs. 

2) Send via Phone number
By configuring this option, the user from the preceding task will be able to fill out the phone number of the Recipient upon finishing the task. Once he finishes the task, the link for the Guest task will be sent to the phone number that was filled out by the user.

3) Allow users to choose the recipient option
By selecting this feature, you give the user from the preceding task an option to decide on his own to whom to send the form/task to. Therefore, upon finishing the task, the user will see the pre-defined subject and the text of the email that he will be able to edit according to his needs and send the task via email to the respective recipient.

Set reminders to notify your guests about the due date for the task or when it’s overdue already. 

Step 4 – Decide on the task or action that will follow the Guest task. 

When the Guest completes the task, it will be automatically pushed down the process. You may decide on the action or set of those that will be taken to finish the flow. For example, the documents can be sent to the Salesperson for review and after getting approval, they can be emailed back to the office, uploaded to your company’s cloud storage, or sent to any other tool.  

How the Guest may work in Fluix? 

The Guests can easily access the task and documents shared with them. Here are the steps:

  1. Follow the link in the received email.
  1. Fill out your contact details (name and email).
  1. Open the task and click Start to fill out or sign the documents.
  1. Once all the required data is filled out, click Finish, and the task will be completed and sent according to the preconfigured flow.

FAQ

What can Guests do in Fluix?

Guests can access tasks that were shared with them. In tasks, they can:

  • fill out forms
  • sign forms
  • add photos in forms
  • read user notes in forms and add new notes for the next participants of the flow
  • review attachments added by the Admin.

Can Guests see each other in the company’s account?

Guests have limited access to the task they were invited to collaborate on, and can only see the task shared with them. Guests may see the Users’ or other Guests’ names only if the previous executors of the task earlier have left some notes in this specific task.

Who can invite Guests to the company’s account?

Depending on the setup, there can be several ways of adding Guests to the account:

  • Admin copies and sends the link to the task to Guest 
  • Guests may share the link provided by Admin with other Guests
  • Users upon finishing the task, send the email with the link to the Guest using the email address specified in the form.

How can a Guest be converted to a User or vice versa?

Any Guest may become a Fluix User once the User is added to the company Fluix account by Admin. When a new User is created, the invitation email is sent to their email address with the link, upon following which the User will be able to download the app, create a secure password and log into the User account. 

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

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How to configure a webhook in Fluix

Webhook is an ability to automatically push the data your team enters in forms to the third-party tool in POST values format.

The flow:

  1. Your team member fills out the form in Fluix and clicks Finish.
  2. The data entered in the form is pushed through the URL to a third-party tool depending on your preference in the POST Values format.

In order to set up the webhook integration in Fluix taskstream, please follow the instructions below. 

Step 1 – Create the repetitive process in Fluix

Navigate to the Fluix admin portal, Taskstreams section, to create a new taskstream.  Drag and drop User task and configure it: add fillable forms and assign the task to the team that will complete it on a regular basis. Make sure that you have added yourself to the group of users in order to test the setup later.

Step 2 – Configure Share to integration in Fluix

Drag and drop Share to submit action to the Taskstream chart and connect it with the User task that your team will be working on.

Click on the Share to element and select Webhook among the Advanced Data sharing options.

In the Name section, you can add the respective name of this Webhook integration. 

In the Webhook link section paste the URL to which you would like the entered data to be sent.

Depending on the third-party tool where you would like to send the data to, the Webhook can be located in one of the following ways:

– Webhook link can be provided in your Admin Portal of the preferred tool by default.

– You may use Zapier or any other platform that allows you to connect different software tools with each other in order to receive a webhook link. Therefore, we suggest checking if Zapier or any other tool has the preferred third-party tool in their list.

Once you paste the Webhook link, select the form in the Attached form section from which the data will be pushed to the third-party tool, and click the Save button.

If you need any suggestions regarding the platforms that provide webhook links, contact us at support@fluix.io

Step 3 – Save and test the setup

Click Save & Publish in the upper right corner to save the taskstream.

Open the user app on the mobile device, or click User App in the right corner of the admin portal. 

Open the task that you configured, fill in the form, and finish the task.

Once the task is finished, the data that you have filled out in the form will be sent to the URL which you have configured while building your Taskstream in the POST values format. 

In case you have any questions or difficulties with setup, contact us at support@fluix.io and we’ll be happy to help you. 

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Secure Document Signing

Document Signing

Fluix allows for the electronic signing of contracts, agreements, NDAs, forms and other documents. Such paperless contract execution can save companies money on labor, printing, scanning, faxing, mailing and the storage of paper documents.

With Fluix, it is easy and intuitive to capture handwritten signatures on iPad, much like traditional signatures on paper, while still maintaining the same sense of security.

Digital Signature Process

Fluix’s digital signature process makes PDF-based e-signing secure and reliable for both the customer and the company. It solves crucial problems that can arise with the use of e-signatures in PDF documents:

  1. Discourages changes being made to the document after being signed.
  2. Prevents signatures being copied for use in another document.

Once a signature is captured, the document is sealed with a digital certificate. Any subsequent change to the document will result in the signature being invalidated. A document signed in Fluix can be validated to prove its authenticity by using the free Adobe Reader software.

Capturing eSignatures in Fluix

Fluix provides several ways to reach your customers and colleagues according to their signee role and available tools:

In person: The simplest scenario is when a signature is captured in the field, most often produced with the finger on iPad/iPhone screen. This is a modern and convenient way to seal the deal both visually and electronically. Locking documents with a digital certificate ensures security and helps to identify invalidated documents, when changes are made after signing.

Via workflow: Another method is to reassign a document to an existing Fluix user according to a pre-defined workflow. Signee might already have his own signatures stored on the device, and even apply company’s digital certificate to fully authorize decisions. Signing documents via workflow will help you save multiple signatures for repeated use, accelerate time to document completion and streamline approval processes.

Via email: Most recently added capability allows anyone with an email addresses and a web browser to officially sign documents. Fluix user fills in a document and submits it for signing to a person outside the Fluix system. Signee receives email notification, opens a secure link, types in the name in the signature field, and the document is automatically returned to the workflow.

Offering your customers, suppliers and contractors the capability to receive documents from you, fill in required information, and sign digitally provides your business with even further back-office efficiencies from a digital workflow, now extended to non-employees.

Digital Signature Technical Specifications

Fluix uses proven cryptographic technology to ensure a document’s validity and protects it from forgery or misuse. This technology enhances Fluix deployment with a Digital Identity (a pair of private and public 2048 bit key).

As a document is signed, Fluix generates a Document Digest by computing a SHA-1 hash of the PDF content. A Document Digest is a set of characters (letters and numbers) that corresponds to a given document. Altering anything in the document will cause an immediate and dramatic change in the Document Digest value.

To create the Digital Signature, Fluix uses a Digital Identity private key to RSA encrypt the Document Digest. In the final step, the Digital Signature and Digital Identity public key are put into the document.

Whoever receives the document can then use the embedded Digital Identity public key to decrypt the Digital Signature and retrieve the Document Digest corresponding to the original document. Then, the receiver can compare the Document Digest with the SHA-1 hash of the received PDF content. If these two digests match, it means that the document has not been changed after being signed and the content is valid. In case of any difference, the document will be marked as invalid.

In order to digitally sign documents in Fluix, you will need to have:

  • A valid Digital Signature Certificate
  • Signature fields in your PDF form

There are two ways a document can be signed with a Digital Certificate in Fluix:

  1. Using Fluix certificates. Fluix automatically generates and deploys unique certificates (RSA algorithm, 2048 bit). No iPad user interaction is required.
  2. Manually create Digital Signature Certificates. Adobe Acrobat Pro enables formal signer’s verification through powerful encryption and public key infrastructure support. This kind of certificates have to be deployed by manually copying files to the iPad/iPhone (Signature section).

Fluix Signatures Are Legal & Secure

Electronic signatures created through Fluix are legal and secure. Digital Signatures support allows both the company and the customer to check the authenticity of a document signed on the iPad with Fluix. The document is also sealed to ensure that it can’t be changed after it is signed.

All these Fluix security enhancements remove the worry of document validity, allowing you to focus on more important business activities.

Choose a secure way to eSign documents
See how Fluix can work for you.
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HIPAA Compliance

Fluix provides all the necessary tools, required for compliance with HIPAA regulations.

What is HIPAA?

HIPAA is the Health Insurance Portability and Accountability Act of 1996, which amends the Internal Revenue Service Code of 1986. This law impacts all areas of the healthcare industry and is designed to improve the portability and continuity of health benefits. It calls for greater accountability in the area of healthcare, simplification of the administration of health insurance, and placement of administrative, technical and physical safeguards to protect confidential health information of patients.

More specifically, HIPAA requires healthcare providers to adopt sound practices for protecting the confidentiality of all patient information in any form. More information around HIPAA can be found here: https://www.hhs.gov/hipaa/index.html

What is the HITECH Act and the Final HIPAA Omnibus rule?

The Health Information Technology for Economic and Clinical Health (HITECH) Act was signed into law in 2009, to promote the adoption and meaningful use of health information technology in the U.S.

In 2013, the final HIPAA Omnibus rule set further statutory requirements, which greatly enhanced a patient’s privacy rights and protections, including holding all custodians of Protected Health Information (PHI) — including HIPAA Business Associates (BA) — subject to the same security and privacy rules as Covered Entities under HIPAA.

How does Fluix facilitate HIPAA compliance for its customers?

All businesses, regardless of their size, which engage in the handling, maintenance, storage or exchange of private health or patient-related information, are subject to HIPAA. As your technology partner, Fluix is committed to ensure the confidentiality, integrity and availability of all protected electronic information. While we do not sign BAAs, the track record demonstrates an ongoing investment in security, compliancy and control for our customers.

Paperless Document Management in Healthcare

More and more often doctors and medical professionals prefer switching to paperless environment and get their practices online (e.g. use electronic prescriptions, set up web appointments, practice remote medicine, which is getting trendy in the tightening medical market). Such switch to mobile includes sharing electronic files with protected health information with patients and collecting similar private data from them using mobile devices. The Health Insurance Portability and Accountability Act (HIPAA) is the official compliance document for the use of computers and patient privacy when dealing with patient data and information. These standards ensure that data is transmitted on a standard that patient privacy and information is secure and within guidelines established for this act.

Impact of HIPAA on Fluix

Fluix offers a secure way to store content, including protected health information (PHI), and improves collaboration around it via various communication channels. All elements of the platform, such as built-in cloud storage, secure connection to the server, and iPad / iPhone / Web applications support security and privacy requirements of the HIPAA regulations. Security standards include administrative, physical and technical safeguards, with the latter being the only applicable to Fluix service. Technical Safeguards include processes that are put in place to protect and control information access and data that is stored and transmitted over a communications network. The chart below provides the summary of HIPAA requirements and how they can be supported by Fluix to create a fully secure digitized environment for healthcare organizations. Each set of safeguards has particular standards that require implementation mechanisms, which are either required (R) or addressable (A). An Implementation Mechanism is a detailed instruction for the service compliance with particular HIPAA Security Rule standard.

HIPAA Security Standards and Implementation Specifications

Technical Safeguards

(R) – required, (A) – addressable

Access Controls (R)

• Unique User Identification (R)

• Emergency Access Procedure (R)

• Encryption & Decryption (A)

Audit Controls (R)

• Notification and Archiving (R)

Integrity (R)

• Mechanism to Authenticate ePHI (A)

Transmission Security (R)

• Encryption (A)

There is no unified way to achieve HIPAA security compliance for any given service. It is not enough to have a single piece of hardware, software, or process in place. All IT technologies and processes must be working accordingly, to create a completely secure environment. Prior to enforcing any particular process within the service, full risk assessment within the technological environment should be completed.

Technical Safeguards

 

The following outlines the general processes used to protect data and to control access to ePHI. They include authentication controls to verify sign-ons and transfer security (encryption) to protect confidentiality and integrity of data.

Access Control (R)

Implement policies and procedures for electronic information systems that maintain ePHI to allow access only to those persons or software programs that have been granted access rights.

Unique User Identification (R)

REQUIREMENT: Assign a unique name and/or number for identifying and tracking user identity entity.

Each user within Fluix company account has his/her own login credentials to authorize into the application on their device. Based on a particular role (company admin, group admin, messenger, user) unique login, password and device ID are associated with each person and depending on these they are granted access to only particular areas/parts of the account, hence to the information within it. In case additional layer of security is required to access company web administration portal with all the company configurations, the admins can be required to go through two-factor authentication, when they will also be associated with particular phone numbers on which random codes will be sent when accessing the portal.

Emergency Access Procedure (R)

REQUIREMENT: Establish and implement procedures for obtaining necessary ePHI during an emergency.

Company storage: if all sensitive information is stored on the organization servers / storages, it is up to in-house team to implement Emergency Access Procedures. Most of the time, it is easy to set up data retrieval, update and renewal.

Built-in storage: if sensitive company information is stored in built-in storage, it is redundantly backed up and can be manually restored from the hosting environment upon written request to technical support team. The turnaround time is defined by Service Level Agreement and has default value of 1 business day.

Mobile apps (Mobile apps refer to iPad / iPhone / Web applications): all the master documents/forms that are distributed to the mobile app are normally delivered using automatically synchronized and backed up methods. In case of emergency, such as device loss, they can be retrieved from the server. Files stored locally on the iPad / iPhone can be backed up via iCloud, retrieved via programs like iTunes and iExplorer, sent by email or uploaded storage as means of back up.

Audit Control (R)

Implement hardware, software, and/or procedural mechanisms that record and examine activity in any system that contains or uses ePHI.
Notification and Archiving (R)

REQUIREMENT: Procedures and/or mechanisms should be put in place to track and record activity on systems containing ePHI and customer data.

Web Admin portal: messages and notifications can be pushed to the iPads / iPhone on any updates within the account. There are also indicators that display when the application was last synchronized / updated and whether a pushed message or a document was delivered. Every document traveling through the workflow leaves audit trail of all the edits, that can be reviewed by company administrator with sufficient privileges. Each record includes document author, status, date and time of modification, and the actual changes made.

Mobile apps: every time messages, documents and links are pushed to the app, users receive notifications. Every automatic synchronization, which updates the content on the device is accompanied by additional notifications.

Integrity (R)

Implement policies and procedures to protect ePHI from improper alternation and destruction.

Mechanism to Authenticate ePHI (A)

REQUIREMENT: Implement electronic mechanisms to corroborate that ePHI have not been altered.

Web Admin portal: documents travelling through the workflows are tightly encapsulated, and as such cannot be edited, copied or forwarded, unless explicitly authorised, thus protecting the integrity of the document and preventing harmful unnecessary data modification or exposure.

Mobile apps: documents with a signature field are sealed with a digital certificate. Any subsequent change to the document will result in the signature being invalidated. ‘Completed’ section could be configured in a way that disallow further modification of the document after completion, providing a record of achieving the goal of automated medical process.

Transmission Security

Implement technical security measures to guard against unauthorized access to ePHI that is being transmitted over an electronic communication network.

Encryption and Decryption (A)

REQUIREMENT: Implement protection of dataat-rest and data-in-motion.

Fluix service uses a combination of Secure Sockets Layer (SSL) protocol to create a uniquely encrypted channel for private communication of healthcare data in motion.

Summary

Mobile document management and paperless workflows will continue to grow at a fast, consistent pace in the years to come. Fluix as a flexible and mobile document management solution created a great system for the healthcare sector that provides an easy-to-use, cost-effective and extremely secure iOS platform. Fluix answers the following requirements to be a HIPAAcompliant solution:

• Transport Encryption: is always encrypted as it is transmitted over the Internet

• Backup: data is never lost as it’s backed up on the servers and can be recovered

• Authorization: is only accessible by authorized personnel using unique, audited access controls

• Integrity: is not tampered with or altered

• Storage Encryption: is encrypted when stored or archived

• Disposal: can be permanently disposed of when no longer needed

• Omnibus/HITECH: data is hosted in-house or on the Amazon S3 servers that meet HIPAA security requirements.

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How to Use Files to Review for Collaborative File Sharing

Integrate seamless file exchange into your workflow with the Files to Review feature. This feature complements the preconfigured forms, providing your team with additional resources to facilitate collaboration and information sharing enhancing the daily workflow experience.

Use Case

While Fluix serves as a tool to streamline team collaboration and automate the business process, we have expanded our capabilities to allow users to easily upload images and files in various formats from external sources while working on a task and seamlessly integrate them into their business flow. Added files can be shared with other participants within the flow, who can review and manage these files according to their needs. Further, the attached files will be submitted along with the completed forms and follow the preconfigured rules.

How it works?

Once the users start working on the task by tapping the Start Work button, the task moves to the In Progress section. Simultaneously, a new section titled Files to Review becomes visible on the screen. This feature is available in both Fluix iOS, Android, and Web User apps. 

Let’s check how the User Attachment feature can be utilized in both Fluix mobile apps and the Web User apps.

User attachments in the Fluix mobile apps

The user may select the photo from the Gallery in order to share it with colleagues or select the document from the Files on the device. Additionally, the users can drag & drop the file to Fluix in case they are using the Split Screen functionality. The drag & drop feature is currently available only in the Fluix app on Android devices.

Please note: The maximum allowed file size is 400MB.

The user may also share the files intended for review and edit them using the external tools by tapping three dots next to the file name and tapping the Share button. Alternatively, the user can also delete the files that were added by him or her if they are not needed anymore.

Additionally, the user may upload files to the tasks from third-party apps, e.g. Gmail, Outlook, Slack, etc. via the Open in option. To do this, the user needs to tap the Share button in any of the apps on the device and select Fluix in the list of apps. Upon opening the file in Fluix, the user will be asked to specify the section “To Do” or “In Progress” and the task to which the files for review need to be uploaded.

While working on any task of the preconfigured workflow, the users will be able to add more files by tapping the button Add Files.

Consequently, the next user who will be working on the task will receive access to the addendum along with the preconfigured forms. Upon finishing the process, the files that were added by the users during the Taskstream process will be submitted together with the forms according to the submit actions (e.g Upload to Storage, Send by Email, Share to Integration) preconfigured in the Taskstream.

Please note: Files to Review feature is available starting from the Fluix 3.16 app version on iOS devices and the Fluix 1.5 app version on Android devices. 

User attachments in the Fluix Web User app

The user may upload the files from their computer or drag them to Fluix.

Once the files are uploaded, the users can rename, delete, or download them. 

Please note: the users can rename and delete only the files which they have uploaded.

While working on any task of the preconfigured workflow, the users will be able to add more files by tapping the button Add Files.

Please note: The maximum allowed file size is 400MB.

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

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Streamlining Daily Tasks with the Form Filling Suggestions on iOS and Android devices

In the routine of daily operations, users often find themselves repeatedly completing identical forms or checklists. This repetitive data entry process can be both time-consuming and tedious. To enhance the user experience and expedite these routine tasks, Fluix suggests the Form Filling Suggestions feature which is designed to simplify and accelerate the form-filling process for the users. 

Let’s explore how the Form filling suggestions can optimize the daily work allowing users to save valuable time on their activities.

Example use cases

  • Permanently filling out the same Location fields in the forms; 
  • Permanently filling out the User’s name and surname;
  • Permanently filling out the Supervisor’s name and surname;
  • Any other data that the user is filling out daily and would like to automate this process.

What is the Form Filling Suggestions feature about?

Form Filling Suggestions feature helps users fill out the same information faster into the forms preconfigured for them by the Fluix account admins by suggesting the words or phrases the users have filled out earlier to any of the forms in their Fluix accounts.

How do the Form Filling Suggestions work on iOS and Android devices?

This functionality is available starting from the Fluix 3.15 app version on iOS devices and the Fluix 1.4 app version on Android devices and is enabled by default. For the Fluix app to remember the data that the users enter and start suggesting it to them, the users need to fully fill out the same words/phrases to the respective fields in the form two times (on one form level or within different forms which are configured for the users).

Consistently, when the users previously entered the data 2 times in the forms, suggestions results will be shown on the 3rd time the users are filling out the forms after the 3rd character to suggest for the relevant value.

Please note: The maximum number of displayed suggestions – is 3. The suggestions are shown based on the last entered values. The collected data will be stored for 3 months, locally on the device. 

In case the users need to disable this feature on their devices, they can achieve the following by tapping the lightning icon on their keyboards.

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

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