User Guide for iOS and Android

Fluix is a software that helps companies automate routine tasks for their team and increase productivity. Once your account is set up by your company administrator, you will receive an invitation letter to create your login password and to log into Fluix from an iPad, iPhone, Android Tablet or Phone.

If you used to download the apps from the App Store or Google Play Store (i.e. your company is not distributing apps on your device directly), then find Fluix in the App Store or Google Play Store, download it and log into the app using your email and password, or use the Single Sign-On (SSO) option, if it has been configured for your company account.

Once logged in, you’ll see the list of the following sections:

• Home
• Notifications
• Pinned Tasks
• Templates
• Assigned
• In Progress
• Finished

With Fluix, you can easily fill out and sign PDFs, add images, scan barcodes, submit documents via workflow to your colleagues and customers, etc.

This guide provides tips on how to use Fluix, manage documents, and how to troubleshoot in case something goes wrong. We are always glad to hear your feedback and ideas at support@fluix.io.

The Home section serves as the starting page of your Fluix account, providing a comprehensive overview of your tasks, as configured by your Fluix account administrator. These tasks are categorized into:

• Recurring – Ongoing tasks that are pre-configured by your company admin.
• Assigned – Tasks specifically assigned to you that require your attention.
• In Progress – Tasks you have started but not yet completed.
• Finished – Completed tasks and documents for reference.

This section allows you to easily track tasks requiring your attention, monitor ongoing work, and access completed documents.

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

The Notifications section in the Fluix Tasks app helps you stay informed about all new tasks preconfigured for you by your Fluix account administrator.

Viewing Your Notifications

In this section, you’ll find a list of tasks synced to your device, along with details on how they relate to you. Notifications may include:

• New tasks assigned to you;
• New tasks created for you;
• Tasks returned to a group you are part of.

At the top, you’ll see the number of unread notifications, with unread items marked by blue bullet points next to the task names.

Accessing and Managing Notifications

To view the details of a task, simply tap on it.

You can also customize which notifications are displayed by tapping the three dots in the upper-right corner of the Notifications section. Available options include:

• Show All Notifications
• Show Only Unread
• Mark All as Read

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

The Pinned section in the Fluix Tasks app suggests quick access to tasks that you frequently work on or want to keep readily available. Whether these are recurring, assigned tasks, or completed ones you’d like to reference, pinning helps streamline your workflow.

Pinning a Task

To pin a task:

1. Open the task you want to pin.
2. Tap the Pin action, as shown below.

Working with Pinned Tasks

You can start working on pinned tasks if they are in any of the following states:

• Recurring
• Assigned
• In Progress

If you edit a document from a pinned task, the task will automatically move to the In Progress section to reflect the changes.

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

To start working on the task, tap on the line containing its basic information. In the left sidebar, you will see detailed information about the task, including its full description, the stage, priority, workflow name, and task due date.

Supporting materials

Supporting materials are additional files added by your Fluix admin that he thought might be helpful for you while working on the task.

Forms to Complete

Forms to Complete section will display the list of forms that your Fluix account admin has added to this task.

To start working on a task or assign it to yourself (in case the task was initially assigned to the group you are a participant in), tap the ‘Start work’ button in the top right corner.

Required fields in the forms

If configured by your Fluix account admin, the form you will be working on may contain several required fields. Their exact number will be shown to you right under the name of the form you will fill out.

Note: You can submit the task after all the required fields in the form are filled out.

Interim progress of the work done in the tasks

Once you start working on a task, it will be automatically moved to the In Progress tab. It will stay in progress until you submit it via the Finish button.

Note: Any work you do in the Fluix app is saved locally, so you can leave and return anytime to finish it if you work in the Fluix iOS or Android app. 

Files to Review

Files to Review section makes it easy for you to add your supporting files or images if you need to pass extra details to your colleagues who will receive the task in the next step. Learn more about this functionality in the Files to Review tutorial.

Keep your team in the loop with Notes

Use the Notes feature to communicate with your teammates about any changes or extra details needed in the document, whether you’re filling it out or reviewing it. Learn more about Notes in this tutorial: Exchanging Notes with Team Members.

If you have any questions or need further assistance, please contact us at support@fluix.io.

The recurring section displays the tasks with the documents pre-configured by your company admin. You can initiate them at any time, even offline. Since these tasks are always available in the Recurring tab, you may initiate as many tasks as needed with empty template forms ready to be filled out. 

Sorting the tasks

You may sort the tasks in the Recurring section by the following options:

• Priority
• Task ID
• Task Name

The Priority option lets you sort the tasks from critical to low priority.
The Task ID option lets you sort the tasks based on the task abbreviation in the alphabetic order or vice versa.
The Task Name option lets you sort the tasks based on the task name in the alphabetic order or vice versa.

Search for the relevant tasks

In the upper right corner of the Recurring section, use the Search icon to locate the tasks you need to complete.

In order to review the task and to start working on it, tap on its line containing the basic information about the task.

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

The tasks appear in the Assigned section when someone sends them to you either as a user or as a member of a particular group. If the task was assigned to a group in which you are a participant, the name of the group will be displayed next to the Process ID e.g. DAP-27.

When a task is assigned to a group, and one of the group members assigns it to himself or herself, it will not be displayed in the Assigned section.
Your company admin may have pre-configured the due date for the assigned tasks. Once a task is overdue, it is marked accordingly and shows the number of overdue days.

Sorting the tasks

You may sort the tasks in the Assigned section by the following options:

• Priority
• Task ID
• Due Date
• Creation Date
• Assignee name
• Task name

The Priority option lets you sort the tasks from critical to low priority, which is pre-configured by your company’s account admin.
The Task ID option lets you sort the tasks by their abbreviation.
The Due Date option lets you sort the tasks by priority; the due dates can be pre-configured by the company’s Fluix account admin.
The Assignee name option lets you sort the tasks by the names of the Groups to which they are assigned.
The Task Name option lets you sort the tasks based on the task name in alphabetical order or vice versa.

Search for the relevant tasks

In the upper right corner of the Assigned section, use the Search icon to locate the tasks you need to complete.

Start working on tasks

To review the task and/or to start working on it, simply tap on its line containing the basic information about the task.

To start working on a task or assign it to yourself (in case the task was initially assigned to the group in which you are a participant), tap the ‘Start work’ button in the top right corner. Once you start working on a task, it will be automatically moved to the In Progress tab.

Once you finish working on the form, click the Back button to exit editable mode and click the Finish Task button. The task will be moved to the Finished section and available for you to review.

Feel free to contact us at support@fluix.io with any questions or comments.

Once you start working on any of the tasks from the Recurring or Assigned tab, the task will be automatically moved to the In Progress tab and will stay there until you finish it.

Forms to Complete

On the main screen, you can find the forms that must be filled out to finish the task and the supporting materials.

If the form configured by your company admin has some required fields, the number of these fields will be displayed next to the form’s name. The task cannot be finished until all the required fields are filled out.

You can fill in text fields, add images and a signature, and add barcodes and QR codes to a form. 

In case you are working on a task that was initially assigned to a group in which you are a participant, besides having the option to finish the task, you see an option called ‘Return to Group’.

This means that you can return the task to the group when it hasn’t been finished yet. It may happen if your shift is over or you assigned this task to yourself by mistake. All the changes you made to the task will be saved. 

The task can be deleted only if you initiated it from the Recurring section. Otherwise, the admin may withdraw it from you only.

Once you tap the ‘Finish Task’ button, depending on the setup, you might receive a list of alternative submit actions to choose from. For example, if your Fluix account admin preconfigured it, you may select the individual assignee from the preconfigured group in the flow to whom you would like to pass the completed form, e.g., for approval.

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

In case you work offline or the connectivity is poor, it might take some time for the task to get finished. In such cases, the Outgoing tab appears and the task ends up there. Once the Internet connection is established, the task is automatically submitted and the section disappears.

In the Finished tab, you may find a list of the last 500 tasks you completed. All tasks are opened in view mode, i.e., you cannot make further changes or resubmit them. 

The list of tasks is sorted by date and separated into sections based on the date each task was finished.

Search for the relevant tasks

In the upper right corner of the Finished section, use the Search icon to locate the tasks you need to complete.

Manage Finished Tasks Wisely

Fluix Tasks app includes a setting to limit the number of saved finished tasks to avoid using too much device storage.

Feel free to contact us at support@fluix.io with any questions or comments.

Working with forms in Fluix is getting even more effortless! With the new functionality of Annotations, you can quickly draw on the photos you take while in the field to highlight essential things for your team members.

Note: Annotations in photos are supported in Dynamic and PDF forms.

How to add annotations to photos in Fluix?

Open the Fluix Tasks app and find the document in which you would like to make annotations. To locate the task and the form in question, navigate to the app’s Recurring, Assigned, or In Progress section.

Tap on the respective task and the document inside the task to open it, and click the Start Work button. Find the image field in the form and select how you want to add the photo: from Camera or Photo Library. After that, tap on the added photo and select the Preview option:

Click on the Pencil icon displayed on the screen to enable the Annotations mode. 

In Preview mode, you may save the photo taken locally to your device’s Photos or Files. Alternatively, you can share the photo to third-party platforms via the Open In button.

Feel free to contact us at support@fluix.io with any questions or comments.

Geotag and timestamp on images

For accuracy on locations the photos have been taken at, the GPS data and timestamps are automatically embedded onto them.

Adding address to forms automatically

Use the geolocation function to automatically define the address. Simply tap on the Address field and tap on the Location icon in the keyboard.

Check the correctness of address on the map and insert it into the form.

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

Fluix supports barcode and QR scanning out of the box on the mobile device. There’s no need to create special fillable forms, or configure devices.

Here’s how it works:

1. Open a form in the Fluix app
2. Tap on a text field
3. Tap barcode icon in the keyboard area:

4. Confirm access to the camera. Only need to do it once:

​

5. Hover the code. Just close up on it:

6. Capture data. The number will be inserted automatically​:

Essentially, scanning decodes graphics into an embedded string of characters, and populates the selected field with it.

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

The Notes feature in the Fluix Tasks app allows users to share additional context with other process participants regarding the work completed or any required changes.

Adding and Viewing Notes

When you add a note and complete your task, the next assigned participant can view all previously created notes and add their own for future team members.

When you open a task with existing notes, unread notes that require your attention will be displayed in the respective column of the task viewer.

To review the entire history of notes added by other participants:

1. Open the document within the task.
2. Tap the Notes button in the upper-right corner.
3. Notes are displayed chronologically, with the most recent ones at the top.

Editing and Deleting Notes

You can edit or delete only the notes that you have personally added to a task.

If you have any questions or need further assistance, please contact us at support@fluix.io.

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 “Recurring”, “Assigned” 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 workflow 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 workflow.

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.

Mistakes happen — and that’s okay. That’s why we’ve introduced the Undo Finished Action option, allowing you to reverse tasks you’ve submitted by accident or need to revisit. Here’s a step-by-step guide on how it works:

When to use the Undo Finished Action

The Undo Finished Action option becomes available immediately after you finish a Task. This option is available for 5 seconds, allowing you to discard the task’s submission.

What happens after you click Undo Action:

• The task returns to its previous In Progress section. Please note that all the previously introduced information will remain in the form, and no data will be lost.
• Any follow-up processes (like notifications to your teammates or task assignments) do not happen.
• You can make changes, add comments, or correct details within your tasks as needed.

What happens if you choose not to click the Undo Action: 

• Your finished task will be submitted within the workflow preconfigured by your Fluix account Admin. 
• Your finished task will move to the Finished tab, where it will be available for reference only.

Feel free to contact us at support@fluix.io with any questions or comments.