Use Case Tutorials

How to Optimize Service Checklist Management

Fluix is a cloud-based platform for web and mobile that enables teams to manage digital documents and automate workflows. With Fluix, you can:

• Automate collaboration between field teams and back office.
• Speed up approval processes.
• Collect data to track the status of various tasks.

Fluix supports working with PDFs, Web Forms, and Dynamic Forms. You can either use your existing PDFs or create custom Web or Dynamic Forms using the Form Builder in the Fluix Admin Portal.

In this guide, we will show you how to create a Taskstream that improves collaboration between Field Technicians, Managers, Dispatchers, and the Billing team.

Use case example

1. Dispatcher Initiation: A Dispatcher begins the process by pre-filling the Service Checklist for a Field Technician.
2. Field Technician’s Role: The Field Technician conducts inspections (annual, quarterly, or monthly) and completes the checklist, submitting it to the Field Manager for approval.
3. Field Manager’s Review: The Field Manager reviews the completed work. They either send the checklist to the Billing team for further processing or return it to the Field Technician for revisions.
4. Completion: The finalized checklist can be emailed to relevant recipients and saved in Fluix File Storage, third-party Cloud Storage, or the company’s CRM.

How to Build a Taskstream

A Fluix account admin can set up Taskstreams without requiring IT expertise. Follow these steps to build one:

Step 1 – Determine the participants of your process

• Add users and organize them into groups.
• Go to the Participants section, open the Users tab, and click New User.
  • Enter the user’s name and email.
  • Click Create. The user will receive an invitation to set a password.
• Next, open the Groups tab and click New Group.
  • Name the group and assign users to it.

Note: Users in a group will have access to all documents configured for that group. Learn more about user management here.

Step 2: Create a Repetitive Process

Think of how you would like to start the process:

• By a user in Fluix.
• By a trigger in a third-party tool (e.g., integration with another platform). Learn more about third-party triggers.

In our tutorial, we will build a setup in which a regular user initiates the start of the whole process in Fluix.

1. Go to the Taskstream section and click New Taskstream.
2. Select Blank Template from the list and name the taskstream (admins only will see this name).
3. Drag and drop the Process Start event to the working area and select “User/Guest Action.”
   
4. Add a User Task, including its name and task details. This description will later be available for the users working on this task in the Fluix Tasks app or Web User app.
5. In the assignee who will perform the task, select the Dispatchers group from the list or click on the Create New Group button and add this group from scratch.
6. In the Forms & Attachments section, add the Service checklist by uploading it from your computer as a PDF or selecting the necessary form from the Forms section in Fluix.
   
   Note: Use the built-in Assignment configurator to mark specific fields in the attached form as required, read-only, or editable for the users from the Dispatchers group.
   
   
   
7. Using the same technic, add the user task for the Field Technicians and Field Managers to make them a part of this flow.

Step 3: Configure the Approval Process

• Introduce an OR (User Choice) branch to handle approvals and corrections, for example:
  
  • Approve—Upon reviewing the checklist, the Field Manager confirms that everything is in place and submits the document to the Billing team.
    Tip: Utilize the Forms Prefill feature to automatically transfer data (e.g., customer info, hours worked, technician details) from the Service Checklist to the Billing Invoice.
    Drag and drop Forms Prefill action to the Taskstream chart, add a new user task, and configure them.
    
    
    
  • Corrections required—the Field Manager sends the document back to the Field Technician so he can make the necessary changes and send the document again for review.
    
    Add one more user task for the revision. In this task, the user from the Field Technicians will correct the checklist if Field Manager submits it back for revisions. Connect it with the previous task Review the job done to allow the technician to submit the form for edits again.
    
    Use the User – Performer of the Task option to ensure corrections are sent directly to the original technician rather than the entire group.
    
    

Step 4: Configure Final Submission

Use the AND branch to set up parallel submissions:

1. Email Submission:
   • Drag and drop Send by email action and configure it using the Dynamic values functionality to customize email content and/or recipients to auto-populate data from form fields.
     
2. File submission to the Cloud Storage:
   • Use the Upload to Storage action to archive the Billing Invoice and/or Service checklist in Fluix File Storage or third-party Cloud Storage.
     
3. CRM Integration:
   Additionally, any specific data from the completed forms could be populated to respective destination points in the CRM or sent to platforms like Smartsheet, Procore, etc., via Share to submit action. Check more information on the type of Integrations here.

Once you finish setting up your chart, click Save & Publish to activate the Taskstream. The final look of the Taskstream will be the following:

Step 5: Configure Data Extraction

Extract and analyze data collected in Service Checklists and other forms:

1. Open the Datasets section and click New Dataset.
2. Name the dataset, select the Taskstream, tasks, and forms from which you would like the data to be extracted upon submitting the tasks.
3. Click Create.

You may then export collected data from datasets to BI platforms such as Power BI, Tableau, and many others;

Step 6: Test Your Setup

• Add yourself to all participating groups for testing in the Participants section of the Admin Portal.
• Use the Fluix app on your iOS or Android device, or test in the Web User App by switching to User Mode.
• Locate the task in the Recurring section, fill in the form, and complete it. The task will advance to the next group in the workflow.

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