How to create and test a workflow in Fluix

To create a workflow, click ‘Configuration’ from the main menu in the Fluix Admin portal and select ‘Workflows’. From there, click ‘New Workflow’.

You can give your new workflow a name in the top left corner of your screen.

Now let’s add some participants. We recommend adding users to workflows in groups, which you can create.

After you’ve added participants, you’ll need to select a source for the documents. The source is the place from which your participants will take templates and documents to work with. There are various different sources – but the most common source is templates, where users will find blank templates to work with. Next, choose the location where the templates are stored. This could be Fluix storage, or your own remote storage solution. Select the storage folder by hovering over the folder you want and clicking on the small circle to the right of it. Then click ‘Done’.

Our final step is to specify submit rules. These rules dictate the direction of a document’s journey through the workflow after it has been submitted by a user. You can choose from a variety of actions, depending on your company’s individual processes and needs.

For example, if you need all documents from a field team to be saved directly to your company’s archive in the office as soon as they’re completed, you would choose the ‘upload to folder’ option, then select your company’s storage. You can create a new folder for your archive by clicking ‘new folder’ and giving the folder a name. The new folder will be highlighted already, so you just need to click ‘Done’.

Next, you can select the format that the documents will appear in your new archive folder as. You can choose Editable PDF, XFDF or flattened PDF, if you’d like to protect it from any further changes after it’s submitted to the archive folder.

If you would like your documents to be sorted by the field team users who submit them, you can check the small box to enable ‘create user folder’. This will create sub-folders within the main archive folder. You can add additional submit actions as necessary, which will happen simultaneously with the first action.

You can also add alternative submit rules, which would be presented as additional options to the user at the time of submitting the document. Then they can simply tap the appropriate option on their iPad to select which journey the document should take when they submit it. For this reason, it’s important to give clear names to your alternative submit rules, as these names are what the user will see on their iPad.

Now that we have created and named our new workflow, added participants, selected sources for the documents and added submit rules, let’s make it live by clicking ‘Save and Publish’ in the top right corner of your screen.

To test the workflow, make sure you have your files uploaded into the templates folder you connected as your source, then navigate to the user app and submit a document to test out your very first Fluix workflow.