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:
- Follow the link in the received email.
- Fill out your contact details (name and email).
- Open the task and click Start to fill out or sign the documents.
- 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.