Feature Tutorials

How to create a fillable form | Fluix Form Builder

Data collection in forms is an integral part of the job of frontmen, while data review and analysis is a common work for office staff. To ease the task for both teams, managers try to make digital forms easy to fill in, and advanced – to collect all needed data. 

Fluix is a platform that covers all the mentioned aspects: 

In this article let’s see how you can create a fillable form in Fluix Form Builder. Fluix allows you to create a form both in a PDF format, or web form, depending on your preferences and needs.

Note: to create your first form in Fluix, please register a free 14-day trial account.

How to create a fillable form in Fluix?

To create a Web form in Taskstreams, navigate to Setup -> Form Library, and select Create Form

To create a PDF form, navigate to Actions, and select Create a PDF Form

Once done, you will be asked to choose whether you want to create a new form or select the one from existing forms from the Fluix storage or the local files on your computer to edit it further. Depending on your selection, you will be redirected to the Fluix Form Builder showing either a blank page or the document you’ve picked before.

In both cases, you will see the menu on the left containing a list of elements that can be added to your form upon clicking on each of them. 

The elements are divided into three different groups:

  • Blocks – allow using presets of the most commonly used fields combined into blocks for your convenience.
  • Layout – lets customizing your forms by adding the text, your company’s logo, and divider.
  • Fields – provide you with the fields of different types to allow users to fill out the most relevant information. 

Once the element is added, you may do the following:

  • Modify its properties by clicking on it on the page.
  • Duplicate or delete the element by hovering it over and selecting the option.
  • Select one or multiple elements by clicking on it/them, continuing to hold down to draw a selection box, and selecting the necessary element(s).
  • Move the one or multiple elements through the page by a simple drag-and-drop.

Additionally, you may modify pages of your form:

  • To add a new page, click Add Page at the bottom of the last page.
  • To delete the page, click a garbage icon on the top right side of the page.

Once the form is ready, click Save Form in the upper right corner specify its name and click Save

Once done, the form will appear in the Form Library from where you may select it while configuring a Taskstream.

In case you have any questions on setup, contact our team at support@fluix.io and we’ll be happy to help you.

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How to search files on iPad /iPhone | Global Search in the Fluix app

It is hard to imagine a business day without searching and viewing documents on mobile devices. According to a McKinsey report, employees spend 1.8 hours every day searching and gathering information. The situation is much better when it comes to your documents in the Fluix app. 

In this article, we present to you our new functionality – Global Search on iPad and iPhone. Even having a massive list of files located in different folders you will be able to find any document fast and easily. Let’s have a look at how Global Search works. 

Note: the feature is available starting from the Fluix version 3.10.

Tap the Search button on the sidebar and enter the text. You can find the files searching by either the Document Name or the Content Text

Content Text query allows searching for words inside the PDFs and TXTs documents, while searching by document name lets looking for all file types supported in Fluix. 

To ensure the most precise result, you may filter the search by the Location or the Date Range if you know the section where the document you are looking for is located or when it was edited last time.

The results of your search can be sorted alphabetically, according to the size of the file, or arranged depending on how new or old the documents are:

Additionally, the search criteria are automatically saved in the search history that remembers everything you need starting from the document name up to the date range or location you were searching. Search history will allow you to save time in the future and review your previous search results:

As you see, searching for the document becomes easier and faster than ever with the Global Search functionality.

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

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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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How to combine PDF files on iPhone and iPad

Frequently, it happens that you need to merge PDF files you’re working on and share one single document with others. 

Here is a step-by-step guide to show you how to combine PDF files on iPad or iPhone in the Fluix app.

Note. The functionality is enabled by the Admin of the Fluix account in File Sharing Settings. Therefore, in case you don’t have this option on your iOS device, please reach out to your company’s Fluix admin for assistance.

3 steps to merge PDF files on iPad/iPhone

1. Open a document that you would like to merge with another one(s).

2. Tap in the top right corner and select Insert File.

3. Select the document(s) that you would like to insert to the current one from the list and tap Insert.

Note. A maximum of 5 documents can be added at a time. 

The merged document will inherit the name of the first document where the ones were inserted. 

What workflow documents can be merged in Fluix? 

Can be:

1. Documents from different folders.

2. Documents from Templates, Drafts, Company Drive, and Personal sections.

Cannot be:

1. Signed documents. For being able to merge PDFs that were signed, you’ll need to remove the signature first. This is made to protect the signed document from changes.

2. Documents from My Inbox, Group Inbox, Cabinet, and Pinned sections.

3. Already finished documents from the Completed and Reassigned sections.

Have questions on this? Please contact us at support@fluix.io.

Are you new to Fluix? Schedule a demo to learn more.

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Creating ‘Location-based Forms’ Using Fluix Deep Links

Picture this: One of your users walking up to a QR code, scanning it with the camera on their iOS device, and instantly accessing a checklist to complete and turn in.

If you have dozens or even hundreds of documents you share with your team, this would make yet another aspect of their jobs that much faster and frustration-free. It would also make accuracy even more certain, as you ensure that users access the right document for the job. Where would this come in handy? For any form or reference material you want your team to have instant, offline access to when working in a specific area — whether it’s a cockpit, on a remote wind turbine, inside a manufacturing facility, on at an outdoor job site.

  1. First, Let’s Talk About Deep Links

Each PDF in your Fluix account that is shared as a ‘Templates’ workflow can be turned into a link. We’ve got a help article on it here.

Deep links are special links that open a native app on your smartphone or tablet. In the case of Fluix, they’re a little different from traditional links because they’re meant to open a PDF within the Fluix app, without needing to be online to use the link. If you were to see one, they don’t start with “https://” like you’re used to seeing at the beginning of a link. They start with “pdfexfile://“ instead. For now, Fluix deep links can only be shared with other users within your Fluix account. With Fluix deep links, you can share one-click access for your users to open PDFs that are already in your Fluix account with a workflow associated. While the help article I linked above outlines how to manually create them, we’re testing out a slightly more automated way to do that here.

Creating your custom deep link is the first step in the process.

2. Turn Your Deep Link into a QR Code

Now that you’ve got your deep link created (and you’ve tested it on an iPhone or iPad to make sure it works properly), you’ll want to turn it into a QR code, so your user doesn’t need to remember or save the unique link.

Use this super simple QR code generator by pasting your deep link into the proper spot on that website. We like this QR code generator because not all QR code generators support creating deep link QR codes.

You’ll notice that on the right side of the page the QR code image will be updated after you’ve pasted your link in. You can then download that PNG file.

3. Print and Post Your QR Code

Now, simply print and post your QR code wherever you want your employees to access it and begin using. Your users will point their iOS camera at the QR code. A popup notification will ask them if it’s okay to open the link in Fluix (this is a security precaution Apple has built into iOS). Your user confirms, and the PDF will instantly open up for them to use in the Fluix app.

Got questions about this?

Let us know at sales@fluix.io.

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Copying pages in a PDF form

Sometimes, there are cases when you need to duplicate pages in the document you are working on to include some additional data. In this article we are going to show how it can be accomplished in the Fluix app on mobile device. 

1. Open the document.

2. Tap on the thumbnail view.

3. ​​Tap Edit in the upper right corner

4. Check the boxes to select the pages you want to copy.

5.  Tap Copy.

6. Tap Paste 

7. A new page will appear. Tap on it to insert the copied pages, or if needed – drag the new page first to the right place in a document. 

8. Now you should be seeing the added page. In case you require to add more pages, repeat the process starting from the 4th step. Once everything is copied, tap Done.

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How to collect signatures online?

Fluix eSign workflows is the perfect way to go paperless and collect customer signatures in-person on iPad or remotely. Remote eSigning allows your team to send documents to people outside the company, whether they are customers or third-party providers. Anyone can sign documents online in any browser, on any device, and no Fluix account required.

eSign workflow

eSign workflow is a repetitive series of actions that will happen in the order configured by you according to your business needs. To create such a workflow in Fluix, please follow the steps below.  

  1. Proceed to the Configuration section and create a new workflow.
  2. Select users who can send documents for signature.
  3. Add a document source Templates and select a folder with contract templatesEnsure that the template has a signature field.
  4. Choose Send for Signature as submit action.
  5. Once the documents are signed, they should be returned back to the user. Add the second document source My Inbox for the same user.
  6. After the user reviews the signed document, they email their office or archive the document. To configure that option, add the final submit action, e.g. Send by Email or Upload to a folder.
  7. Click Save & Publish.

Here is an example of a workflow:

eSign workflow in action

After the e-sign workflow was created, its participants get access to the template contracts and other documents they need to work with.

The user needs to follow the next steps:

1. Log into Fluix on the iPad, iPhone, or web browser.

2. Select a document from Templates and fill out the information required.

3. Tap the Submit button in the top right-hand side corner.

NOTE: Only documents with a valid signature field can be sent for online signing. If there is no such field in the form, user won’t be able to email the document for signature and will see the error message: ‘There is no signature field in this document, hence the recipient won’t be able to sign it and return to you afterward.’

How to add a signature field in a PDF form on iPad/iPhone

  1. Tap and hold on the document and select Add Signature Field:
2. Drag and drop it to the designated place
3. Tap and hold on the document and select Make required

In case a signer has to only sign a document and is not expected to make any changes, choose Sign Only to restrict the editing option of the document. If the user wants signer to fill out other fields, they choose Fully Editable option:

3. In the popup window enter signer’s email address. Please note that only one recipient can be added per document.

If an error was made in the email address, upon every next entering of address the dropdown list will include it. To avoid that, it can be deleted by swiping left on the address.

4. The signer will receive an email with the link to the document to be signed. By default, the link is available for 4 days. One day prior to expiration, the signer gets the reminder. But you can change the link expiration period by tapping on Reminder. 

5. Also, you add a personal comment to accompany the document. In case you send similar comments to your customers, you can save them to Templates and use each time you send a document. Please note that the templates are saved on the device locally and are not synced between your devices you use to work with Fluix.

6. Tap Send.

After the document has been dispatched, you will see a new tab Sent for Signature where a copy of the sent file is stored:

Signer Online Experience

A signer will receive the following email about a document that needs to be signed:

Once the signer clicks Open and Sign, the document is opened in the browser on any device. To sign a document, the signer needs to type the name in the signature field. From there, the signer has 3 choices under actions: Send document back, Save and Finish Later or Decline to Sign.

When the document is signed, it is returned to Fluix and appears in My Inbox marked as Signed. Both the signer and the sender get the email notification.

If the signer declines to sign the document, it is pushed back to My Inbox and marked as Declined.

In case the signer didn’t have chance to sign and return the document back before the link in the email expired, the document will be returned to the sender’s app, My Inbox section marked as Expired. In that case, a user can send the document to sign once again.

Document retraction

If a document needs to be retracted, proceed to the Sent for Signature section > select the file > tap Void:

There, the admins can also void the documents from the Admin Portal, in the Document Status section.

The retracted file will no longer be available for the signer and will appear in My Inbox. 

Continue with signed documents in the workflow

Once the document returns to the sender to My Inbox, it can be sent further as per preconfigured workflow rule: emailed to other participants of the workflow, uploaded to company cloud storage, etc. Once the document is submitted to its final destination, it will land in the Completed tab on the device.

Admin’s control over all documents in progress

Admins can see all the documents sent for signatures in Admin Portal > Configuration > Workflows > particular workflow > Document Status:

Contact us at support@fluix.io to get more information or sign up for a personalized demo.

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Interacting with other apps | Open In to Fluix workflows

You can open documents located in any app on your device, in the Fluix app and immediately push them to a pre-configured workflow.

To see how it works, set up the workflow on the Fluix Admin portal. You’ll need to create a new workflow by selecting Other Apps as a document source. Then, choose the submit rule. Once the workflows are created, click Publish to activate them.

If there is more than one workflow configured to accept documents from Other Apps, then users will get a list of the workflows to choose from on the iPad or iPhone. Just name the workflows accordingly so that the user could distinguish the necessary one among the others. 

Document flow on the device

Select a document on your iPad or iPhone that you want to push to Fluix. The document might come from any mobile app (Email app, Cloud storage app, etc. ), or web app. Tap the sharing icon in the upper right corner and choose ‘Open in Fluix’.

In the pop-up message select Push to Workflow.

If there is more than one workflow configured for this user to accept documents from external applications, then the user will get a list of such workflows to choose from:

The document will then be placed under the ‘Drafts’ tab.

Once you open the document, Submit button will appear in the upper right corner with the submit actions pre-configured by your company administrator.

Once the document is submitted, it will then be moved to Completed or any other section in accordance with the configurations made in this workflow.

If you choose a ‘Save a Local Copy’ option on the pop-up message above, the document will be saved to the ‘Personal’ tab and the automatic submit actions won’t be applied to it.

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Bulk eSigning

Fluix as eSigning solution helps collect eSignatures both onsite and online. With the Bulk Signing tool in Fluix you can send multiple documents as a package to collect eSignatures from a list of people and then automatically upload executed documents to your company archive, or email them to the back office.

Watch the video, or read below how to set up the process.

How to create and send a package with documents

In the Fluix Admin Portal navigate to Actions — Bulk Send & Sign:

Select the way you’d like to the document(s) to be signed:

1 Option — Collect signatures in sequential order

Recipients will sign the designated fields in the same document(s) 1-by-1

2 Option — Get a signed copy from each recipient 

Each recipient will receive a unique copy of documents to sign and complete

1 Option — Collect signatures in sequential order:

Step 1.

Add the documents you need to be signed to the package. You can upload them from your computer, or from Fluix cloud storage:

Once the documents are selected, click Next.

Step 2. 

In the upper left corner, give a name to the package for your convenience.

In the menu on the left you’ll see the list of documents that were added and number of signature fields in each document. If the document has no signature field, you can add it using Fluix PDF Builder (navigate to Tools).

On the right there is a list of signature fields in each document. Click Add Signer to add signer’s details for each field.

Once done, click Next, or Finish Later to save a draft package.

Step 3.

Once done, you can change the order in which the signers will receive and sign the documents and add a message to the recipients:

Step 4.

At the final step:

— restrict or allow document editing by signers

— set up the deadline for the documents to be signed

— configure the destination for the signed documents (upload to Fluix storage or email)

Once ready, click Send and you are done! Choose Send Later if you need more time.

Option 2 — Get a signed copy from each recipient:

Step 1.

Add the documents you need to be signed to the package. You can upload them from your computer, or from Fluix cloud storage:

Once the documents are selected, click Next.

Step 2. 

In the upper left corner, give a name to the package for your convenience.

On the left you can move the documents in the order you prefer.

On the right you can uncheck the fields that you don’t need to be signed.

If the document has no signature field, you can add it using Fluix PDF Builder (navigate to Tools).

Once done, click Next, or Finish Later to save a draft package.

Step 3.

Assign each signature field in every document within the package to a specific signer. Add the signer to each document by adding the signer’s email and full name, or upload a CSV list of contacts:

Step 4.

At the final step:

— restrict or allow document editing by signers

— set up the deadline for the documents to be signed

— configure the destination for the signed documents (upload to Fluix storage or email)

Once ready, click Send and you are done! Choose Send Later if you need more time.

How to track documents statuses

As soon as you send the package, your recipients will get an email with your message and the link to the documents to be signed. The links can be opened from any device in any browser.

The recipient will have a choice to fill out highlighted fields and sign the documents, just sign the documents, finish later, or refuse signing.

The signer can also add a comment before returning the documents to you.

Finally, there is an ability to track the documents at every stage. You can easily do that in the Fluix Admin Portal:

From there you can also download any document or the whole package, resubmit it, send a reminder to a signer, void the package, or make any other actions you need.

Access to Bulk Signing

To give access to Bulk Signing to your admins, please proceed to Configuration -> Roles -> Global Permissions -> Allow Access to Bulk Signing in the web -> save changes.

Feel free to contact your Customer Success Manager with any questions or comments, or via email at support@fluix.io. We’re always glad to hear from you.

Learn how Fluix works for teams in various industries.

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Using keywords for email customization

Depending on the goal, in the following subsections you can customize the Fluix invitation emails sent to your users to join the Fluix platform or any email submitted by your users from Fluix that are participating in workflows with “Send by email” submit action:

In order to provide the recipients with the specific data about the users, documents, or any other information in the emails sent form Fluix, you can use the keywords in the Fluix platform. 

To select the type of email that is going to be customized, click the ‘View and Edit’ button to open the email template.

The keywords can be used in any custom message and can be placed anywhere. Those serve as identifiers of the text (URL, name, title, etc) that is needed to be sent by email.

Welcome to Fluix invitation email

Use the following keywords in order to include user-specific data:

  • %user_full_name% – user’s name
  • %company% – name of your company’s  Fluix account configured by Fluix team
  • %product_title% – the product title is set by default and will be displayed in the email as Fluix. In this case, it can be used in the following way: you have been added to %product_title% account.
  • %web_activation_url% – a link to create a password that is generated by our system, that will be displayed as a link.
  • %create_password_button% – a HTML button with an activation link to create a password, that will be displayed as a button that leads to the activation link.

Please note that only one of the keywords either %web_activation_url% or %create_password_button% should be used in the invitation email in order not to duplicate them since each of them provides a user with the same link.

Document submitted by email (when the document sent as an attachment)

Use the following keywords in order to include user-specific data:

  • %user_email% – user’s email fixed in Fluix platform as a login
  • %user_full_name% – user’s name
  • %company% – name of your company’s  Fluix account configured by Fluix team
  • %support% – the email that is configured as support email for the account (by default support@fluix.io)
  • %text% – custom message configured at the workflow level for “Send by email” submit action
  • %document% – the name of the form submitted in Fluix

The same keywords as when the document is sent as an attachment can be used. Additionally, the keyword %download_link% has to be included to the list to provide the recipients with the link to download the submitted document, that is available for 1 year. 

Other than that the email message and its subject of any workflow for “Send by email” submit action can be customized. 

To specify the subject of the email and its custom message you can use the following keywords:

  • %document% – the name of the form submitted in Fluix
  • %user_full_name% – user’s name
  • %company% – name of your company’s  Fluix account configured by Fluix team
  • %product_title% – the product title is set by default and will be displayed in the email as Fluix
  • %user_email% – user’s email fixed in Fluix platform as a login
  • %text% – in this case, all the text specified in the Custom Email Message will be added to the subject

However, all these keywords will be added after the main text of the email sent to the recipient. 

Check what you can do with Fluix. Explore features >

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How to Create deep links to files in Fluix

Deep linking is the practice of directing users deeper into a web page or mobile app through the use of uniform resource identifiers (URI). With deep links you can easily direct Fluix users to the files within the app. Specifically, creating a direct link to a file will significantly help to save employee’s time on digging through complicated folder structures of your corporate cloud storage by pointing him/her directly at the required file instead, whether it is Site Attendance Register, Safety checklist or any other document.

Before starting, please note that the below instruction is applicable only for Templates and Personal sections of the Fluix app, having some specifics for each.

How to build the link:  

The deep link should consist of initial prefix ‘​pdfexfile://’ ​and the folder path itself ​/folder2/folder3/file.pdf  

As a result, the link pointing to a PDF document should look like the one below.  

pdfexfile:///folder2/folder3/file.pdf 

Important Notes 

1. The link is case sensitive, meaning that the spelling of the folder path in your deep link must be identical to the spelling of the actual path of your folder structure in Fluix. Therefore please make sure that upper and lower cases correspond to one another.

2. The path should not contain the first (root) folder. (This rule is applicable only for the Templates section, while for Personal section the path should stay as it is)

Example for Templates: When the file is accessible at such folder path /Folder1/Subfolder2/File.pdf; the link to the file should be as shown below: 

pdfexfile://Subfolder2/File.pdf 

Example for Personal: When the file is accessible at such folder path /Folder1/Subfolder2/File.pdf; the link to the file should be as shown below: 

pdfexfile:///Folder1/Subfolder2/File.pdf 

3. Spaces should be percent-encoded (put ​%20​ instead of space)

Example for Templates: When the file is accessible at such folder path /Folder1/Subfolder2/Important Document.pdf; the link to the file should be as shown below: 

pdfexfile://Subfolder2/Important%20Document.pdf 

Example for Personal: When the file is accessible at such folder path /Folder1/Subfolder2/Important Document.pdf; the link to the file should be as shown below: 

pdfexfile:///Folder1/Subfolder2/Important%20Document.pdf 

Please note that the method described above will work only in case your folder path contains Latin letters, numbers, and spaces only. In case if your folder path contains some special characters eg. ü, ö, backslashes, underscores, other punctuation marks, etc, we recommend checking how to percent-encode them by following the link below.

https://en.wikipedia.org/wiki/Percent-encoding

In case of any questions don’t hesitate to contact us at support@fluix.io

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Virtual folder structure for the app users

In case you have a complicated folder structure on your cloud storage, and your team spends time searching for the needed folder or file while working in the Fluix app on a mobile device or in the user web app, there is a way to improve the user experience.

In Fluix you can create a virtual folder structure and the label folders for the end-users so that they could access the required folder without clicking through the whole path from the root folder to the subfolder they need.

Such a virtual folder structure can be created on the level of Templates, Cabinet, Company Drive, and Group Inbox. For doing this the Fluix admin needs to create the label folder on the workflow level:

In this case, the end-user will see the October Inspections Reports in the Templates section on their device, without the necessity to click and open the folders through all the path from the root folder to the subfolder they need. As a result, the actual folder structure is Templates/Fluix Library of Templates/Inspections Reports/2020/October, while the virtual folder structure, which is displayed to the user is Templates/October Inspections Reports.

Additionally, not only one folder but the multi-level virtual folder structure can be created on the level of the Templates, Cabinet, and Company Drive. For doing this, the Fluix admin needs to configure the path, which will lead the user to the necessary folder by adding two slashes (//) into the path itself, which creates a subfolder in the parent folder to the left from // symbols. The virtual folders can be created indefinitely and contain multiple levels (3, 4, 5, etc), for example, Folder//Subfolder//Subsubfolder//…//Subsubfolder.

As an example, the following path can be used for creating the multi-level virtual folder structure: 

As a result, the actual folder structure is Templates/Fluix Library of Templates/Inspections Reports/2020/October/Week 2, while the virtual folder structure, which is displayed to the user is Templates/October Inspections Reports/Week 2.

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

Check what you can do with Fluix. Explore features >

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