Feature Tutorials

Conditional Logic to automate routing in a business process 

What is conditional logic?

Conditional logic functionality allows you to automate decision-making throughout the business process – based on the values entered in form fields by the field workers. 

Example use cases

Conditional logic in Fluix routes completed forms to different emails, cloud storage and a CRM, or returns a task for another round of approval, and many other scenarios. Below we collected a couple examples for your convenience. 

  • Checklists 
    Instead of a manual check of content in checklists, conditional logic does an automated check based on predefined rules. Assuming a checklist has 10 checkpoints, and if all 10 are set to be OK or the values are within a predefined range, the checklist will automatically be approved and saved on cloud storage, so no human interaction is required. In case there is one check set to Not OK – the checklist will go for a review.
  • Field inspections
    A similar case is when a fillable form contains a field Checked with dropdown options Passed and Failed. If-then logic says: if Failed is chosen, then an email is sent to the responsible person.
  • Safety accident reports
    An employee is injured on the job. The manager needs to submit an injury report to the office. If the supervisor chooses Yes next to  Hospitalization required, conditional logic automatically routes the report to a safety director.
  • Employee COVID screening
    Before entering a workspace, all employees fill out a Covid-screening form. If a worker checks the Fever box, they need to either WFH, due to the symptoms and include their submitted report.
  • Employee hiring & onboarding
    While hiring and onboarding a new person, there is a list of steps and procedures each company sets up to make the employee onboarding as smooth as possible. An employee new-hire checklist or an employee onboarding checklist would be among those forms that help both a newcomer and their manager to ensure all aspects are covered. For example in case the Info Security Agreement is not signed, the respective task is automatically assigned to the Info Security Director. 

How to set up conditional logic in the business process?

Let’s look at the real-life safety injury reporting case as an example of utilizing conditional logic in Fluixthe Taskstreams. An employee is injured on the job. The Supervisor needs to submit an injury report to the Safety Director.

Step 1 – Create the first task and a form. Navigate to the Fluix admin portal, create a new Taskstream, and configure the first task for Supervisors who will fill out a safety incident report.

Step 2 – Configure the Conditional logic. Drag and drop the Conditional Logic element to the Taskstream chart and connect it with the Supervisors’ task using an arrow. By default, the Conditional logic element has two conditions: Condition 1 and Else. You may rename them as needed for more clarity. You can also add more conditions if needed (check the details in Step 3 below).

Click on the condition and configure it. In our example the report will go down this branch of the Taskstream only in case the site Supervisor enters Yes or Yes – Fatality into the hospitalization required field.

To select the field in a form, click on the configuration icon to open a dynamic values configurator.

Here is how the preview of the configured condition looks like:
Besides IS the list includes other options:

Step 3 Decide on actions when the condition is met and not met. 

In this example, when the condition is met – we chose two submit actions and connected them with the parallel action element. This way, the report will be sent by email to the Safety Director and uploaded to the required folder on cloud storage.

When the condition is not met, the form will go down the second branch of the conditional logic – in our scenario, the report will be uploaded to another folder on the cloud storage for record purposes. 

In fact, you may add as many conditions as needed. Drag and drop a task or submit action and connect it with the Conditional Logic element by stretching an arrow from the latter.

Step 4Save changes and proceed to testing. To try the setup, add yourself to the Group of Supervisors in the Taskstream, open the app either on an iOS or Android device, or a web-based User app, and complete the task.

In fact, you may add as many conditions as needed. Drag and drop a task or submit action and connect it with the Conditional Logic element by stretching an arrow from the latter.

Step 4Save changes and proceed to testing. To try the setup, add yourself to the Group of Supervisors in the Taskstream, open the app either on an iOS or Android device, or a web-based User app, and complete the task.

Benefits of conditional logic 

  • Saved time: Conditional logic in a business process cuts off unnecessary steps of the workflow like several rounds of manual review and approval, thus allowing the team to deliver their work faster and reducing the administration effort. 
  • Streamlined processes: Your users only see tasks and forms that are required for their project. The system navigates them to the further workflow steps based on their inputs in forms. 
  • Automated notifications:  With the assistance of conditional logic, your users will get only relevant notifications based on the data they enter.
  • Reduced error: You as an admin get full control of the route the completed form and task is going to take down the workflow, which eliminates human error. 

Conditional logic is a powerful tool to streamline your documents, tasks, and workflows. Creating automated branching based on conditional inputs can help you bring the expected logic to a business process of any complexity.

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

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Dynamic values for naming forms, tasks and actions | More automation in the field

Dynamic values in naming forms and tasks, as well as customizing emails with completed forms are aimed to:

  • Eliminate human error in the field
  • Help email recipients grab all needed information even without opening the attachment
  • Minimize administrative work.

Dynamic values in Fluix Taskstreams allow you to automatically name the submitted documents, customize email recipients, subject and body of the email, based on the information your remote team enters into the forms while working in the app. Let’s explore these capabilities in a bit more detail. 

1) Automated document naming

Keep the document names consistent with the dynamic values. The field data is automatically pulled from the predefined fields in the form in order to name the document correctly upon the task completion. 

Steps from setup to end result:

1. Form naming pattern, configured in a recurring task in the admin portal:

Form Name and Performer name values were used to generate form names upon submission.

2. A form completed by a team member on the device:

The Performer Name field has been filled out.

3. The form with a proper name submitted to the cloud storage:

The submitted form contains two values: Form Name and Performer Name.

2) Customization of the Submit by email action

In addition, dynamic values can help you customize the emails that are sent out upon task completion. Hence, email recipients, subject, and email body can be created based on the recent data input made by a user in the related form on the device or web app. 

Flow from setup to the received email:

1. Configured Submit by Email action for the Timecard workflow

The Manager’s email and Performer’s email values are used to generate recipients’ emails. 

Form Name and Performer Name – values are used for the email subject. In addition, the list of values was added to the email text.

2. Timecard on the user device with entered manager’s email:

Email address mario.wanner@fluix.io was entered. 

3. An email received by the Manager:

For the convenience of your users, you may also set up dynamic values for naming the task on the user’s device upon its completion based on the values entered by the user in the form.

mario.wanner@fluix.io is the recipient, the subject of the email contains the form name and performer name, and finally, the email text contains all expected values.

3) Automated task naming 

Once the task is finished, a user will be able to easily distinguish it from the finished ones.

Setup steps

1) Automated form naming

1. Go to the preferred Taskstream in the admin portal and click on the task where you would like to customize form naming.

2. In the action details, click on the configuration icon:

3. In the appeared input configurator choose the required form and pick the fields, values from which you want to see in the form name after it will be completed by the user. 

4. Save changes.

5. To test the naming, add yourself to the Group of assignees in the Taskstream where you configured the naming, open the app either on a device, or the User app in the web, and complete the task.

2) Customized Submit by email action

A similar procedure applies to the customization of Submit by email action.

1. Click on the Submit by Email action in the Taskstream builder.

2. In the action details, click on the configuration icons next to Send to field, email Subject, email Text, and the form name after it will be completed by the user.

3.  In the appeared input configurator choose the required form and pick the fields, values from which will be used in customization.  

4. Click Save.

5. To test the setup, add yourself to the Group of assignees in the Taskstream, open the app either on a device, or web-based User app, and complete the task.

3) Automated task naming

1. In the task preferences, click on the configuration icon to set up the automated task naming for the user.

2. In the appeared input configurator choose the required form and pick the fields, values from which you want to see in the task name after it will be completed by the user.

3. Click Save. To test the setup, add yourself to the Group of assignees in the Taskstream, open the app either on a device, or web User app, and complete the task.

Conclusion

As you can see, dynamic values are very handy both for those who perform the job on-site, and managers who supervise the process. Dynamic values save time and cut off manual effort while tasks, submitted forms, and email data are being named and filled in an accurate manner without employee involvement.

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

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Connect your business processes across multiple systems | Fluix integrations

Why and how to automate the data transfer between the systems your teams use

The main idea of integrating business tools used in your organization is to optimize business processes and eliminate manual effort. The ultimate benefit is the automation that saves employees’ time and your costs.

Fluix cloud platform helps to both streamline the business processes related to data collection and approval in the field, and further data reporting and account management in the office. If you used to perform the office part with the help of a data analysis platform, CRM, or any other tool, you can easily integrate it with Fluix to automate the flow.

How integration works

1. Workers on the ground collect data (text, images, signatures, etc.) in the Fluix app on mobile devices, both iOS, and Android, and push the filled-out forms for review. 

2. Once the approval is obtained, the completed work is usually submitted down the workflow: to the cloud storage, email, customer management system, database, etc. At this step, the integration helps to avoid manual file download from storage or data copying from forms. The form, or the particular data from it, or even a message about the completed job is automatically pushed into a system you choose.

Premade integrations

Fluix already integrates with various popular SaaS products via API. Our current list of integrations includes the following popular tools:

Business Intelligence

  • Fluix Smartsheet Integration
    Smartsheet is a platform where you can aggregate and act on data that is collected in forms in the Fluix app.
  • Fluix SeaTable Integration
    SeaTable is an online database software for managing data in a spreadsheet/database kind of view where you can store and process different types of data captured in the Fluix app.
  • Fluix Qlik Integration
    Qlik is a business analytics platform that helps companies analyze real-time data captured in the Fluix app. 
  • Fluix Domo Integration
    Domo is a business intelligence and data visualization tool that allows companies to extract business value from the field data they collect in the Fluix app. 
  • Fluix Airtable Integration
    Airtable is a cloud collaboration service that allows to aggregate and visualize data extracted from forms submitted in the Fluix app.
  • Fluix Tableau Integration
    Tableau is a visual analytics platform that helps you create any kind of charts, diagrams, and filters based on the data your remote teams collect in the Fluix app. 
  • Fluix Power BI Integration
    Power BI is a data processing and visualization tool that helps to uncover meaningful insights of your current workflow using the data collected by your field team with the help of the Fluix app.

CRM (Customer Relationship Management)

  • Fluix Pipedrive Integration
    Pipedrive is a CRM cloud-based system where the contracts and other documents can be uploaded once completed and signed in the Fluix app.

Cloud Storage Tools

  • Fluix Integration with File Cloud Storage Services (Google Drive, Office 365, Dropbox, Box)
    With these integrations, you can automatically upload documents completed in Fluix to your corporate cloud storage.
  • Fluix Azure Files Integration
    Azure Files is a cloud storage by Microsoft where you can upload and store documents completed by your remote team in the Fluix app.
  • Fluix SharePoint List Integration
    SharePoint list is a unique storage solution by Microsoft where the data is presented as a collection of content that has rows and columns, very much like a table in Microsoft Excel. With this integration, your field team has the ability to upload documents submitted in Fluix to the corporate Sharepoint List storage in accordance with the predefined tag pattern. 

Integration Platforms

  • Fluix Zapier Integrations
    Through the Zapier platform, you may connect almost any existing tool for project management, data tracking, storage, and more, to your Fluix account. The form is being completed in Fluix while integration automatically performs predefined action to push the data or the document itself as an attachment to the tool of your choice where Zapier acts as a middle man. 
  • Fluix Automate.io
    Automate.io is a tool that lets you connect the web apps you use. Another alternative that may help connect third-party tools to Fluix. With this integration, you can create a bot in Automate.io so that the submitted form in Fluix will trigger the predefined workflow and transfer the form data to the chosen tool.
  • Fluix Make (Integromat)
    Integromat is an integration platform that allows you to connect apps to Fluix using webhooks. Similar to Zapier, with Make integration you have the ability to submit the field data from forms completed in the Fluix app or the form itself to the tool of your choice. 
  • Fluix Trello Integration via Zapier
    Trello is a web and mobile-based, Kanban-style project management tool. With this integration, you may use field data collected by your team in the Fluix app to create tasks and track progress in Trello after document submission. 
  • Fluix Google Sheets Integration via Zapier
    Google Sheets is an Excel-like spreadsheet program included as part of the free, web-based Google Docs Editors suite. This integration is useful for data aggregation and processing after the field paperwork is completed in Fluix and the data from it is automatically transmitted to the predefined columns in Smartsheet.

Project Management

  • Fluix Wrike Integration through Make (Former Integromat)
    Wrike is a web and mobile-based project management application. With this integration, you may automatically create tasks in Wrike after submitting documents in Fluix. Task’s title and description will be created based on the information taken from the particular fields in the submitted form.
  • Fluix Monday.com Integration
    Monday.com is a project management platform that provides dashboards to delegate tasks and track their progress. Besides that, monday.com can be used as a CRM tool that will allow you to create leads based on the data retrieved from the completed forms in Fluix.
  • Fluix Asana Integration
    Asana is a web and mobile-based project management tool. With this integration, tasks are automatically created on the Asana dashboard with the attached documents completed in the Fluix app. 
  • Fluix Slack Integration
    Slack is a business communication software. You can submit the completed document in the Fluix app and the notification message with the attached document will be automatically sent to the predefined recipient or group in Slack.  
  • Fluix Trello Integration
    Trello is a web and mobile-based, Kanban-style application. This integration will automatically create cards in Trello after sending the completed documents by email from Fluix. 

Work Collaboration

  • Fluix Procore Integration
    Procore is a construction management platform. With this integration, you may automatically upload documents completed in the Fluix app to the required project in Procore.

Important note:
Fluix can integrate with almost any tool that has a public API available upon request.

How to start

The integration doesn’t require special technical skills and months to configure it. Contact the Fluix team and we’ll help you to set up the integration taking into account your project-specific requirements.

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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 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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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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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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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 view user information in Fluix

Here is how to view user information in your Fluix account.

  1. To view user information, click ‘Configuration’, and then select ‘Users’ from the sub-menu that opens on the left side of your screen.

  2. You’ll now see an overview of all of the users in your Fluix account. You can filter users by those who have logged into Fluix in the past 24 hours, over a month ago, or those who haven’t ever logged in.

  3. For those who haven’t yet logged into Fluix, you can resend an invitation email by selecting the user from the list of user names and clicking ‘Resend invite’.

  4. You can also use filters to see the users who are running an outdated version of the Fluix app on their devices. Selecting a user will allow you to edit their details, add them to a group, or delete them from the Fluix account.

  5. Clicking on a user’s name will open a detailed view of their details, activity and the status of documents they’re working with. Here you can reset their password, manage their group and workflow memberships, see which devices they have connected to Fluix and log them out of any device in the list. You can also delete the user by clicking ‘Delete this user’.

  6. Selecting ‘User activity’ from the sub-menu will show the user’s last login date, the device they logged in from, and all of the actions made by the user in Fluix.

  7. If a user has an admin role in Fluix, you will be able to check and edit their access rights in the Role Permissions sub-menu.

  8. The ‘Document Status’ sub-menu option shows all of the documents that this user has worked on, as well as their current status. 

  9. Back in the main user list view, if you need to you can export the entire list of users in your Fluix Account, select all users and then click ‘export to CSV’ to download the list of users, groups they participate in and last login date. 

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Fluix Cloud Storage Overview

At Fluix, we understand the importance of finding secure Cloud storage for your documents.

We offer reliable, built-in cloud storage that makes it easy for you to organize and manage your company documents.

Documents are encrypted and securely stored, without any time limitation. You can also view document history and download previous versions of documents. Deleted files can be stored for up to 999 days, ensuring full traceability for compliance purposes.

Access to documents housed in Fluix Storage is managed directly via the Fluix Admin Portal. You can provide your team member their role.

When you create workflows in Fluix, you can use Fluix storage as the source for the files your teams will work with in the field, and as a destination place for submitted documents.

Businesses around the world trust Fluix with their documents – 91% of our customers are using Fluix storage to power their team’s productivity.

Our Security white paper details our commitment to data security and is available on our website.

For more information about Fluix Storage, check out the Document Storage Options tutorial.

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Fluix Workflows Overview

A workflow is a series of tasks performed by your team to complete an overall project or to achieve a specific outcome for your business.

In Fluix, you can create custom workflows that will help you to route documents with ease, automating many time-consuming processes, such as:

  • Collecting and submitting field data via mobile devices, saving you time and money versus using paper, while also helping you to make data-driven decisions.
  • Streamlining Managers’ approvals, to minimize the time spent going back-and-forth to the office. Your approvals process can be as simple or as complex as you need – including multi-level approvals.
  • Capturing customer e-signatures to close deals onsite.
  • Amending and instantly distributing up-to-date documents, ensuring your team always works with the correct version.

Workflows in Fluix are flexible and scalable –  from small teams to thousands of participants – and can be published when you’re ready with just a couple of clicks.

You can make changes to the workflow at any time to update document versions, monitor team activity in real-time, or add or remove users from the workflow.

To learn how to configure a workflow in Fluix, check out the tutorial article How to create and test a workflow in Fluix.

To try a workflow in action, register a free 14-day trial account.

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How to copy and edit an existing workflow

Here is how to copy and edit an existing workflow in your Fluix account.

  1. To edit an existing workflow, navigate to ‘Configuration’ from the main menu in the Fluix Admin portal and select ‘Workflows’. Next, find the workflow you’d like to make a copy of from the list of existing workflows.

  2. When you’ve found it, click the small circle to the left of the name of the workflow. You’ll see options appearing above the main list of workflow names – click ‘Duplicate’ to make a copy of the workflow.

  3. Now you’re in the workflow builder section of Fluix. From here, you can modify the workflow’s participants and connected folders, as well as making any other necessary edits or changes.

  4. In the top left corner of your screen, you’ll notice that the word ‘duplicate’ has automatically been placed before the workflow name so that you can easily distinguish between the copy and the original. If you like, you can rename the workflow by clicking into the name field.

  5. It’s important to note that as this workflow is a direct copy of the original, the participants are also exactly the same, so remember to edit or remove them if you need to, or add more participants as required.

  6. The same goes for submit rules – please ensure that you have checked these before saving this new workflow. When you’ve finished making your edits, make the workflow live by clicking ‘Save and Publish’ in the top right corner of your screen.

For more detailed information on the various options available in the workflow builder section of Fluix, please watch our ‘How to Create a Workflow’ tutorial.

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How to check Document status in Fluix

Here is how to check Document status in your Fluix account.

  1. From the main menu in the Fluix Admin portal, click ‘Data’, and then click ‘Document Status’. This overview shows all document names and the workflow stage each one is currently in, as well as the most recent activity on the document and the user who worked on it.

  2. To filter the documents by their status, simply click on any status on top. You can also select the time period you need by clicking ‘Select range’.

  3. You can open any of the documents by clicking on their name.

  4. To view more information about the history of a document, select it and click  ‘Show History’. To open or download a historic version of a document, just hover on it and choose the option you need.

  5. By selecting any document you can also open and view it, download it, reassign it to another user or group, or delete it.

  6. To restore a deleted document, click ‘Show Deleted’, then click on the filter ‘Deleted’, select the document you need and click ‘Restore’. 

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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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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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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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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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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.

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Single Sign-On

Single Sign-On (SSO) is one of the ways of authentication that enables users to use one set of login credentials to securely access multiple applications.

In addition to being much simpler and more convenient for users, SSO is widely considered to be more secure. The full list of the advantages of using SSO are the following:

  • Reduces password fatigue
    Remembering one password instead of many makes users’ lives easier. As a tangential benefit, it gives users a greater incentive to come up with strong passwords.
  • Streamlines the user experience
    SSO saves time and effort because users do not have to repeatedly log into, and since the repeated logins are no longer required, customers can enjoy a modern digital experience.
  • Relieves admin and support team workloads
    It saves admin and support team time by reducing the number of tickets sent to the support regarding access issues such as misplaced or forgotten passwords.
  • Simplifies username and password management 
    When changes of personnel take place, SSO reduces both IT effort and opportunities for mistakes. Employees leaving the organization relinquish their login privileges.
  • Improves network and application security
    SSO can uniquely identify a user, and it, therefore, complies with the most demanding safety standards. Information provided by SSO moves encrypted across the network. 

Additionally, the tech requirements listed below should be met in order to set the Single Sign-On functionality successfully:

  1. User management. The user is needed to be added to Fluix in advance by the admin to be able to login in using SSO.
  2. Corporate domain integration. The company’s domain needs to be specified in Fluix and it should match the email domain of the users for the particular company. Let’s say, the domain that was specified by Admin in Fluix is readdle.com, therefore, the emails of the users who are going to login to Fluix account using SSO should be corresponding with this domain, e.g. user@readdle.comuser2@readdle.com, etc.
  3. Multi-accounts restriction. In case there are some users who have different email domains within the same company account (e.g., user@readdle.comuser2@fluix.iouser3@gmail.com) the company Admin will need to select only one email domain that will be used for the SSO. Other users having different email domains will not be able to login in using SSO.
  4. SAML authentication standard. The identity provider, which specifies the user name, is required to return the NameID value of the user email address in Fluix. There could be also another attribute that may contain the email address, though, a custom attribute name will be needed to be configured on the company’s end in Fluix settings. 
  5. Identity Provider Compatibility. Any identity provider for authentication (Okta, Auth0, Microsoft AD, etc) can be used in Fluix, and any of them are compatible with our system.
  6. Verification certificate. The certificate file that will be added on the company’s end needs to contain the public key so that Fluix could verify sign-in requests and the SAML response sent to Fluix in order to make sure that SSO assertion was received from a particular company’s account and wasn’t modified during transmission. 
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If you already have Fluix account, learn how the Single Sign-On functionality works and the way it can be implemented for your Fluix account in the article about Security Settings.

Learn how Fluix works for teams in various industries.

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How to automate file naming

File naming challenge

The more documents your team generates, the more your company storage reminds a chaotic mess. And sooner or later an untitled document with other untitled documents in the folder will look more like a plastic bag stuffed with plastic bags rather than a coherent workflow.

untitled-files

The untitled horrible beauty looks familiar to you, doesn’t it? The reason for such kind of management weakness is pretty natural — people lack time for manual name typing each time the document is submitted. 

Naming convention: what it does?

Automation, you see, it’s a whole other thing. File naming convention is a systematic way of naming files by your field teams. Adding a file naming convention to your files not only prevents the problem of file disorganization but also opens up a wide range of benefits for both you and your team: 

  • Saved time on manual file entry on device. If you just calculate all the time your team spends on naming, renaming, or organizing documents, and then trying to find them, it will be something about 2 hours per day. Or even more.
  • Eliminating human error. When people are working on the field, they may not always pay attention to how they name their files and could make many mistakes by chance. 
  • Quick file search. File naming convention helps to identify the document content even without opening it.
  • Unified file structure. You can store your files and documents in a single folder without losing the logic and context. The relationships between your files will be coherent and cohesive.
  • No twins. Naming convention prevents file duplicates.

How naming convention works

The way how everything works in Fluix isn’t about rocket science. The main principle can be described in just two sentences: 

  • The first thing. You set up a naming convention in the file template and upload it to your storage folder, which is used in your workflow.
  • The second thing. Every time your team worker fills out fields in your pre-configured naming convention, the file gets its name automatically. Just easy!
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Do you already have Fluix account? Then learn how to set up a file naming convention in Fluix in our step-by-step tutorial ‘File Naming Conventions’.

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Getting Started with Process Automation

You’re here because you’re frustrated with how slow or disconnected your team’s processes are, so you started searching for solutions and found Fluix. Or, maybe Fluix was recommended to you by a fellow professional you trust. 

We’ve spoken to thousands of leaders like you over the last year, so we’d like to pass on some words of wisdom.

Answering five questions will make finding and implementation a solution faster and more effective for you and your team — whether that solution is Fluix or an alternative.

The 5 Process Automation Questions to Answer

1. What are you trying to accomplish? 

What’s the Big Business Problem you need to solve?

Do you have an overall goal that led to you wanting to find a solution? Explaining it one sentence is helpful.

Here are some examples:

  • Improve the accuracy of inspections, so that…
  • Standardize our field surveys, in order to…
  • Speed up the safety injury investigation process, so that…
  • Improve the quality of client project reports, in order to…
  • Decrease the time from contract signature to first payment received, in order to…
  • Add real-time monitoring of manufacturing status, so that…

Finish your statement with the outcome you want to achieve.

2. What are your must-haves and preferreds?

“Must-haves” are the features or company requirements any solution must have before you’ll say yes to implementing.

Here are some examples: 

  • Offline access to forms
  • Custom automation rules
  • Support for Android or iOS devices
  • Support for external users
  • Built-in digital signatures
  • Data saved on U.S. servers
  • Ability to submit photos
  • Single sign-on
  • ISO 27001 certification

You may not know your must-haves today because you just started researching solutions. We’ll help you create your list.

“Preferreds” are the functionality that aren’t required but would make life better for everyone. These are your wants, not your needs.

Clarifying all of your must-haves and preferreds is crucial if you want to put something in place as fast as possible.

3. Who needs to be involved?

You most likely have several internal teams that need to test or provide input on any solution you want to implement, before one is selected. 

This includes at least these groups:

  • Daily users of the product
  • Senior management
  • Information Technology
  • Procurement

You need to involve someone from each group. If they’re not, you may think you’ve found the perfect solution but the process is going to stall until everyone is on-board.

4. What other software needs to be integrated? 

Where do you want your data and documents to go at the end of any process? Fluix supports connections to third-party software to receive and send completed forms or data. Other solutions do too. 

Should you connect your ERP or CRM? And what about Sharepoint, OneDrive, Dropbox, Google Drive, or another cloud storage solution?

Connect software like Airtable, Asana, Monday, Procore, Smartsheet? Or Zapier and Make (formerly Integromat) for integrating other software? 

Fluix can help you make custom connections as well. But first you need to decide which tools must be integrated for your best workflow automation.

5. Who will provide official approval to implement? 

Rarely is one person responsible for “process automation” at small and medium companies. Often large enterprises face the same challenge. It’s a team effort. And some senior leaders aren’t comfortable with automation enough to make the final decision.

Here’s a great question to ask your manager:

“I’m researching options to improve our _______________. If we find one that can improve how we _______________ in order to eliminate _______________ and save _______________, who would give us budget approval to sign up?”

Summary

Occasionally we encounter a leader who feels the pain of a broken process that is in desperate need of improvement, but the manager hasn’t thought about these five areas. When this happens, the process indefinitely stalls so that others in their company can catch up. 

Don’t let this happen to you.

Addressing these five areas will ensure your team, company, or organization is ready to implement a workflow automation tool that meets all of your needs, with a faster implementation timeline.

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How to make employee training smart and effective

Fluix is a training management software that allows you to facilitate, manage, and monitor the training process your way. 

One employee training solution that meets everybody needs in your team 

Fluix not only completely replaces printed books, but also it’s all-versatile. For instructors, Fluix provides an exponential degree of flexibility. Instead of planning weeks ahead of time, thinking of what materials will go to print, they can push documents out in seconds. For students, Fluix provides a fully digital coursebook, with the ability to annotate it during the training and refer to it afterwards.

Powerful for course instructors

  • Simple yet custom workflows. Cover the exact training process you have, and ensure it takes place in the most efficient way. 
  • Classroom on-the-go. Easy to load and simply to share training manuals with students both before the start of the course or while you’re teaching. When needed, make changes on the fly right in a classroom with no need to print worksheets beforehand.
  • Documents and access management. Centrally manage the document flow and control file versions, provide granular access to the company storage and in the app.
  • Training visibility. Replace spreadsheets with customizable reports to track the training log, and ensure you’re right on schedule. 
  • Automated scoring. Automatically calculate scores for each student while testing and easily generate reports about students and their grades. 

Flexible for employees in work

  • Digital, searchable, accessible. All manuals and workbooks are available in color right in the mobile app, so employees can access them anytime and from anywhere, even offline.
  • Pass & go on the fly. Students can call up and fill in exam forms and submit them to the instructors, mark up course books and save their  copy for reference.
  • Onsite and online employee training. Employees can use the Fluix app on iOS devices and web applications both in a classroom during onsite training or during virtual classes.
  • Faster verification process with e-signatures. Admit your students to the course by e-signing Vocational Training Agreement and let them sign off right as the course is finished.

Features the employee training solution should offer:

  • File sharing control and single sign-on
  • Retention policy
  • Overdue task control
  • Cloud storage
  • Granular admin access based on role
  • Automatic file naming 

Training management system to keep your business growth fast

Proper employee training is a key to a highly skilled and motivated team. In return, they will  cultivate a culture of quality and safety in your company, and will fuel your business.  

Compliance with requirements
Faster training evaluation and approval reduces non-compliance risk, to ensure employee safety and security, even with a remote workforce.

Certifications management

Prepare, sign, and deliver training certificates in a few clicks. By storing certificates digitally in one place, you get control over expiring employee qualifications. 

Accelerated approval process

Automated workflows help you get through employee training checklists faster. By creating a unified process for the document flow, you completely eliminate employee confusion about  manual paper processes.

Reduced training time and costs 

No waste of time and costs on paper and printing. By having all documentation running in the app, you are free of all manual processing happening around papers.

Innovative training center 

Everyone hates classrooms. Fluix provides a modern way of training employees on light-weight iPads, with stunning  training materials, with remote learning at their own pace.

Timeless access to knowledge 

Employees can easily refer to the course materials on the job site, and do a fast search across points they need to do their job correctly. 

Fast scaling, fast training

Fluix is your perfect training tracker for uniting departments across the globe. Wherever you are, you can assess how the process is going and check the working status.

Internal and external employee training process that you can adjust

Fluix is ready for every industry, from industrial engineering to renewables and aviation — and creates a personalized experience for any team, let it be an internal course for company employees, or external training for the customers. 

  • Students training courses 
  • Employee safety trainings 
  • Pilots training & evaluation
  • Technicians training & onboarding

“Fluix allowed us to reduce the training time and made it easier for technicians to upskill on multiple projects.”

Susanne Svenningsen,

Training Program Manager

Read Success Story

Read more:

  • Why to use employee training management software?
    Read here  
  • Find out how the world leader in energy upskilled their technicians 
    Read here
  • Here are big and small reasons why businesses choose Fluix
    Read here

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