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 4 – Save 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 4 – Save 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.

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.

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.

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.

3. 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.

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 templates. Ensure 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:

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.

Explore Fluix features and processes

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.

Explore Fluix features and processes

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

Document submitted by email ( when the document is sent as a link due to the reason that it is more than 7Mb)

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 >

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

Explore Fluix features and processes

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.

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: 

• Form creation
• Form filling
• Workflow automation
• Data reporting   

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.

How to view user information in Fluix

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

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.

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.

How to copy and edit an existing workflow

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

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.

How to check Document status in Fluix

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

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.

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.

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.

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 >

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:

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)

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

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.com, user2@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.com, user2@fluix.io, user3@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. 

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.

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.

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!

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’.

Explore Fluix features and processes

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

Forms Prefill in Fluix

Forms Prefill in forms is a new functionality in Fluix Taskstreams that allows you to automate the pre-population of data in forms and save users time on manual entry of data. 

Forms Prefill from Form to Form

In this case, pre-fill in forms is performed using the data from the form(s) completed in the previous task(s).

To set up such a flow in Fluix, you’ll need to follow the steps below.

1. Create a Taskstream with a process that includes a series of repetitive User tasks for your teams, and Forms Prefill action between them. Each team will be assigned a task containing fillable forms.

2. To configure the prefill from one form to another, in the Forms Prefill action, next to the form name click on the icon to open Prefill Configurator. There you will map the fields from the source form to a template to be prefilled.

By clicking on the field in a source form you will be suggested to match it with the field in the template form.

Also, it is possible to track field configuration in case there was more than one form in the previous task.

Use a simple dropdown menu to see and navigate the list of the forms from the previous task to use them as the data source for prefill. 

Once configured, save and publish the Taskstream, to make the data flow seamless and accurate.

Have any questions? Contact the Fluix team at support@fluix.io and we’ll help you at any step of the setup.

How to create Guest tasks to collaborate with non-Fluix users

Who can be the Guest in Fluix?

A Guest is a person whom you can invite to collaborate with your team on a task, sign a contract, or fill in a form without even adding this person to the Fluix system. Guests can be someone from your or any other organization involved in a specific project or team to work on specific tasks. Here are some examples:

• Subcontractors that work on the same project with your employees
• Clients that receive documents to review and sign them remotely 
• Employees in your organization who need to fill in forms periodically 
• Students who pass training and do their paperwork and get a copy

What’s the difference between Guest and User? 

Guest:

• No registration is needed (follow the link to access the task)
• No need to download the app, accessible from any device in any web browser
• Work on one task at a time 
• Online access 

User:

• Admin needs to set up an account and provide access to tasks
• iOS and Android app, Web app
• Access to multiple tasks in the app
• Online and offline access

How to set up the Guest Task in the process? 

First, you’ll need to decide whether the Guest is the one who starts the process or joins in the middle of it. Based on this choice, the way the Guest task can be set up will be different. Let’s look at 2 real-life scenarios as examples of configuring Guest tasks:

• Scenario 1: Guest starts the process – the Subcontractor comes to the field, opens Fluix as a Guest, and fills out the checklist related to this location. Once done, the checklist is sent to the Supervisor – Fluix user for review.
• Scenario 2: Guest is in the middle of a process – the Salesperson as a Fluix user fills out the contract in the app and sends it to the Client as a Guest for review, signing, and sending further down the workflow. 

Scenario 1: Guest starts the process 

Step 1 – Create a task and add a form. 

Navigate to the Fluix Admin Portal, create a new Taskstream, and configure the first task for Subcontractors who will fill out a checklist.

For doing this, drag and drop the Guest task from the sidebar on the left to the working area. Once done, the arrow will automatically connect the Start Point with the Guest task.

Fill out the task name and the description of the task that will be displayed to the Guest and add a checklist in the Forms tab. 

Step 2 – Copy a link for Guests to access the task. 

In the Recipient tab, the link for providing access to the task for non-Fluix users is automatically generated. This link can be manually regenerated if necessary upon clicking the Re-generate Link button. 

Step 3 – Decide on the task or action that will follow the Guest task. 

When the Guest completes the task, it will be automatically pushed down the process. You may decide on the action or set of those that will be taken to continue or finish the flow. For example, the checklist can be sent to the Supervisor for review and then emailed to the office or uploaded to the cloud storage.  

Scenario 2: Guest is in the middle of a process 

Step 1 – Create the initial flow before adding the Guest task. 

Navigate to the Fluix Admin Portal, create a new Taskstream, and configure the first task for the Salesperson who will fill out the contract, or you may use Prefill from the third-party tool to automate the process. 

Step 2 – Add a Guest task to the Taskstream. 

Drag and drop the Guest task from the sidebar on the left to the working area and connect the task with the previous action or task by an arrow. Fill out the task name and the description of the task that will be displayed to the Guest and specify the due date if needed. The form that was used previously in the flow will be added automatically.

Step 3 – Configure the Recipient for the Guest task and set reminders. 

There are three options for how the user from the preceding task can send the email to the Recipient, let’s look closer at each of them.

1) Send via Email option
Specify the email address to which the task should be delivered or allow users to fill out the email on their own by configuring the dynamic values. Modify the email subject and the text according to your needs. 

2) Send via Phone number
By configuring this option, the user from the preceding task will be able to fill out the phone number of the Recipient upon finishing the task. Once he finishes the task, the link for the Guest task will be sent to the phone number that was filled out by the user.

3) Allow users to choose the recipient option
By selecting this feature, you give the user from the preceding task an option to decide on his own to whom to send the form/task to. Therefore, upon finishing the task, the user will see the pre-defined subject and the text of the email that he will be able to edit according to his needs and send the task via email to the respective recipient.

Set reminders to notify your guests about the due date for the task or when it’s overdue already. 

Step 4 – Decide on the task or action that will follow the Guest task. 

When the Guest completes the task, it will be automatically pushed down the process. You may decide on the action or set of those that will be taken to finish the flow. For example, the documents can be sent to the Salesperson for review and after getting approval, they can be emailed back to the office, uploaded to your company’s cloud storage, or sent to any other tool.  

How the Guest may work in Fluix? 

The Guests can easily access the task and documents shared with them. Here are the steps:

1. Follow the link in the received email.

2. Fill out your contact details (name and email).

3. Open the task and click Start to fill out or sign the documents.

4. Once all the required data is filled out, click Finish, and the task will be completed and sent according to the preconfigured flow.

FAQ

What can Guests do in Fluix?

Guests can access tasks that were shared with them. In tasks, they can:

• fill out forms
• sign forms
• add photos in forms
• read user notes in forms and add new notes for the next participants of the flow
• review attachments added by the Admin.

Can Guests see each other in the company’s account?

Guests have limited access to the task they were invited to collaborate on, and can only see the task shared with them. Guests may see the Users’ or other Guests’ names only if the previous executors of the task earlier have left some notes in this specific task.

Who can invite Guests to the company’s account?

Depending on the setup, there can be several ways of adding Guests to the account:

• Admin copies and sends the link to the task to Guest 
• Guests may share the link provided by Admin with other Guests
• Users upon finishing the task, send the email with the link to the Guest using the email address specified in the form.

How can a Guest be converted to a User or vice versa?

Any Guest may become a Fluix User once the User is added to the company Fluix account by Admin. When a new User is created, the invitation email is sent to their email address with the link, upon following which the User will be able to download the app, create a secure password and log into the User account. 

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

How to configure Slack integration in Fluix 

Slack is a communication app where your team can exchange messages, files, and media, and call each other.

Use case example

Let’s look at a real-life case: 

• The engineering team fills out the customer visit form in Fluix
• The notification on the finished process is submitted to the respective Slack channel.

In order to set up Slack integration in Fluix Taskstream, please follow the instructions below.

Step 1 – Create the repetitive process in Fluix 

Navigate to the Fluix admin portal, Taskstreams section, to create a new Taskstream. Drag and drop User task and configure it: add fillable forms and assign the task to the team that will complete it on a regular basis. Make sure that you have added yourself to the group of users in order to test the setup later.

Step 2 – Configure Share to Integration in Fluix 

Drag and drop Share to submit action to the Taskstream chart and connect it with the User task that your team will be working on.

Click on the Share to element and select Slack among the list of third-party tools.

Upon redirecting to the Slack authorization page, fill out your workspace name. Click on the button Allow in order to give Fluix permission to access your workspace. The connected Slack account will be automatically added to the accounts:

Tap on the connected Slack account and select the Channel name to which you would like to post the details of the submitted form.

Step 3 – Configuring the message to Slack

Click on the configuration icon in the Message section to open a dynamic values configurator. Select the values from the suggested list and connect them with the + element.

Click Save in the upper right corner. 

Step 4 – Save and test the setup

Click Save&Publish in the upper right corner to save the Taskstream. Open the user app on the mobile device, or click User App in the right corner of the admin portal. Open the task that you configured, fill in the form, and finish the task.

Once the task is finished, it will appear in the respective Slack channel taking into consideration the dynamic values pre-configured in the Taskstream. Here is an example of the posted message to the Slack channel below.

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

How to configure Asana integration in Fluix 

Asana is a project management tool that helps teams to organize and plan project tasks in one dashboard. Asana is used by businesses of all sizes to optimize project management and enhance team collaboration.

What Fluix + Asana integration does 

Fluix and Asana integration allows you to keep track of the project details, be well aware of all the stages your team is working on, and store project documentation in one place. With this integration, you may ease project management by automation the process of creating tasks.

Once your team member completes the form in the Fluix app, the specific data is transferred to the Asana project along with the respective form and added to the newly created task so that everyone across your team can have access to the documents and related data in Asana projects. 

Note: Integration requires a Core account in Fluix and an account in Asana. To try the option, you can register for a free trial account in both tools.

In order to set up Asana integration in Fluix Taskstream, please follow the instructions below.

Step 1 – Create the repetitive process in Fluix 

Navigate to the Fluix admin portal, Taskstreams section, to create a new taskstream. Drag and drop a User task to the working area and configure it by adding fillable forms and assigning it to the team that will work on it on a regular basis. Make sure that you have added yourself to the group of users in order to test the setup later.

Step 2 – Connecting Fluix with Asana

Drag and drop Share to submit action to the Taskstream chart and connect it with the User task that your team will be working on. 

Click on the Share to element and select Asana among the list of third-party tools.

Upon redirecting to the Asana authorization page, fill out your company’s credentials. Click on the button Allow in order to give Fluix permission to access your account. The connected Asana account will be automatically added to the accounts: 

Step 3 – Configure the data extraction 

Configure the data that will be extracted to the connected Asana account upon the submission of the task. Tap on the connected Asana account and select the Project name to which the data values pre-configured in Fluix will be exported upon submission of each task.

In the New Task Name section, you may configure the respective information that will be submitted to the chosen earlier Asana project. By clicking on the configuration icon in the New Task Name section, you may select which specific details will be exported to the project upon task submission.

Step 4 – Save and test the setup

Click Save & Publish in the upper right corner to save the taskstream. Open the user app on the mobile device, or click User App in the right corner of the admin portal. Navigate the task that you configured, fill in the form, and finish it.

Once the task is finished, a new row in the project’s table will appear in your Asana account taking into consideration the dynamic values pre-configured in the Taskstream. The submitted form could be found by clicking on the Details button next to the name of the submitted task.

Here is an example of how the finished task is displayed in Asana’s project:

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

How to configure a webhook in Fluix

Webhook is an ability to automatically push the data your team enters in forms to the third-party tool in POST values format.

The flow:

1. Your team member fills out the form in Fluix and clicks Finish.
2. The data entered in the form is pushed through the URL to a third-party tool depending on your preference in the POST Values format.

In order to set up the webhook integration in Fluix taskstream, please follow the instructions below. 

Step 1 – Create the repetitive process in Fluix

Navigate to the Fluix admin portal, Taskstreams section, to create a new taskstream.  Drag and drop User task and configure it: add fillable forms and assign the task to the team that will complete it on a regular basis. Make sure that you have added yourself to the group of users in order to test the setup later.

Step 2 – Configure Share to integration in Fluix

Drag and drop Share to submit action to the Taskstream chart and connect it with the User task that your team will be working on.

Click on the Share to element and select Webhook among the Advanced Data sharing options.

In the Name section, you can add the respective name of this Webhook integration. 

In the Webhook link section paste the URL to which you would like the entered data to be sent.

Depending on the third-party tool where you would like to send the data to, the Webhook can be located in one of the following ways:

– Webhook link can be provided in your Admin Portal of the preferred tool by default.

– You may use Zapier or any other platform that allows you to connect different software tools with each other in order to receive a webhook link. Therefore, we suggest checking if Zapier or any other tool has the preferred third-party tool in their list.

Once you paste the Webhook link, select the form in the Attached form section from which the data will be pushed to the third-party tool, and click the Save button.

If you need any suggestions regarding the platforms that provide webhook links, contact us at support@fluix.io

Step 3 – Save and test the setup

Click Save & Publish in the upper right corner to save the taskstream.

Open the user app on the mobile device, or click User App in the right corner of the admin portal. 

Open the task that you configured, fill in the form, and finish the task.

Once the task is finished, the data that you have filled out in the form will be sent to the URL which you have configured while building your Taskstream in the POST values format. 

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

How to configure Pipedrive integration in Fluix

Pipedrive is a web-based customer relationship management (CRM) platform that helps businesses to manage their sales activities and monitor contacts, leads, and deals and automate the sales process.

What Fluix + Pipedrive integration does

Fluix and Pipedrive integration is the perfect solution to seamlessly automate your business flow. With Fluix, your sales teams can easily fill out and sign documents such as quotes, contracts, and proposals, and all the data along with the documents is automatically pushed to Pipedrive for smooth data management. This eliminates the need for manual document handling and minimizes the chance of human error. 

This integration simplifies the sales documentation process, ensuring that everyone on your team has access to the latest information, improving communication and collaboration across teams. Save time and effort, allowing your sales teams to focus on what they do best – selling and closing deals.

Note. Integration requires a Core account in Fluix and an account in Pipedrive. To try the option, you can register for a free trial account in both tools.
In order to set up Pipedrive integration in your Taskstream, please follow the instruction below. 

Step 1 – Create the repetitive process in Fluix 

Navigate to the Fluix admin portal, Taskstreams section, to create a new taskstream. Drag-n-drop a User task to the working area and configure it by adding fillable forms and assigning it to the team that will work on it on a regular basis. Make sure that you have added yourself to the group of users in order to test the setup later.

Step 2 – Connecting Fluix with Pipedrive

Drag and drop Share to submit action to the Taskstream chart and connect it with the User task that your team will be working on.

Click on the Share to element and select Pipedrive among the list of third-party tools. To authorize your Pipedrive account in Fluix, you will need to enter the API token from Pipedrive. 

To get an API token, log into your Pipedrive account. Click on your account name in the top right corner, go to the Personal Preferences section, and open the API tab. Copy your personal API token that is going to be used to authenticate your Pipedrive account in Fluix.

Go back to Fluix, paste it to the token field in the Taskstream, and click Authorize.

Step 3 – Configure the data extraction

At this step, you will need to map the fields data from which will be collected and shared from Fluix directly to your Pipedrive account. 

Let’s start by filling out the Company Domain field which stands for your Pipedrive account name. 
This information can be found by clicking on your account name in Pipedrive in the upper right corner and navigating to the Company Settings.

In the General tab, you will see the Company domain that is assigned to your company’s account, ensure to copy and paste this information without any spaces since the incorrect company domain may influence on extraction of the respective data during the submission of the form in the Taskstream.

Alternatively, the company’s domain can be copied from the address bar when the Pipedrive tab is opened:

Person Name, Email, Phone, and Title can be configured using the dynamic values, by selecting the values from the suggested list.

In the Attached Form field, add a form that you’d like to upload to the Deals tab in Pipedrive by clicking Add a form button. Consider adding the Dynamic Values to the name of the form to make it easier to distinguish them.

Confirm your actions by clicking Save in the upper right corner of the sidebar. 

Step 4 – Save and test the setup

Once you fill out all the fields, click Save&Publish to activate the Taskstream. Open the user app on the mobile device, or click User App in the right corner of the admin portal. Navigate the task that you created, fill in the form, and finish it.

Once the task is submitted in Fluix, entered data automatically appears in your company’s Pipedrive database.

The submitted form will be attached to each deal that is recorded in the table. In order to check the form, click on the respective cell with the Deal name to open it. The form can be located in the Files section.

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

How to configure Smartsheet integration in Fluix

Smartsheet is a web and mobile-based platform for project management, that enables teams and organizations to plan, automate, and manage projects and workflows in a centralized manner. It provides tools for project management, reporting, automation, and collaboration, allowing teams to streamline their work processes, track progress, and drive results.

What Fluix + Smartsheet integration does

Fluix and Smartsheet is a seamless integration that allows streamlined data management and efficient project tracking, ultimately leading to improved project outcomes.

After a team member fills out the form in the Fluix app, the relevant data is automatically transferred to the Smartsheet, making it accessible to everyone on the team for further use and processing. 

Note: Integration requires a Core account in Fluix and an account in Smartsheet. However, to try the integration, you can register free trial accounts in all tools.

Let’s look into how the data collection between Fluix and Smartsheet can be automated using a Share to Integrations feature while building a taskstream.

Step 1 – Create the repetitive process in Fluix 

Navigate to the Fluix admin portal, Taskstreams section, to create a new taskstream. Drag and drop a User task to the working area and configure it by adding fillable forms and assigning them to the team that will work on it on a regular basis. Make sure that you have added yourself to the group of users in order to test the setup later.

Step 2 – Connecting Fluix with Smartsheet

Drag and drop Share to submit action to the Taskstream chart and connect it with the task that your team will be working on.

Click on the Share to element, select Smartsheet from the list of available Integrations, and click Add an account button in order to add a new account. 

Upon redirecting to the Smartsheet authorization page, you may authorize your account by filling out the email address registered in your Smartsheet account or use an option to continue authorization with Google, Microsoft, and Apple accounts.

Step 3 – Configure the data extraction

In the Sheet field, select the table from your Smartsheet account where you would like to extract data from the submitted forms.

In the Columns field, you can Add Columns from your Smartsheet table and pre-configure which values will be added to under which columns by using dynamic values. To do so, click on the configuration icon to open a dynamic values configurator, and select the values from the list.

Confirm your action by clicking Save in the upper right corner of the sidebar.

Step 4 – Save and test the setup

Click Save&Publish in the upper right corner to save the taskstream. Open the user app on the mobile device, or click User App in the right corner of the admin portal. Navigate the task that you configured, fill in the form, and finish the task.

Once the task is finished, the data from the form will appear in the new line of the respective Sheet according to the configuration of the dynamic value pre-configured in the Taskstream. Here is an example of the line added to the Smartsheet table below.

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

How to configure SeaTable integration in Fluix

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 Fluix.

What Fluix + SeaTable integration does

The integration between Fluix and SeaTable provides a seamless solution for efficient data capture and management, enabling data collected in Fluix forms to be automatically transferred and organized in SeaTable for further analysis and data-driven actions.

Picture this: the sales representative fills in the contracts with the customer details in Fluix app and all the data from the form is automatically extracted to the SeaTable database that can be used for analysis and further actions. 

This integration enhances data visibility, simplifies data organization, and improves collaboration, leading to more effective data-driven decision-making and streamlined business processes.

Note. Integration requires a Core account in Fluix and an account in SeaTable. To try the option, you can register for a free trial account in both tools.

In order to set up SeaTable integration in Fluix taskstream, please follow the instructions below.

Step 1 – Create the repetitive process in Fluix

Navigate to the Fluix admin portal, Taskstreams section, to create a new taskstream. Drag-n-drop a User task to the working area and configure it by adding fillable forms and assigning it to the team that will work on it on a regular basis. Make sure that you have added yourself to the group of users in order to test the setup later.

Step 2 – Connecting Fluix with SeaTable 

Drag and drop Share to submit action to the Taskstream chart and connect it with the User task that your team will be working on.

Click on the Share to element, select SeaTable from the list of available Integrations, and click Add an account button.

To authorize your SeaTable account in Fluix, fill out the Username and the Password you use in the SeaTable account and confirm the action by clicking Authorize button.

Step 3 – Configure the data extraction

In the Workspace, Base, and Table fields, you’ll need to select the specific SeaTable workspace, base, and table that you would like to extract the data entered by your team.

In the Columns field, you may configure which specific information from the form you would like to be aggregated to your SeaTable table by using the dynamic values. To configure, click on the configuration icon to open a dynamic values configurator and select the values from the suggested list. 

Once all the fields are completed, confirm your action by clicking Save in the upper right corner.

Step 4 – Save and test the setup

Once you fill out all the fields, click Save&Publish to activate the Taskstream. Open the user app on the mobile device, or click User App in the right corner of the admin portal. Open the task that you configured, fill in the form, and finish the task.

Once the task is finished, the data added to the form automatically appears in the SeaTable database:

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

How to configure Procore integration in Fluix 

Procore is a leading construction management cloud-based platform that provides a wide range of tools and features for managing construction projects. It provides a centralized hub for all project-related information and allows your team to collaborate in real-time, access project documents, track project progress, manage project budgets, and communicate with team members.

What Fluix + Procore integration does

Fluix and Procore integration provides a seamless solution for automating your business flow.
With Fluix, your project manager completes a form containing detailed notes, plans, and images related to a specific project. Upon submission, the form is automatically uploaded to the Documents section of the designated Procore project. 

This streamlined process enables efficient and organized document management within the project team and ensures that all relevant information is easily accessible in a centralized location.

Note. Integration requires a Core account in Fluix and an account in Procore. To try the option, you can register for a free trial account in Fluix and register the account in Procore.

In order to set up Procore integration in Fluix taskstream, please follow the instructions below. 

Step 1 – Create the repetitive process in Fluix 

Navigate to the Fluix admin portal, Taskstreams section, to create a new taskstream. Drag-n-drop a User task to the working area and configure it by adding fillable forms and assigning it to the team that will work on it on a regular basis. Make sure that you have added yourself to the group of users in order to test the setup later.

Step 2 – Connecting Fluix with Procore 

Drag and drop Share to submit action to the Taskstream chart and connect it with the User task that your team will be working on.

Click on the Share to element and select Procore among the list of third-party tools. 

Upon redirecting to the Procore authorization page, fill out your login and password in order to authorize. The connected Procore account will appear in the list of accounts.

Step 3 – Configure the data extraction

Under the Company and Project sections, you can select the exact place in Procore where you would like to keep a record of documentation submitted from this Taskstream.

Select the form used in this Taskstream and add dynamic values by opening a dynamic values configurator and selecting the values that you would like to be added to the document name upon its submission. Additionally, select the format of the uploaded document – editable or flattened PDF.

Step 4 – Save and test the setup

Once you fill out all the fields, click Save&Publish to activate the Taskstream. Open the user app on the mobile device, or click User App in the right corner of the admin portal. Navigate the task that you created, fill in the form, and finish it.
Once the task is submitted in Fluix, entered data automatically appears in the pre-configured Project in your company’s Procore account, under the Documents section.

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

How to Configure Hubspot Integration in Fluix

Hubspot is an all-in-one marketing, sales, and customer service platform that helps businesses attract, engage, and delight customers that includes tools for website design, email marketing, social media management, lead generation, customer relationship management (CRM), and more.

What Fluix + Hubspot integration does

By integrating Fluix and Hubspot, salespeople can save valuable time when closing deals with prospects. This is achieved by automatically populating customer data to Fluix forms based on the information that is stored in your Hubspot account. As a result, the sales process becomes more streamlined and efficient, enabling Salespeople to focus on building relationships and closing deals faster rather than manually filling out the form.

Example of Fluix + Hubspot integration

Let’s look into a​​ real-life scenario as an example of configuring the Integration. 

Your Hubspot account contains all the information about your prospects and customers. When the salesperson changes the specific field of the customer card in Hubspot, it triggers a webhook and pre-fills the pre-configured form in Fluix Taskstream. A new task is created for the salesperson in Fluix where he/she fills out the rest of the Customer Agreement form and sends it for e-signing using the Guest task in Fluix. The prospect signs the contract and the completed document is uploaded directly to Fluix or your company’s storage. 

Note: Integration requires a Core account in Fluix, a Hubspot regular account, and an app in the Hubspot developer account. 

Step 1 – Create the Start event in Fluix

Navigate to the Fluix admin portal, Taskstreams section, to create a new Taskstream. Drag and drop the Process Start event and select Third-party Tool from the list of options.

Add the Possible Valiables (property names) from your Hubspot. When the respective fields are changed in your Hubspot account, the process will be triggered automatically.

In order to configure this Integration, the next steps need to be done:

– Create a Hubspot developer account in which the app needs to be created further. 

– Once the app is created, in the left sidebar menu, navigate to the Webhooks – Target URL field and enter the URL that HubSpot will make a POST request to when events trigger. It can be found in the webhook section of the Process Start event as shown on a screenshot above.

– Once done, save the changes in your Developer Hubspot account and install this app to your main Hubspot account.

Please feel free to reach out to support@fluix.io so we can help you with the further setup of this integration.

Step 2 – Create a form pre-fill from a third-party tool submit action

Drag and drop Form prefill submit action to the Taskstream chart and connect it with the User task that your team will be working on.

Click on the Form prefill element and select the External tool initiates prefill option from the list. 

Add form that you would like to be pre-filled for the salesperson and click on the configuration icon to open Prefill Configurator. After that, map the fields from Hubspot with a Customer Agreement form that will be prefilled, and click the Save button.

Step 3 – Create the User task 

Drag and drop the User task, connect the task with the previous action, and configure it: add the description of the task, and add the Group to whom this task will be assigned. In the Forms and Attachments section, add the form by selecting the Used in the Taskstream option. Make sure that you have added yourself to the group of users in order to test the setup later.

Step 4 – Creating the e-Sign task 

Drag and drop the Guest task and connect it with the User task action. Fill out the task name and the description of the task that will be displayed to the Guest and specify the due date if needed. Add the form that will be sent to the prospect by clicking “Used in this taskstream” in the Forms section and add the email address to the Recipient section by configuring the dynamic values.

Step 5 – Configure the final destination for the form

When the Guest completes the task, it will be automatically pushed down the process. For example, the document can be sent to the salesperson for review, and after getting approval, it can be uploaded directly to your company’s cloud storage or any other tool, the data from it can be extracted for further analysis or the document can be simply shared by email.  

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

Secure Document Signing

Document Signing

Fluix allows for the electronic signing of contracts, agreements, NDAs, forms and other documents. Such paperless contract execution can save companies money on labor, printing, scanning, faxing, mailing and the storage of paper documents.

With Fluix, it is easy and intuitive to capture handwritten signatures on iPad, much like traditional signatures on paper, while still maintaining the same sense of security.

Digital Signature Process

Fluix’s digital signature process makes PDF-based e-signing secure and reliable for both the customer and the company. It solves crucial problems that can arise with the use of e-signatures in PDF documents:

1. Discourages changes being made to the document after being signed.
2. Prevents signatures being copied for use in another document.

Once a signature is captured, the document is sealed with a digital certificate. Any subsequent change to the document will result in the signature being invalidated. A document signed in Fluix can be validated to prove its authenticity by using the free Adobe Reader software.

Capturing eSignatures in Fluix

Fluix provides several ways to reach your customers and colleagues according to their signee role and available tools:

• In person: The simplest scenario is when a signature is captured in the field, most often produced with the finger on iPad/iPhone screen. This is a modern and convenient way to seal the deal both visually and electronically. Locking documents with a digital certificate ensures security and helps to identify invalidated documents, when changes are made after signing.

• Via workflow: Another method is to reassign a document to an existing Fluix user according to a pre-defined workflow. Signee might already have his own signatures stored on the device, and even apply company’s digital certificate to fully authorize decisions. Signing documents via workflow will help you save multiple signatures for repeated use, accelerate time to document completion and streamline approval processes.

• Via email: Most recently added capability allows anyone with an email addresses and a web browser to officially sign documents. Fluix user fills in a document and submits it for signing to a person outside the Fluix system. Signee receives email notification, opens a secure link, types in the name in the signature field, and the document is automatically returned to the workflow.

Offering your customers, suppliers and contractors the capability to receive documents from you, fill in required information, and sign digitally provides your business with even further back-office efficiencies from a digital workflow, now extended to non-employees.

Digital Signature Technical Specifications

Fluix uses proven cryptographic technology to ensure a document’s validity and protects it from forgery or misuse. This technology enhances Fluix deployment with a Digital Identity (a pair of private and public 2048 bit key).

As a document is signed, Fluix generates a Document Digest by computing a SHA-1 hash of the PDF content. A Document Digest is a set of characters (letters and numbers) that corresponds to a given document. Altering anything in the document will cause an immediate and dramatic change in the Document Digest value.

To create the Digital Signature, Fluix uses a Digital Identity private key to RSA encrypt the Document Digest. In the final step, the Digital Signature and Digital Identity public key are put into the document.

Whoever receives the document can then use the embedded Digital Identity public key to decrypt the Digital Signature and retrieve the Document Digest corresponding to the original document. Then, the receiver can compare the Document Digest with the SHA-1 hash of the received PDF content. If these two digests match, it means that the document has not been changed after being signed and the content is valid. In case of any difference, the document will be marked as invalid.

In order to digitally sign documents in Fluix, you will need to have:

• A valid Digital Signature Certificate
• Signature fields in your PDF form

There are two ways a document can be signed with a Digital Certificate in Fluix:

1. Using Fluix certificates. Fluix automatically generates and deploys unique certificates (RSA algorithm, 2048 bit). No iPad user interaction is required.
2. Manually create Digital Signature Certificates. Adobe Acrobat Pro enables formal signer’s verification through powerful encryption and public key infrastructure support. This kind of certificates have to be deployed by manually copying files to the iPad/iPhone (Signature section).

Fluix Signatures Are Legal & Secure

Electronic signatures created through Fluix are legal and secure. Digital Signatures support allows both the company and the customer to check the authenticity of a document signed on the iPad with Fluix. The document is also sealed to ensure that it can’t be changed after it is signed.

All these Fluix security enhancements remove the worry of document validity, allowing you to focus on more important business activities.

HIPAA Compliance

Fluix provides all the necessary tools, required for compliance with HIPAA regulations.

What is HIPAA?

HIPAA is the Health Insurance Portability and Accountability Act of 1996, which amends the Internal Revenue Service Code of 1986. This law impacts all areas of the healthcare industry and is designed to improve the portability and continuity of health benefits. It calls for greater accountability in the area of healthcare, simplification of the administration of health insurance, and placement of administrative, technical and physical safeguards to protect confidential health information of patients.

More specifically, HIPAA requires healthcare providers to adopt sound practices for protecting the confidentiality of all patient information in any form. More information around HIPAA can be found here: https://www.hhs.gov/hipaa/index.html

What is the HITECH Act and the Final HIPAA Omnibus rule?

The Health Information Technology for Economic and Clinical Health (HITECH) Act was signed into law in 2009, to promote the adoption and meaningful use of health information technology in the U.S.

In 2013, the final HIPAA Omnibus rule set further statutory requirements, which greatly enhanced a patient’s privacy rights and protections, including holding all custodians of Protected Health Information (PHI) — including HIPAA Business Associates (BA) — subject to the same security and privacy rules as Covered Entities under HIPAA.

How does Fluix facilitate HIPAA compliance for its customers?

All businesses, regardless of their size, which engage in the handling, maintenance, storage or exchange of private health or patient-related information, are subject to HIPAA. As your technology partner, Fluix is committed to ensure the confidentiality, integrity and availability of all protected electronic information. While we do not sign BAAs, the track record demonstrates an ongoing investment in security, compliancy and control for our customers.

Paperless Document Management in Healthcare

More and more often doctors and medical professionals prefer switching to paperless environment and get their practices online (e.g. use electronic prescriptions, set up web appointments, practice remote medicine, which is getting trendy in the tightening medical market). Such switch to mobile includes sharing electronic files with protected health information with patients and collecting similar private data from them using mobile devices. The Health Insurance Portability and Accountability Act (HIPAA) is the official compliance document for the use of computers and patient privacy when dealing with patient data and information. These standards ensure that data is transmitted on a standard that patient privacy and information is secure and within guidelines established for this act.

Impact of HIPAA on Fluix

Fluix offers a secure way to store content, including protected health information (PHI), and improves collaboration around it via various communication channels. All elements of the platform, such as built-in cloud storage, secure connection to the server, and iPad / iPhone / Web applications support security and privacy requirements of the HIPAA regulations. Security standards include administrative, physical and technical safeguards, with the latter being the only applicable to Fluix service. Technical Safeguards include processes that are put in place to protect and control information access and data that is stored and transmitted over a communications network. The chart below provides the summary of HIPAA requirements and how they can be supported by Fluix to create a fully secure digitized environment for healthcare organizations. Each set of safeguards has particular standards that require implementation mechanisms, which are either required (R) or addressable (A). An Implementation Mechanism is a detailed instruction for the service compliance with particular HIPAA Security Rule standard.

HIPAA Security Standards and Implementation Specifications

Technical Safeguards

(R) – required, (A) – addressable

Access Controls (R)

• Unique User Identification (R)

• Emergency Access Procedure (R)

• Encryption & Decryption (A)

Audit Controls (R)

• Notification and Archiving (R)

Integrity (R)

• Mechanism to Authenticate ePHI (A)

Transmission Security (R)

• Encryption (A)

There is no unified way to achieve HIPAA security compliance for any given service. It is not enough to have a single piece of hardware, software, or process in place. All IT technologies and processes must be working accordingly, to create a completely secure environment. Prior to enforcing any particular process within the service, full risk assessment within the technological environment should be completed.

Technical Safeguards

The following outlines the general processes used to protect data and to control access to ePHI. They include authentication controls to verify sign-ons and transfer security (encryption) to protect confidentiality and integrity of data.

Access Control (R)

Implement policies and procedures for electronic information systems that maintain ePHI to allow access only to those persons or software programs that have been granted access rights.

Unique User Identification (R)

REQUIREMENT: Assign a unique name and/or number for identifying and tracking user identity entity.

Each user within Fluix company account has his/her own login credentials to authorize into the application on their device. Based on a particular role (company admin, group admin, messenger, user) unique login, password and device ID are associated with each person and depending on these they are granted access to only particular areas/parts of the account, hence to the information within it. In case additional layer of security is required to access company web administration portal with all the company configurations, the admins can be required to go through two-factor authentication, when they will also be associated with particular phone numbers on which random codes will be sent when accessing the portal.

Emergency Access Procedure (R)

REQUIREMENT: Establish and implement procedures for obtaining necessary ePHI during an emergency.

Company storage: if all sensitive information is stored on the organization servers / storages, it is up to in-house team to implement Emergency Access Procedures. Most of the time, it is easy to set up data retrieval, update and renewal.

Built-in storage: if sensitive company information is stored in built-in storage, it is redundantly backed up and can be manually restored from the hosting environment upon written request to technical support team. The turnaround time is defined by Service Level Agreement and has default value of 1 business day.

Mobile apps (Mobile apps refer to iPad / iPhone / Web applications): all the master documents/forms that are distributed to the mobile app are normally delivered using automatically synchronized and backed up methods. In case of emergency, such as device loss, they can be retrieved from the server. Files stored locally on the iPad / iPhone can be backed up via iCloud, retrieved via programs like iTunes and iExplorer, sent by email or uploaded storage as means of back up.

Audit Control (R)

Implement hardware, software, and/or procedural mechanisms that record and examine activity in any system that contains or uses ePHI.
Notification and Archiving (R)

REQUIREMENT: Procedures and/or mechanisms should be put in place to track and record activity on systems containing ePHI and customer data.

Web Admin portal: messages and notifications can be pushed to the iPads / iPhone on any updates within the account. There are also indicators that display when the application was last synchronized / updated and whether a pushed message or a document was delivered. Every document traveling through the workflow leaves audit trail of all the edits, that can be reviewed by company administrator with sufficient privileges. Each record includes document author, status, date and time of modification, and the actual changes made.

Mobile apps: every time messages, documents and links are pushed to the app, users receive notifications. Every automatic synchronization, which updates the content on the device is accompanied by additional notifications.

Integrity (R)

Implement policies and procedures to protect ePHI from improper alternation and destruction.

Mechanism to Authenticate ePHI (A)

REQUIREMENT: Implement electronic mechanisms to corroborate that ePHI have not been altered.

Web Admin portal: documents travelling through the workflows are tightly encapsulated, and as such cannot be edited, copied or forwarded, unless explicitly authorised, thus protecting the integrity of the document and preventing harmful unnecessary data modification or exposure.

Mobile apps: documents with a signature field are sealed with a digital certificate. Any subsequent change to the document will result in the signature being invalidated. ‘Completed’ section could be configured in a way that disallow further modification of the document after completion, providing a record of achieving the goal of automated medical process.

Transmission Security

Implement technical security measures to guard against unauthorized access to ePHI that is being transmitted over an electronic communication network.

Encryption and Decryption (A)

REQUIREMENT: Implement protection of dataat-rest and data-in-motion.

Fluix service uses a combination of Secure Sockets Layer (SSL) protocol to create a uniquely encrypted channel for private communication of healthcare data in motion.

Summary

Mobile document management and paperless workflows will continue to grow at a fast, consistent pace in the years to come. Fluix as a flexible and mobile document management solution created a great system for the healthcare sector that provides an easy-to-use, cost-effective and extremely secure iOS platform. Fluix answers the following requirements to be a HIPAAcompliant solution:

• Transport Encryption: is always encrypted as it is transmitted over the Internet

• Backup: data is never lost as it’s backed up on the servers and can be recovered

• Authorization: is only accessible by authorized personnel using unique, audited access controls

• Integrity: is not tampered with or altered

• Storage Encryption: is encrypted when stored or archived

• Disposal: can be permanently disposed of when no longer needed

• Omnibus/HITECH: data is hosted in-house or on the Amazon S3 servers that meet HIPAA security requirements.