Working with PDFs

Automatic Backup of Work in Progress on Device

When you are working with multiple documents in the field, it’s important to make sure that all modifications and signatures are duly saved. In Fluix our primary concern is to ensure data integrity and timely delivery of the workflow documents. Starting from Fluix app version 2.6, all documents being edited are automatically backed up to Drafts section.

Autosave files from Templates with preconfigured submit rules:

1. After you pick up a new template from Templates and make any modifications (fill in a form field or add an annotation), Fluix will automatically save this draft to Drafts.

2. There’s no need to manually save changes when working on the files opened from Templates. When you tap Back button, you no longer have an option to Save, Do not Save and/or Rename the file. Tapping Back button automatically saves the file being edited to Templates, close the document, and display a message at the top of the screen.

3. Each file is saved to In Work with the original file name (as in Templates, unless a file contains a naming convention created by Admin. If a form contains custom naming string or Default file naming setting is enabled on Admin Portal, then file name will include data from the specified form fields. Users can rename or delete drafts from the In Work section by swiping file items to the left.

4. After you submit the file, it will follow preconfigured submit rules and will be saved in your Completed or Reassigned section.

Please note that if NO changes were made to a file opened from Templates, no drafts will be saved to In Work. By tapping Back button, user will merely go back to Templates.

Saving files from Templates without any preconfigured submit rules:

If there are no submit rules configured for Temlates, all files originated from this Temlates can be saved to Documents section. In Documents users can rename, delete or move files to other local subfolders.

1. Once a document from Temlates has been annotated, tap the back button in the upper right corner to get the two options: Save or Don’t Save the changes.

Here’s how you can save your PDF to a subfolder in Documents: 

You can also rename the document by tapping on the pencil icon.You can choose either Documents or any of the subfolders as a final destination for the file you are saving.

2. Once saved, the final version of the document can be found in Documents : 

Here you can also rename or delete the document by simply swiping to the left:

In Documents you can also move the file to another folder by tapping on Edit in the top right order. Then choose the document to move and press on Move at the bottom, choose a folder.

Autosave files from Inbox and Cabinet

The files originated from Inbox and Cabinet are moved to In Work and later saved automatically upon first modification.

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

 

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Annotating PDFs

To start annotating a PDF, tap  to display the annotation toolbar and select the needed tool:

To hide the annotation toolbar, tap  again.

You can also tap and hold on the document to display a pop-up menu that shows select annotation tools:

If you tap and hold on the text, you can display a different pop-up menu that shows textspecific annotation tools: With the annotation toolbar, you can:

With the annotation toolbar, you can:

Highlight text   Tap  to highlight text. To change the color of the highlight, tap and hold  and pick ‘Color’ from the pop-up.
Underline text   Tap  to underline text. To change the color of the underline, tap and hold  and pick ‘Color’ from the pop-up.
Strike out text   Tap  to strike text. To change the color of the strike, tap and hold  and pick ‘Color’ from the pop-up.
Undo annotation   Tap  to undo the previous annotation.
Redo annotation   Tap  and hold to redo an annotation.
Create a pop-up note   Tap  and then tap on the place in the PDF you’d like to add the note. You can move the pop-up note by holding the note and then dragging it.
Create a text note   Tap  and then tap on the place in the PDF you’d like to add the note. You can move the text note by holding the note and then dragging it. 
Add a drawing   Tap  and select one of the pencils or markers to start drawing.

You will get a selection of four configurable pencils: two thick and two thin. Each has adjustable color,  opacity, and line thickness.

Eraser is used to remove parts of the drawing and can be adjusted in size. Hand allow dragging the document around.

When bringing document close up, pitch to zoom mode activates automatically

and allows controlling editable area with two adjustable screens at the top and the bottom of the document.

Add a shape   Tap  and select a shape to add to the PDF.
Add a standard stamp   Tap  or select ‘Stamp’ from the tap and hold popup menu. Select a stamp from the ‘Standard’ list.
Add a custom stamp   Tap  or select ‘Stamp’ from the tap and hold pop-up menu. Select ‘Custom’ and tap ‘+.’

Choose ‘Image Stamp’ to create a stamp of an image from your iPad’s Camera Roll.

Choose ‘Text Stamp’ to create a stamp with any text you’d like, as well as the current date and time.

Adjust object properties   Tap  and select annotation objects on the page. You will be able to adjust their colors, opacity, line thickness, as well as move, copy, or delete them.
Zoom writing   Tap  to enter zoom writing mode and select one of the pencils or markers to start drawing.

 

You will get a selection of two configurable pencils: one thick and one thin. Each has adjustable color, opacity, and line thickness.

Eraser is used to remove parts of the drawing and can be adjusted in size. Zoomed and full view can be adjusted in size. Arrows help to move zoom window around.

Add a signature   Tap  to add a signature to the document

You will be able to draw a signature to be included into the document. It is also possible to store up to four signatures in the app, and adjust their color, line thickness, or remove them at will.

 

Add an image   Tap and hold on any place in the PDF without text or an active element. Select ‘Image’ from the pop-up menu that will appear, and then choose a picture from your iPad’s Camera Roll or take a picture.

Tap on the picture to move or delete it. Tap and hold on the picture to scale it.

You need to have your camera enabled in iPad Settings > Privacy > Camera > Fluix as follows

Add an audio note   Tap and hold on the PDF to create an audio note with ‘Sound’ option.

 

Document sharing options

Besides the submit option, you can also share the document in the ways, configured by your company’s Fluix account admin:

Clear form fields   Tap  and select ‘Clear form.’ This option is available only for fillable PDF forms.
Open a document in another app   Tap  and select ‘Open in.’ You can then choose to send the document in its editable form or as a flattened copy. 

Please note: this feature is active only if configured by your company’s Fluix account admin.

Print a document   Tap  and select ‘Print.’ A dialog will pop up, in which you can select which printer to use and the number of copies you want to print. 

Please note: this feature is active only if configured by your company’s Fluix account admin.

Email a document   Tap  and select ‘Send by e-mail.’ You will then be prompted to choose what format you would like the file to be sent in: 

  • Document – Send in an editable form.
  • Flattened Copy – Send in a non-editable form, but can be accessed by most PDF viewers. Pop-up notes are not added to a flattened copy.
  • Annotations Summary – Send as a document with a list of annotations in the email body.

Can’t find what you’re looking for? Feel free to contact us at support@fluix.io if you have any questions or comments.

Check what you can do with Fluix. Explore features >

Signing forms

To sign a form, tap and hold on any place in the document to display the pop-up menu, or tap  icon in the annotation toolbar. Then select ‘My Signature’ or ‘Customer Signature’:

  • When ‘My Signature’ is selected, a previously saved signature will be placed on the document.
  • When ‘Customer Signature’ is selected, a signature can be created for one-time use. This signature is not saved within Fluix and cannot be copied to another document.

Please note: this feature is active only if configured by your company’s Fluix account admin.

After signing, you can make the whole document, or part of it, read-only so that the signature cannot be deleted.

To edit a signature, tap on it once to:

  • Change its color,
  • Change its line width,
  • Delete it.

To move or scale a signature, just tap and hold it.

How to Send a Document for Online Signature ?

To send a document for online signing, please follow the next steps:

1. Log in to Fluix on your iPad, iPhone or web browser.

2. Open a document to be signed, fill it out and tap Submit button in the top right-hand side corner.

Only documents containing a valid digital signature field can be sent for signing. If such a field is not present in the form, you won’t be able to email the document for signature and you’ll 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 afterwards.’

In case a signer has to only sign a document and is not expected to make any changes, choose Sign Only to restrict editing of the document. If you want signer to fill out other fields:

3. In the popup window enter signer’s email address. Please note that only one recipient can be added per document. If you made an error in the email address, upon every next entering of address the dropdown list will include it. To avoid that, you can delete it 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 during 4 days. One day prior to expiration the reminder will be sent to the signer. However, you can add custom period for reminders 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 is dispatched, you will see a new tab Sent for Signature where a copy of the sent file is stored:

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 will need to type the name in the signature field. From there, signer has 3 choices under ActionsSend document back to sender, Save and Finish Later or Decline to Sign.

After the document has been successfully signed, a signed version of the document is returned to Fluix and appears in My Inbox marked as Signed.

In addition, the email is sent both to the signer and sender of the document.

If signer declines signing of the document, it is pushed back to My Inboxand 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, with status Expired. In that case a user can send the document for signature once again.

Document retraction

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

There 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 pre-configured workflow rule: emailed to other participants of the workflow, uploaded to company storage, etc. Once the document is submitted to its final destination, it will land in the Completed tab on the device.

You can also watch a video on how to collect signature online.

Can’t find what you’re looking for? Feel free to contact us at support@fluix.io if you have any questions or comments.

Editing PDF pages

You can look at all the pages of a PDF as thumbnails by tapping  on the main toolbar:

In this view, you can: 

Navigate to a page   Tap on the thumbnail of the page you want to go to.
Add a page to the PDF   Tap  to add a new empty page.
Move a page within the PDF   Tap ‘Edit’ then tap and hold on the page. Drag the page to the new location in the PDF.
Copy a page to the clipboard   Tap ‘Edit’ then select the page. Tap ‘Copy.’
Paste a page from the clipboard   Tap ‘Edit’ then tap ‘Paste.’ Drag the white sheet to the place in the PDF you would like to paste the page and tap it.
Delete a page from the PDF   Tap ‘Edit’ then select the page or pages you want to delete. Tap ‘Delete.’
Rotate a page in the PDF   Tap ‘Edit’ then select the page or pages you want to rotate. Tap ‘Rotate.’ 

You can also rotate a page by selecting its thumbnail, then tap and hold with two fingers to rotate.

E-mail a page or multiple pages   Tap ‘Edit’ then select the page or pages you want to mail. Tap ‘Mail.’ 

Please note: this feature is active only if configured by your company’s Fluix account admin.

Extract a page from the PDF   Tap ‘Edit’ then select the page or pages you want to extract. Tap ‘Extract’ to create a new document with those selected pages and save.

Explore Fluix features and processes

In-line editing PDFs

Tap  and select ‘Markups’:

Please note: this feature is available only for PDFs in the Documents section.

Tap on the text that you’d like to change and make your desired edits. The text that you delete is marked as removed, while everything you add is shown in a different color.

You can switch from ‘Markups’ to ‘Preview’ when you want to see the result without markups.

Tap to review all your edits. You can navigate to specific edits within the PDF by simply tapping on that edit in the list.

After editing, the PDF can then be saved as a separate document, printed or sent by email.

Please note: your edits are smart annotations that do not affect the text in the PDF itself, so that you can always go back to the original PDF.

Check what you can do with Fluix. Explore features >

Barcode / QR code scanning

Fluix supports barcode / QR scanning out of the box on iPad / iPhone. There’s no need to create special fillable forms, or configure devices.

Here’s how it works for an end user:

1) Open a text input field

They should follow regular routine: launch Fluix app, open a template, navigate to the field to be populated with a code.

2) Tap barcode icon

It’s easy to find in the keyboard area:

 

3) Confirm access to the camera

Only need to do it once:

4) Hover the code

Just close up on it:

 

5) Capture data

The number will be inserted automatically​:

 

Essentially, scanning decodes graphics into an embedded string of characters, and populates selected field with it.

All you need to worry about is that field format can accept it, and that that most standard ‘Text Field’ format with no category specified is suitable for this purpose.

 

Check what you can do with Fluix. Explore features >

Working with PDFs

To Do this
Zoom Bring your two fingers in a pinch gesture to zoom in. To zoom in instantly, double tap on the area of interest.
Crop mode Tap to enable or disable ‘Crop mode.’ By enabling crop mode, Fluix will automatically analyze a document and hide the margins.
Brightness Tap to adjust brightness. Moving toggle towards the right will increase brightness, while moving it towards the left will decrease brightness.
Color themes Tap  to select a color theme. These themes improve your reading experience at different times of the day.

Scrolling modes Tap  to select a scrolling mode. Horizontal scroll allows you to scroll through documents like a book, while vertical scrolls provides the traditional scrolling experience.

Text to speech Tap  to enable ‘Text to speech’ and use the iPad’s in-built speaker to have the PDF read to you.

Add and edit a bookmark Tap  and select the bookmark section to see a list of bookmarks. Select one of the bookmarks to go to that point in the document.

To add a bookmark, go to the page you’d like to place it in and tap ‘Add.’

To rename or remove a bookmark, tap ‘Edit.’

Navigate a document using outlines Tap  and select ‘Outlines.’ Then select the chapter you are interested in, and tap the arrow to expand it.
Review annotations Tap , then  to see a list of all annotations in a PDF.
Search a document Tap  and type the word or phrase you are looking for. You will then see a list of results, starting from the current page.

Tap on any item in the list to go to the page it is located on.

Tap on the page number to see all the search results on that page.

Navigate to a specific page in a document Tap  and select ‘Go to Page.’ Then type in the page number you are interested in.

Alternatively, tap  and select the page you want to open.

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