Concepts & terminologies
Your guide to understanding various terminologies of Unifize such as records, processes and checklist fields.
Last updated
Your guide to understanding various terminologies of Unifize such as records, processes and checklist fields.
Last updated
Organizations function as the root structural components that provide logical separation of data, users, and processes within the system. Unlike traditional tenants that might require separate software instances, Unifize organizations share the same software instance while maintaining clear boundaries between different operational entities. This architectural approach offers both isolation and efficiency.
Within an organization, administrators and users can configure various operational elements including customized processes, interactive dashboards, analytical charts, role definitions, and permission structures. This configurability allows each organization to tailor the Unifize environment to their specific operational requirements and governance models without affecting other organizations in the system.
Beyond their administrative function, organizations serve as collaborative spaces where team members can work together on processes, share information, and coordinate activities. This collaborative aspect transforms organizations from mere data containers into active workspaces where users can engage with each other while working within their defined processes and workflows.
Processes serve as structured workflows that streamline collaboration and ensure tasks progress toward a well-defined outcome. They provide a flexible yet organized way to manage workflows by allowing users to configure key attributes such as a title, description, default owners, and participants, ensuring that the right people are involved at every stage. Processes also come with customizable statuses and reminders, enabling teams to track progress effectively and stay on top of deadlines.
One of the most powerful features of Processes is the dynamic checklist, which allows for extensive customization. This checklist supports a variety of field types, including
Date, Text, Number, and User fields (for structured data entry)
Picklists (to standardize responses)
Files (to attach relevant documents)
Revisions (to track changes)
Approval (to formalize decision-making)
Parent/Child Conversations (to create linked discussions for deeper context)
Linked fields (to connect related records in a bidirectional manner)
Forms (to gather structured inputs).
To further enhance organization, Unifize allows users to structure checklists using sections and subsections, ensuring that even the most complex workflows remain clear and manageable. By integrating these features, Unifize empowers teams to build robust, adaptable processes that improve visibility, accountability, and efficiency across various business functions.
Records represent the fundamental unit of collaboration, structured around three distinct but interconnected components. Each record consists of metadata, a conversation space, and a checklist, working together to facilitate comprehensive collaboration and process management.
Records are typically created from pre-existing processes, but there are other types of records which can be created standalone, such as:
Feeds
Approvals (Deprecated)
Conversations (or Discussions)
Direct Messages
The metadata component serves as the record's identifying information, containing essential elements such as the title, owner designation, current status, priority level, due date, and other configurable attributes that help categorize and track the record throughout its lifecycle. This structured information makes records easily searchable and allows for effective organization within the system.
At the heart of each record lies the conversation or chatroom component, which functions as the central communication hub. This interactive space enables collaborative message exchange between users, supports email integration for both incoming and outgoing communications, and maintains a complete audit trail of all interactions. The conversation component automatically generates notifications that document every action taken since the record's creation, providing full transparency and accountability.
Complementing these elements is the checklist component, which houses auxiliary data essential for advancing the record to completion. Checklists can be customized to capture specific information requirements, track progress through defined stages, and ensure all necessary data points are collected before a record can be considered complete. This structured approach to data collection helps standardize processes and ensures consistency across similar records.
