Records

Records in Unifize are the building blocks of collaboration and process management. They serve as structured containers for data, actions, and discussions related to a specific process, ensuring visibility, accountability, and traceability across teams. Whether managing quality issues, compliance tasks, or product development, records centralize all relevant information in one place.

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What is a Record?

A Record in Unifize is a structured entity that:

• Stores data relevant to a specific process or event

• Enables collaboration through embedded chat

• Tracks changes and actions taken chronologically

• Provides traceability for compliance and audits

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Navigating Records

Accessing Records

To access records:

1. Navigate to My Inbox from the left-hand menu.

2. Use the Search Bar to find a specific record by ID, name, or related keywords.

3. Apply Filters to narrow down records based on status, category, or assignee.

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Record Structure

1. Header: Displays record title, unique ID, status, owner, due date, and priority.

2. Checklist: Contains predefined steps or actions required for completion.

3. Conversation Thread: A chat-based window where stakeholders collaborate and the log of any activity and attachments is stored chronologically.

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Working with Records

Creating a New Record

1. Click on + New from My Inbox.

2. Select the appropriate Record Type.

3. Fill in the required fields (e.g., title, description, participants).

4. Click Create.

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Editing & Updating Records

• Records can be modified by clicking on individual fields or checklist items.

• Use the Conversation Thread to add comments and mention users.

• Attach supporting documents directly to the record for context.

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Adding Participants to a Record

In Unifize, collaboration happens directly within a record. You can add relevant team members as participants so they can contribute to checklist items, conversations, and approvals.

How to Add Participants:

1. Open the record you’re working on.

2. Click on the Participants section in the header area.

3. Use the search bar to find and add users from your organization.

4. You can also add groups of users directly to an individual record.

5. Newly added users are immediately notified and can begin contributing.

Participants have access to all checklist items, attachments, and the conversation thread associated with that record.

Best practice: Only add users who are directly involved in the process to keep communication focused.

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Setting Due Dates and Priorities

Each record can have a due date and a priority level to help teams focus on what’s most urgent and time-sensitive.

Editing Due Date and Priority:

• Click on the calendar icon in the record header to set or update the due date.

• Click on the flag icon to assign a priority:

  • Critical

  • High

  • Normal

  • Low

These fields are visible to all participants and appear in filters and reports, helping you manage work across multiple records effectively.

Tip: Use due dates and priorities in combination with filters or dashboards to focus on time-bound work.

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Best Practices

• Keep record titles clear and descriptive for easy searching.

• Utilize checklists to define structured actions.

• Engage in conversations within records instead of external communication channels.

• Regularly review the Conversation Thread for traceability and compliance.

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Records in Unifize are designed to bring structured collaboration to your processes, ensuring efficiency, compliance, and visibility. By understanding and utilizing records effectively, teams can streamline workflows, enhance communication, and drive continuous improvement.