💡 To be able to change the language, your Org Admin needs to have enabled it. For more details, check out Enabling and configuring language support

Simple steps to fill the checklist metadata

Using AI to make your life easier

Unifize is designed to streamline your work with powerful, easy-to-use tools. This section introduces the key features you’ll interact with daily—from managing tasks and conversations to completing structured checklists inside records.

Core Features

To get access to an existing org on Unifize, you need to contact your Administrator and ask them to invite you via email.

Once they have invited you, the following steps help you join your org on Unifize:

Before you can collaborate, track tasks, or manage workflows, you’ll need to create and access your Unifize account. This section walks you through the two ways to get started—using an invite link and logging in securely from any device.

How to Get Started

This section helps you manage the core mechanics of how data flows through Unifize—from building flexible checklists to updating records with context. Whether you’re collecting inputs, assigning tasks, or tracking changes, these tools keep everything traceable and structured.

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These features form the backbone of how work is captured, tracked, and advanced in Unifize. Use them to build reliable workflows that are easy to manage and audit-ready.

Definition

A Chart in Unifize is a visual representation of data extracted from reports. Charts help users analyze trends, identify bottlenecks, and gain insights into process performance through dynamic and interactive visuals.

By using charts, teams can track key metrics, compare data points, and make data-driven decisions efficiently.

Remove a user's access to Unifize while preserving their history and contributions.

Why deactivate instead of delete?

Deactivating a user:

• 🔒 Revokes their access to the platform

Resetting your password in Unifize is simple, whether you're logged in or logged out. This guide walks you through both scenarios and highlights important password requirements to keep your account secure.

How to Use

Unifize enables users to generate and download professional, printable PDF reports from checklist data, including structured text, tables, and embedded images. These reports can be tailored to meet branding and formatting needs through custom templates configured with support from the Unifize team.

How to Use

Unifize is designed for flexibility across devices. Whether you’re reviewing approvals on the go, updating records from the shop floor, or analyzing dashboards at your desk, the Unifize experience is optimized for how and where you work.

This section explains the different ways to access Unifize—from full-featured desktop views to lightweight mobile tools.

Options to Access Unifize

In Unifize, managing your Team and Organization is essential to maintaining visibility, accountability, and control across your processes. Teams are composed of users who collaborate on Records, while the Organization (or Org) is the top-level container that defines the boundaries for users, processes, data, and permissions.

This article explains how Unifize structures users within an Org, how teams function, and how to effectively manage access and responsibilities.

How to Use

1. Setting Up Your Unifize Account

The Unifize Mobile App brings the full power of Unifize to your pocket—allowing users to access Records, complete checklist actions, and collaborate with their team in real-time, from anywhere. Whether you're on the shop floor, traveling, or away from your desk, the mobile app ensures you stay connected and productive.

Available for both iOS and Android, the app is optimized for speed, clarity, and task-focused interactions.

How to Use

The My Inbox view in Unifize is designed to help you stay on top of everything that requires your attention. It provides a focused list of action items, open conversations/records, and tasks you’re involved in—eliminating the need to navigate across multiple records or modules.

What is My Inbox?

My Inbox is your personal task and activity dashboard. It surfaces records and conversations that are relevant to you—whether you're an assignee, participant, or have been mentioned in a conversation.

This includes:

An Org in Unifize represents a standalone workspace where teams collaborate on processes, records, and data. Think of an Org like a "workspace" in other tools —each Org is a distinct environment with its own users, workflows, and configurations.

Orgs are the highest-level structure in Unifize. They isolate data and activity, ensuring that work done in one Org remains separate from others. This is especially useful for organizations that need different environments for business units, legal entities, or customer-facing projects.

Key Features

Direct Messages in Unifize offer a private, one-on-one communication channel between users on the org. Unlike conversations within records, direct messages are not connected to any process, checklist, or workflow. They're ideal for quick clarifications, private updates, or side conversations that don’t require full team visibility or traceability.

Direct messages are accessible from multiple locations within Unifize and support attachments and external email delivery for added flexibility.

How to Use

Accessing the Direct Messages Panel

To access your Direct Messages panel:

• Go to the left-hand Nav Bar.

• Click on the message icon at the bottom to open the Direct Messages view.

This panel shows your list of ongoing private conversations.

Starting a New Direct Message

You can start a Direct Message in several ways:

1. From the Direct Messages panel

   • Click + New

   • Search for a teammate by name or scroll through the user list

   • Select the user and start typing your message

Sending Messages and Files

• Type your message and hit Enter to send.

• Click the attachment icon to upload and send files (e.g., images, PDFs, documents).

• Click Send as Email if you want your message to also be delivered to the user’s email inbox.

Files shared in DMs are only visible to you and the recipient and are not linked to any record.

Best Practices

• Keep it focused: Use DMs for quick or informal updates not tied to a record.

• Move decisions into records: If a conclusion is reached, document it within a relevant record for visibility and traceability.

• Use "Send as Email" selectively: Ideal for critical updates when you need to notify someone outside their current Unifize session.

• Avoid using DMs for regulated actions

The Direct Messages feature in Unifize gives you a flexible way to privately message any teammate on the platform. With support for file sharing and optional email delivery, it’s a powerful complement to record-based collaboration—perfect for quick conversations that don’t need to be tied to a workflow.

When the topic is process-related or requires traceability, always bring the conversation back into a record.

Unifize helps ISO- and FDA-compliant companies manage risk and compliance, drive operational efficiency, and accelerate innovation by bringing quality, operations, and product development teams into a single source of truth that’s easy to implement and adapt as business needs change.

By integrating the entire process lifecycle, unifying teams and their conversations, documents, data, and workflows into one collaborative platform, Unifize enables unprecedented visibility, traceability, accountability, and adaptability, ultimately leading to greater process efficiency. This guide walks you through your first steps on the platform—from signing in to starting your first record, collaborating with your team, and customizing your workspace.

Why Unifize?

• Single source of truth: Keep conversations, documents, and actions in one place.

• Collaboration built-in: Workflows happen where discussions happen—reducing silos.

• Context-aware AI: Surfaces relevant insights, suggestions, and actions based on your workflow and record history.

• Compliance without complexity: Audit trails, approvals, and real-time tracking are baked in.

• Flexible, no-code setup: Easily adapt the platform to your unique processes.

1. Start here

How to access Unifize

How Unifize works

Features at a glance

2. Collaborating on Unifize

3. Customizing Unifize

4. Next steps

Latest releases & updates

Definition

A Process in Unifize represents a structured workflow designed to achieve a specific outcome. It defines the sequence of activities, stakeholders involved, and the data required for execution.

Key Features

• Standardizes operations for consistency.

• Tracks progress and automates workflows.

• Ensures visibility and compliance.

What constitutes a Process?

You can access the settings of an individual process through the Process Builder.

Every process on Unifize contains the following key elements:

• Team: The description of the process, owner, default participants and process owner(s).

• Status: Various stages in the process lifecycle across two states: Pending vs Completed.

• Checklist: Structured way of capturing contextual information for a process record.

• Deleted Fields: Fields that are deleted in history.

The Rich Text field in Unifize allows teams to capture structured, formatted information directly within checklists. Whether it’s SOP steps, deviation explanations, or validation notes, rich text helps improve clarity, readability, and precision.

This article covers how to configure the field using the Process Builder and how users interact with it when filling in a record.

Adding a Rich Text Field to a Checklist

Only users with process editing permissions can add a Rich Text field to a process.

To add one:

1. Go to Manage and open the process via the ✏️ pencil icon

2. In the Process Builder, navigate to the relevant checklist section

3. Click + Add Field

4. Select Field Type: Rich Text

5. Name the field (e.g., “Procedure Details”, “Deviation Explanation”)

6. Save the process and exit

Here's a step-by-step walkthrough:

The field will now be available on all new and existing records for that process.

Using Rich Text While Filling a Checklist

When users open a record with a Rich Text field, they’ll see a formatting toolbar above the input area.

Supported Formatting:

• Bold, Italic, and Underline

• Ordered and unordered lists

• Headings and subheadings

• Hyperlinks

This allows users to:

• Emphasize important details

• Break long notes into readable sections

• Link to external documents or resources

• Maintain formatting for multi-step procedures or validations

Here's a step-by-step walkthrough:

Changes are saved in real time, and formatting is preserved in exports and audit trails.

Use Cases

Rich Text fields are ideal for:

• Capturing SOP instructions within a record

• Logging root causes or justifications in quality events

• Writing structured technical descriptions

• Adding long-form comments with emphasis or links

Summary

Rich Text fields improve how teams write and read information within Unifize. By enabling formatting inside checklists, teams can ensure better communication, fewer errors, and more usable records, especially in complex or regulated environments.

Unifize gives you full control over how often you're alerted by email. By customizing your notification preferences, you can stay informed about relevant activity without overwhelming your inbox. Choose from predefined levels—ranging from all updates to only the most critical alerts.

How to Use

To update your email notification preferences:

1. Click your profile icon in the top-left corner.

2. Select Preferences from the dropdown menu.

3. Scroll to the Notifications section.

4. Select one of the available options:

Notification Levels

Everything — All updates and messages

You'll receive email alerts for:

• All comments and messages

• When you’ve been added to a conversation

• All status updates (e.g., marked as completed)

• Overdue reminders and other conversation alerts

Important — Status updates, reminders, and @mentions

You’ll be notified for:

• All status updates

• When you’ve been added to a conversation

• Overdue reminders

• Owner changes or assignments

Critical — Assignments and @mentions only

You’ll only receive emails when:

• You’ve been assigned as the owner

• You’re @mentioned in a conversation

Nothing — No email notifications

• You will not receive any email updates

• Not recommended, as you may miss important conversation activity

Changes are saved automatically once a selection is made.

Best Practices

Things to keep in mind

• System emails such as password resets are always sent and cannot be turned off

• These preferences only affect email notifications

• In-app notifications remain active and are unaffected

Pro tips

• Use the Important setting to stay focused without inbox clutter

• Download the Unifize mobile app to receive real-time alerts outside email

• You can update your preferences at any time to fit your workload or role

With customizable email notification settings in Unifize, you can control how and when you're updated—ensuring you're looped into the right conversations at the right time. Adjust your preferences easily from your profile and stay aligned with your team without distraction.

Definition

Your Profile in Unifize is your personalized user account, where you can manage settings, update information, and configure preferences for a personalized experience. It provides access to account settings, organization controls, and notification preferences to help tailor Unifize to your workflow.

Key Features

• User Information Management – Update your name, profile picture, and preferences.

• Security & Access – Change passwords and manage login credentials.

• Notifications & Preferences – Customize how and when you receive updates.

• Organization Management – Switch between organizations, clone settings, and configure org preferences.

Navigating Your Profile

Your Profile Menu is accessible by clicking your profile picture in the top-left corner of Unifize. From here, you can:

1. Personal Settings

   1. Update Name – Modify your displayed username.

   2. Change Profile Picture – Upload or update your avatar.

   3. Notification Settings – Adjust how and when you receive alerts from Unifize.

Your Profile in Unifize provides a centralized space to manage your personal settings, security options, and organization preferences. Keeping your profile updated ensures a smooth, secure, and customized experience while using Unifize.

Definition

A Conversation in Unifize is a real-time, chat-based collaboration space embedded within every process record. It eliminates the need for external messaging tools by integrating communication directly into workflows, ensuring discussions, decisions, and actions remain in context.

Conversations allow teams to share updates, seek clarifications, and track progress without switching between different platforms, making collaboration easy, transparent, and efficient.

Key Features

• Real-time Collaboration: Enables instant communication between team members within records.

• Contextual Messaging: Conversations are tied to specific records, eliminating fragmented discussions.

• @Mentions & Notifications: Notify specific users to bring them into the discussion.

• File Attachments & Links: Share documents, images, and relevant files directly within the chat.

What constitutes a Conversation?

Every Conversation in Unifize consists of the following key elements:

1. Message Log

   1. Displays all past messages and actions in chronological order.

   2. Provides full visibility into discussions and decisions made.

2. Mentions & Notifications

Conversations in Unifize bridge the gap between collaboration and process execution by embedding real-time discussions directly within records. By keeping all communications, decisions, and updates in one place, teams can work faster, stay aligned, and ensure full traceability without switching between multiple tools.

This section walks you through the essential actions every new user should know—starting a record, collaborating with your team, personalizing your workspace, and making sense of your data. Whether you’re hands-on in a workflow or reviewing progress, these guides will help you move confidently from day one.

1. Getting Started with Records

Start by creating records—the foundation of how work gets done in Unifize.

2. Communicating in Context

Keep conversations tied to the work—so nothing gets lost in email threads.

3. Customizing Your Workspace

Tailor Unifize to how you work best.

4. Working with Reports & Dashboards

Use data to track performance and improve processes.

This section is your Unifize starter kit. From taking your first action to building insightful reports, it’s all here to help you contribute quickly and confidently.

Unifize gives you control over how your workspace looks, feels, and communicates with you. Whether you’re setting your profile photo, adjusting your inbox, or managing notifications, this section shows you how to personalize your experience.

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A few simple tweaks go a long way. Use these settings to reduce clutter, boost focus, and stay in control of your notifications and workspace layout.

Adding a profile picture in Unifize helps your teammates identify you more easily and personalize your experience. This guide shows how to set or change your profile image using the updated user menu.

How to Use

To set or change your profile picture:

1. Click your profile icon in the top-left corner of the screen.

2. Select Change Profile Picture from the dropdown menu.

3. Upload a photo from your device.

4. Choose a file (JPG or PNG recommended, max 5MB).

Best Practices

Things to keep in mind

• Maximum file size: 5MB

• Supported formats: JPG, PNG

• Profile pictures are visible to all users in your organization

Pro tips

• Use a clear, front-facing image for better recognition

• You can update your picture anytime from the profile menu

• Avoid using team logos or abstract avatars for individual identification

To personalize your Unifize profile and improve team visibility, upload a high-quality profile picture through the Change Profile Picture option in your profile menu. This ensures clear communication and a more connected workspace experience.

Unifize supports multi-language configuration to help distributed teams work in their preferred language. From enabling language support to managing preferences and customizing terminology, this section covers everything you need to make Unifize feel native, wherever your users are.

Key Features

✅ Personalized Language – Set your preferred language in Preferences.

✅ Organization-Wide Language Support – Admins can configure Primary and Supported Languages.

✅ Translation Editor for Admins – directly within Org Settings.

✅ Complete Localization – Unifize UI elements and custom fields now .

Explore

Important Note

• Changes to Primary Language affect the entire Org.

• Some UI elements may have minor misalignment in certain languages.

Unifize Lite is a simplified, browser-based version of Unifize designed for external collaborators who do not have a Unifize account. It allows users—such as suppliers, auditors, or external stakeholders—to access and respond to a specific record without needing to sign up or log into the full platform.

This enables fast, secure, and structured collaboration outside your organization, while keeping everything traceable within Unifize.

Why it's useful

Unifize Lite empowers external collaborators to contribute directly to records, without needing to log in or have a full Unifize account. With secure access to a single record, they can stay informed, complete tasks, and keep communication centralized through My Inbox-style threads. It’s fast, controlled collaboration—extended beyond your organization.

How to use

When do users get access?

Unifize Lite is triggered when:

• A user is added to a record using their email address.

• They are assigned checklist items or added for approval actions.

• They receive an email invitation with a direct link to a record.

Accessing a record via Unifize Lite

1. The external user receives an email with a direct link to the record.

2. Clicking the link opens the record in Unifize Lite using their browser.

3. The user is placed in the record thread, similar to how internal users see it in My Inbox.

4. Without needing an account, they can:

What they can access

• Only the specific record they were invited to—nothing else in the Org

• Record metadata like title, status, due date, and participants

• Relevant checklist sections

• Any uploaded or generated documents

Best practices

• Use Unifize Lite for external reviews, approvals, or incident responses.

• Clearly assign responsibilities using checklist actions (e.g. approvals or verifications).

• Provide context in the first message so external users know what action is needed.

• If access is no longer required, remove the user from the record to revoke visibility.

🖋️

This section covers the key areas of the Unifize interface—so you can quickly find what matters, take action, and stay organized. Whether you’re reviewing tasks, updating records, or managing team activity, these pages help you move easily.

Explore

Master the core areas of the Unifize interface to work faster, stay focused, and collaborate better. Each page here breaks down a key workspace to help you get the most out of the platform.

Overview

Unifize’s Document Management module brings order and compliance to your controlled documents. From drafting to approval to retrieval, every SOP, policy, or record is traceable, versioned, and audit-ready—without spreadsheets or email threads.

Key Features and Benefits

Each feature in Document Management is designed to enforce control, maintain compliance, and simplify collaboration across departments.

Included Processes

Unifize Document Management is powered by core processes that manage the lifecycle, context, and classification of controlled documents.

Overview

Unifize’s Change Control module ensures every change is intentional, traceable, and compliant. It connects impact analysis, approvals, and task execution—so you can manage revisions across documents and processes without losing control.

Key Features and Benefits

Each feature in Change Control helps standardize change execution while maintaining full traceability across impacted records.

Included Processes

Change Control is supported by core processes that track each request, its execution tasks, and related responsibilities.

Introduction

The file upload field in Unifize checklists allows you to attach relevant documents directly within a workflow step. Whether it's a spec sheet, test report, drawing, or any other supporting file, this field keeps everything organized and accessible in one place. Depending on how your admin has configured the checklist, you can pick files from your computer, Unifize file store, or linked cloud services like Microsoft 365 SharePoint and OneDrive.

What end users can do with file upload

When interacting with a file upload field, you can:

• Upload or attach files from available sources such as your computer or Unifize file store.

• Link existing files from Microsoft SharePoint or OneDrive (if enabled).

• Create new files like Word, Excel, or PowerPoint documents directly from Unifize (if the admin has enabled this).

• Preview or open files directly in your browser, especially for Microsoft 365 formats.

Note: What you see in the checklist’s “Pick source” menu (e.g., computer, SharePoint, create new file) depends on your organization's configuration.

How file upload helps you

This field simplifies collaboration by:

• Centralizing documents within the process record, ensuring team members always refer to the correct file version.

• Eliminating manual handoffs of documents via email or chats.

• Supporting compliance and traceability, as all uploads are recorded against the checklist activity.

• Improving collaboration, especially with shared document types that can be co-authored using Microsoft 365.

Technical workflow

Here’s what your experience typically looks like:

1. Open the checklist for a record.

2. Locate the field labeled something like “Attach file” or as configured.

3. Click + Attach File to open the “Pick source” menu.

4. Choose one of the following options:

Roles and permissions

If you do not see certain options (e.g., SharePoint upload or create new file), your admin may not have enabled them for your process.

Share updates with people outside Unifize and have their replies captured directly within your conversations.

✨ What this does

Lets you send a message from a Unifize conversation to any email address and receive the response directly inside the same thread—without requiring the recipient to log into Unifize.

✅ When to use it

• You want to involve someone who’s not on Unifize (e.g., supplier, consultant)

• You need an external approval or update tied to a record

• You want full traceability of external communications inside your workflows

🔄 How it works

To send an email:

1. Open any conversation

2. Click + Add participant

3. Type the recipient’s email address

4. Press Enter and assign a role (usually Viewer)

📤 The recipient gets a regular email with your message and a link to respond.

To receive replies:

• The external user replies to the email

• Their response is added directly to the Unifize conversation

• Everyone in the thread sees the reply, just like any internal message

⚠️ Things to keep in mind

• You can only send emails to one recipient at a time

• Email replies are not private—they appear in the group thread

• External participants can’t log into Unifize unless invited

• You can remove email participants from the thread at any time

🧠 Pro tips

• Keep your messages focused—external users see the whole conversation

• Use this for one-off updates, document reviews, or supplier clarifications

• Great for auditors or stakeholders who just need visibility on a few records

The Dashboard view in Unifize is your visual command center for monitoring real-time performance across your processes. It serves as a collection of dashboards, where each dashboard is composed of interactive charts built from reports created in the Manage View.

With dashboards, teams can instantly visualize trends, track KPIs, and investigate issues without needing to open individual records. Whether you're in Quality, Compliance, Engineering, or Operations, dashboards give you the insights you need—all in one place.

How to Access

To navigate to the Dashboard view:

• Open the Navigation Bar on the left

• Click on the Dashboard icon

This opens the Dashboard View, where you can access a list of dashboards available to you based on your role or permissions.

How Dashboards Work

The Dashboard view is structured in three layers:

1. Dashboard View = Collection of Dashboards

This view lists multiple dashboards categorized by role, function, or use case. For example:

• [CXO] Non-Conformances and CARs

• [Quality Manager] Documents and Training

Each dashboard contains its own set of charts for targeted analysis.

2. Dashboards = Collection of Charts

Dashboards group together charts to give you a cohesive view of a process, team, or metric area. Each chart provides a snapshot from different reports.

3. Charts = Built from Reports

Charts are created based on reports from the Manage View, which determine the data, filters, and grouping used. These charts update dynamically based on live data.

→

→

Inside the Dashboard View

Here’s what you’ll find in the Dashboard interface:

• Left Panel (List of Dashboards): Navigate between dashboards by role or use case.

• Main Panel (Charts): See bar graphs, line charts, KPIs, and performance visualizations.

• + Create New: Option to create new dashboards from your available charts.

Charts are clickable—selecting a data point will drill into the matching set of records.

Best Practices

• Use clear naming conventions for dashboards (e.g. by role or process).

• Keep dashboards focused by limiting to 4–8 relevant charts.

• Ensure reports powering your charts are up-to-date and validated.

• Regularly review dashboard contents for relevance.

The Dashboard View in Unifize acts as a centralized collection of dashboards, each providing powerful insights into your organization's performance. Built from reports and visualized as charts, dashboards allow you to monitor and act on data—faster and smarter.

Records are where real work happens in Unifize. This section covers how to manage and interact with active records—helping you drive action, set priorities, and keep tasks on track.

Explore

From setting deadlines to flagging what needs attention, this section helps you get the most out of every record you touch.

Definition

A Record in Unifize is a structured entity that acts as the central hub for all information, actions, and conversations related to a specific process instance. It ensures visibility, traceability, and accountability across teams by capturing data, discussions, approvals, and status updates in a single location.

Records are used to standardize workflows, maintain compliance, and drive collaboration by embedding real-time conversations directly within the process.

Key Features

• Single Source of Truth – Combines structured data, checklists, and conversations in one place.

• Real-time Collaboration – Enables team discussions through an embedded Conversation Thread.

• Traceability & Auditability – Captures all changes, actions, and approvals chronologically.

• Customizable Checklist Structure – Supports file uploads, linked fields, attachments, and metadata fields.

What constitutes a Record?

Every Record in Unifize consists of the following key elements:

1. Header

   1. Title & Unique ID – Provides a clear identifier for the record.

   2. Status – Displays the current progress (e.g., Open, In Progress, Completed).

   3. Owner & Participants – Identifies who is responsible and who can collaborate.

Records in Unifize serve as the foundation of process execution and collaboration, enabling teams to centralize data, track actions, and maintain full traceability in one unified workspace. By embedding real-time conversations, structured checklists, and automated updates, records eliminate the silos that traditionally slow down workflows.

With their customizable structure, and audit-ready history, records empower teams to enhance collaboration, improve compliance, and drive operational efficiency across all business processes.

Unifize supports language personalization at the user level, allowing each team member to work in their preferred language. For large, distributed teams, admins may need to manage language preferences at scale to ensure smooth onboarding, compliance, and localized user experience.

This guide outlines best practices and tools for configuring and managing user language settings across your organization.

Understanding Language Preference Behavior

Each user in Unifize can select a Preferred Language in their Profile → Preferences → Language tab.

• If no language is selected, Unifize defaults to the user’s Operating System language (if supported by the Org).

• If the OS language is not supported, Unifize defaults to the Org’s Primary Language.

• The Preferred Language only affects the user’s interface, not others in the Org.

Options for Managing at Scale

While language selection is a user-level setting, admins can influence and streamline adoption using the following approaches:

1. Communicate Language Availability

Ensure users know their language is supported:

• Include information in onboarding materials

• Send an in-app announcement or email (see templates in Release Notes)

• Direct users to update their

✅ Tip: Use a checklist item in onboarding processes prompting users to set their preferred language.

2. Pre-Onboarding Configuration

If you're onboarding new users in bulk:

• Set expectations that language defaults to Primary Language

• Create a role-based language support guide by region or team

• Include step-by-step instructions for users in welcome emails

3. Role-Based Support Materials

Prepare and assign localized onboarding guides and training assets for each Supported Language.

Examples:

• PDF user guides in French, Spanish, German, etc.

• In-app checklist with language-specific instructions

• Video tutorials aligned to language preference

4. Monitor Usage and Gaps (Admin Best Practices)

Currently, language preferences are not visible to other users or admins via UI, but here’s how to assess adoption:

• Use feedback surveys or internal audits to understand user experience in supported regions

• Cross-reference login locations with supported language usage

• Track which users engage with the Translation Editor or report untranslated elements

💡 Consider assigning a language admin or regional champion for large organizations.

Limitations

• Language preference is user-specific and cannot be enforced Org-wide.

• Admins cannot change another user's preferred language directly.

• Some content (e.g., conversations, chat, uploaded files) remains in original language.

Conclusion

Managing user language preferences at scale is key to delivering a seamless experience in multilingual organizations. While each user controls their own settings, admins play a vital role in communicating availability, supporting localized materials, and monitoring adoption.

This section covers how to manage users, define roles, and structure your organization in Unifize. From granting permissions to deactivating accounts, you’ll find everything needed to maintain secure, well-governed access to your data and workflows.

Explore

A strong permission structure keeps your organization secure, compliant, and organized. Use this section to build a scalable access model that aligns with your processes and teams.

Introduction

Checklists in Unifize are structured tools embedded within records to help teams capture information, complete tasks, and ensure consistent execution of processes. Each checklist is composed of fields that gather various types of data such as text, dates, approvals, files, and more—all updated in real time and visible to all record participants.

What end users can do with Checklists

As an end user, your primary interactions with checklists involve:

• Viewing checklist fields: Understand the required steps and data inputs for a process.

• Filling in checklist fields: Enter or update information such as text entries, numbers, dates, or selected items via “My Inboc” section.

• Uploading files or documents: Attach supporting files to checklist items using File Upload or PDF fields.

• Collaborating in real time: View updates made by others instantly without needing to refresh the page.

How checklist helps you

• Clarity & accountability: Each field is clearly labeled, often assigned to specific users, so you know exactly what’s expected of you.

• Real-time visibility: Everyone on the record sees the latest updates as they happen.

• Compliance & traceability: Each action and update is logged automatically, supporting audits and process transparency.

• Process guidance: Checklists guide you step-by-step through structured workflows, reducing guesswork and errors.

Technical workflow

1. Access a record

   Open a record from My Inbox or search for it directly.

2. Checklist is preloaded

   The checklist appears by default in the right-hand pane of the record.

3. Complete assigned fields

   Fields may include text boxes, picklists, dates, file uploads, user assignments, and more.

Roles and permissions

Note: You cannot edit the structure or layout of the checklist unless you have admin permissions. Only Admins can add, delete, or configure checklist fields and layout.

Overview

Unifize’s Training Management module ensures that employees are always trained to the latest version—automatically. It links training assignments to document lifecycles, ensuring that nothing falls through the cracks when an SOP changes.

Key Features and Benefits

Each feature in Training Management ensures continuous compliance, faster rollouts, and complete traceability.

Included Processes

Training Management operates through modular processes that define, assign, and verify role-based training.

The Manage view in Unifize allows Admins to get a centralized overview of all processes and the records associated with them. It provides a powerful interface to search, filter, and manage records across any process in the system, making it ideal for high-level oversight, audits, and bulk operations.

What is the Manage View?

Accessible from the left-hand sidebar, the Manage view presents a two-level interface:

1. Process Selection You'll first see a list of all processes in the organization. Use this view to locate and select the process you want to work with.

2. Process Records View Once a process is selected, Unifize displays all records associated with that process in a table format. This includes key metadata like:

   1. Record ID and title

   2. Status

   3. Owner and participants

New: Bulk Selection of Records

With the latest update, Admins can now select multiple records within the Manage view. This supports:

• Easier data reviews across filtered record lists

• Preparing for exports or audits

• Performing batch-level analysis and follow-up actions

How it works:

1. From the sidebar, click Manage

2. Select the process you want to view

3. Use the checkboxes next to each record to select one or more records

4. Use the Select All checkbox to select all records currently visible (based on filters applied)

This feature improves efficiency when handling high volumes of records—especially for compliance, quality, and operations teams.

When to Use the Manage View

• Compliance Reviews: Filter and select all records from a process for audit preparation

• Process Monitoring: Review record statuses, owners, and due dates at a glance

• Bulk Reporting: Select and export multiple records for analysis outside the system

• Performance Tracking: Monitor volume, throughput, or delays across processes

Best Practices

• Apply filters before using Select All for precise record targeting

• Customize visible columns to prioritize fields that matter most to your workflow

• Use the Manage view as part of your weekly or monthly process reviews

• Combine Manage with Reports and Charts for deeper operational insights

Summary

The Manage view gives Admins an organized, cross-process view of all records in Unifize—now with the ability to select multiple records for more efficient oversight and action. Whether you're reviewing, auditing, or simply tracking record progress, this view is your starting point for streamlined management.

For more help with setting up or using the Manage view, contact your Unifize Admin or Customer Success Manager.

Dashboards in Unifize enable users to easily visualize live process data, monitor operational performance, and drive better decisions with real-time insights.

Whether personal or shared, dashboards provide a flexible way to organize and display key metrics, making it easy for teams and leadership to stay aligned.

Use Dashboards to visualize key metrics from your processes, track performance, and make data-driven decisions inside Unifize.

What does it do?

Dashboards allow you to group interactive, real-time charts and KPIs into a single view.

If your role has permission to invite others to the app, Unifize provides two simple ways to do this—either from the Contacts page or directly from a .

What this does

Invites a user to your Unifize workspace using their email address and allows you to assign them a role. Once invited, users can be added to records and begin collaborating immediately.

This section introduces the core concepts that power the Unifize platform. Whether you’re setting up workflows, collaborating with your team, or analyzing data, these definitions provide the foundation for how everything connects in Unifize.

Why It Matters

Each module in Unifize is designed to mirror how regulated teams work: structured, collaborative, and traceable. Knowing the difference between a Process, a Record, or a Checklist helps you build more effective workflows and scale operations confidently.

The Conversations is the backbone of collaboration in Unifize. Unlike traditional systems where communication happens separately from process data, Unifize embeds conversations directly within records. This ensures that discussions, decisions, and actions remain in context, improving visibility, accountability, and efficiency.

See:

What is a Conversation?

A Conversation in Unifize is a real-time, chat-based collaboration space embedded within each record. It allows teams to:

• Discuss process updates, issues, and decisions in context.

Introduction

Unifize’s Collaborative Intelligence has introduced an advanced AI-powered automation that easily converts unstructured email content into structured, actionable records. This capability helps quality and operations teams respond faster to issues like complaints or non-conformances by eliminating manual data entry and enabling contextual collaboration from the start.

Definition

A Report in Unifize is a structured compilation of data extracted from records, checklists, and conversations. Reports help teams analyze trends, track performance, and make data-driven decisions by organizing information in a structured and actionable format.

By using reports, organizations can gain real-time insights into process efficiency, compliance status, and operational bottlenecks, ensuring continuous improvement and informed decision-making.

Definition

A Checklist in Unifize is a structured list of actions or data fields within a record, designed to ensure consistency, accountability, and compliance in a process.

It helps teams track actions, approvals, dependencies, and critical information while maintaining full traceability across workflows.

By using checklists, organizations can streamline execution, reduce errors, and enhance collaboration.

The Homescreen is your personal dashboard in Unifize, designed to help you focus on the tasks, records, and updates that matter most. As soon as you log in, the Homescreen gives you a high-level overview of your work—so you can act quickly, stay aligned with your team, and never miss a critical update.

Each user can configure their Homescreen layout based on their individual needs. It’s fully customizable, meaning you decide what widgets to display and how to organize them—without affecting what others see.

How to Use

A Checklist in Unifize is a structured list of actions or data fields within a record, designed to ensure consistency, accountability, and compliance in a process.

It helps teams track actions, approvals, dependencies, and critical information while maintaining full traceability across workflows.

By using checklists, organizations can streamline execution, reduce errors, and enhance collaboration.

See the detailed definition of →

Key Features

Introduction

The Picklist Field in Unifize is a dropdown or checkbox-style field that allows users to select from a set of predefined options when filling out a checklist inside a Record. It’s used to standardize responses and reduce manual input errors. Depending on how it’s configured by your Admin, a picklist may appear as a dropdown, a list of checkboxes, or even a simple Yes/No toggle (rendered as a checkbox).

Efficiently navigate through Unifize Records using filters and sorting in My Inbox to focus on the discussions and tasks most relevant to you.

Why filter Records?

As the number of records grows, filtering and sorting helps you:

• Quickly locate specific records

• Focus on tasks assigned to you

• Monitor the status of ongoing processes

• Prioritize time-sensitive or high-priority work

How to filter Records in My Inbox

1. Access My Inbox:

   • From the left-hand menu, click My Inbox to view all records relevant to you.

2. Use Search and Filter Options:

Filter Options Available

You can apply any of the following filters directly from the toolbar:

• Unread – Show only unread records.

• I Own – View records assigned to you.

• Everyone – View records visible to everyone.

• Cancelled – Include cancelled records.

Sort Records

Click on the Sort By dropdown to organize records by key attributes. Available sort criteria include:

• Date Updated – Recent → Stale

• Priority – Critical → Low

• Status – Pending → Complete

• Date Created – Newest → Oldest

Each sort type can be toggled between ascending and descending order.

📝 Click Apply to update your list based on the selected sort.

Filter by Status

Click on the Status filter to narrow down records by their progress stage:

• Pending – Includes all ongoing or active records.

• Completed – Shows records marked as complete.

• Custom – Allows selection of individual statuses for more control.

📝 After making your selection, click Apply to see filtered results.

Examples of Effective Filtering

• Track your tasks: Use I Own + Status: Pending to view active records you're responsible for.

• Follow up on CAPA processes: Search “CAPA” and filter by Status: Pending.

• Review team-wide activity: Use Everyone + Sort By: Date Updated (Recent → Stale).

Tips for Efficient Filtering

• Stack filters: Combine tags like Unread + I Own + Pending for highly targeted views.

• Use keyword search with filters: Refine your results further with the search bar.

• Reset easily: Clear filters by deselecting tags or refreshing the view.

• Explore custom statuses: For tailored workflow views, use the

Summary

By using the enhanced filtering and sorting options in My Inbox, you can:

• Stay focused on what’s important

• Minimize time spent looking for records

• Quickly adapt to changes in your workflow

By effectively using filters in My Inbox, you can streamline your workflow and ensure focus on the most important records and tasks within Unifize.

Managing deadlines and urgency is essential for staying on top of your records in Unifize. Every record can be assigned a Due Date and a Priority Level—making it easier to focus on what matters most. These settings are reflected visually within records and the record list, helping you and your team identify overdue or critical items at a glance.

This article covers how due dates and priorities work, where they appear, and how they impact visibility in your workspace.

How to Use

Setting a Due Date

1. Open a record.

2. In the record header, click the calendar icon beside the due date.

3. Select a date from the calendar view. The field saves automatically.

Note: If the due date passes, the calendar icon will turn red, indicating that the record is overdue.

Setting Priority

1. Click the flag icon next to the “Priority” label in the record header.

2. Choose from the following options:

Based on the priority set, the icon updates visually to match your selection (as shown above).

How It Reflects in the UI

In the Record Header

• Due Date: Visible to all participants.

• Priority: Shows the selected flag icon.

In the Record Sidebar (List View)

• Records with Critical or High priority appear higher in the list.

• If a record is overdue, it shows:

  • A red clock icon and "Pending" status in a red block.

Best Practices

• Set due dates for any record that requires time-sensitive action (e.g., CAPAs, reviews, approvals).

• Use priority flags to help your team focus on what’s most urgent.

• Review your My Inbox or Manage View by sorting/filtering based on: