Introduction

Unifize supports Single Sign-On (SSO), allowing you to log in with your existing company credentials — such as those you use for Microsoft 365, Google Workspace, or another identity provider. This feature replaces the need for a separate Unifize password and allows seamless access to the platform.

If your organisation has SSO enabled, you will be automatically routed through your company’s login page after entering your work email address. If your organisation has configured more than one SSO connection, Unifize will detect your email domain and route you to the correct login portal automatically. This applies to both the web platform and the mobile app.

Why SSO Is Useful

SSO enhances the login experience by integrating with your organisation’s existing authentication system. Here’s why it matters:

• Secure by default: Your credentials never pass through Unifize. Authentication is handled directly by your company’s identity provider.

• Simplifies access: No need to create or remember a separate password for Unifize.

• IT-aligned: Helps organisations manage access centrally using existing systems like Azure AD or Google Workspace.

• Supports MFA (Multi-Factor Authentication): If your company uses 2FA, SSO supports that too — providing added security.

You can use SSO to log into Unifize if:

• Your organisation has enabled SSO in their Org Settings

• Your email domain (e.g., @yourcompany.com) has been configured for SSO

• You have been added as a user in your company’s identity provider system (e.g., Azure AD)

If you’re not sure whether your company uses SSO, ask your IT administrator or Unifize workspace admin.

1. Open your browser and go to https://app.unifize.com

2. Enter your work email address

3. Unifize checks if your domain is SSO-enabled:

4. If yes, you are redirected to your company’s login portal

1. Open the Unifize app on your phone or tablet

2. Enter your work email address

3. You’ll be redirected to your company’s login page within the app

4. Complete your usual login flow and MFA (if applicable)

In Unifize, some workflows require digital signature confirmation during approvals.

Because your password is managed outside Unifize when using SSO, you can’t re-enter a password to validate signatures. Instead:

• You’ll receive a One-Time Passcode (OTP) to your registered email

• The OTP is valid for 2 minutes

• Enter the 6-digit code to confirm your signature

This ensures your approvals remain secure and traceable even when using SSO.

Feature ID: FU-1051

Document Version: 3.0

Date: 24-03-2026

1. Introduction

Unifize supports Single Sign-On (SSO) integration using the SAML 2.0 protocol. This allows users to authenticate with existing identity providers (IdPs) such as Microsoft Entra ID (formerly Azure AD), Google Workspace, or other SAML-compatible systems.

It has full SSO support on desktop and mobile browser. Approvals are done via OTP-based digital signature. The authentication method is admin-configured per org. Users do not get to choose between SSO or password-based login.

2. User Experience

A. Desktop Login Flow

1. User navigates to their Unifize portal

2. Enters your email address

3. If the domain has SSO configured:

   1. User is redirected to the corresponding IdP login

   2. Completes password entry and 2FA if required

Note: The login screen may still display the "Sign Up Now!" prompt. However, SSO-configured domains will bypass this once the email is validated.

1. User opens the Unifize mobile app

2. Enters your email address

3. If SSO is configured for the domain:

1. Open

2. Enter your email address

3. If your domain is SSO-enabled you'll be redirected to the same enterprise IdP login as the Web App.

SSO users can do 2FA for authorising their digital signature using email-based OTP flow:

• Upon initiating a digital signature, the user receives a 6-digit OTP at their registered email

• The OTP is valid for 2 minutes

• Once entered, the “Confirm and Sign” button becomes active

Note: Only org admin can set up SSO configuration. Please reach out to your admin for the following steps:

1. Configure Azure Entra Id following the .

   In Azure, configure the following using values from Unifize (Org Settings → SSO):

   1. Entity ID : Service Provider Entity ID from Unifize

   2. Reply URL(s):

1. Go to Users and Groups in the created Enterprise Application

2. Add relevant users to grant them access to Unifize

3. Ensure the users' email domains match the configured domain

• Only Org Admins can access and configure SSO settings

• Users are automatically routed to SSO based on their email domain

• For SSO access, users must:

Feature ID: FU-1063

Document Version: 1.0

Date: 23-12-2025

1. Introduction

The Language Translations feature in Unifize enables organizations to localize the platform language for global teams. With support for 27 languages, users can interact with Unifize in the language they are most comfortable with, improving adoption, accessibility, and day-to-day usability.

Language Translations consist of three core elements:

• Primary Language – the default language of the Org and the source of truth for all translations.

• Supported Languages – additional languages available for users.

• Preferred Language – the individual user’s preferred language, configurable from their profile.

Admins can further fine-tune the organization’s language experience using the Translation Editor, which allows editing auto-translated UI text, form fields, section labels, dashboard titles, and more.

Below are the main capabilities of the Language Translations feature on Unifize platform:

• The feature allows organizations to configure a Primary Language, which acts as the source of truth for all application text and custom fields and becomes the default language for all users whose preferred languages are not supported by the Org.

• Admins can enable multiple Supported Languages from the list of 27 available languages, allowing users across global teams to interact with Unifize in the language they are most comfortable with.

• Each user can independently choose a Preferred Language from the Preferences section, to ensure that their interface is displayed in the language they prefer without affecting other users in the Org.

In Unifize, all language-related capabilities are controlled by admins. Users can only select from the languages that admins have explicitly made available.

This means:

• Users can only change their interface language by going to Profile → Preferences → Language, but only languages enabled by admins will appear in this list.

• Admins manage all language features, including which languages are supported and all translation editing, through Profile → Org Settings → Translations. If given permission, users can also see and edit the Translations page in the Org Settings.

Note: Users do not have permission to enable languages or edit translations unless an admin grants these permissions explicitly.

Admins must clearly understand how the three layers of language behavior work, because the system's translation logic depends on them.

1. Primary Language

• The Primary Language is set during the Org creation.

• It becomes the source of truth for all application text, custom fields, and system labels.

• This language cannot be changed later.

2. Supported Languages

• Supported Languages are the languages your Org chooses to make available to end users.

• Unifize offers 27 languages. Your Org may enable any number of languages depending on its requirements. List of 27 languages supported by Unifize:

  • English (Primary language

3. Preferred Language (User-Level Behavior)

• Each user selects their Preferred Language from Profile → Preferences → Language.

• Users see the UI in their selected language, independent of other users.

• If not set:

Language Translation features are permission-controlled to ensure only authorized users can manage edits.

1. Navigating to Permissions

1. Inside Org Settings, click Role Management.

2. Each role contains permissions that determine what users can and cannot do. Two permissions relate specifically to language translations:

• View Translation – allows users to view the “Translations” feature inside Org Settings of Profile.

• Edit Translation – allows users to view and edit the “Translations” feature inside Org Settings of Profile.

2. Permission Behavior

• Admins have both permissions enabled by default.

• Org Members and External Users do not have these permissions unless manually granted.

• When Edit Translations is enabled for a role, View Translations is automatically granted.

Admins should ensure that only trusted users or regional translation owners receive edit capabilities due to the global impact of translation changes.

Admins and org members can edit the translated language for the platform if they want to modify any translated content. This can be accessed by the following steps:

1. Go to Org Settings.

2. Click Translations in the left navigation.

3. At the top of the editor, a dropdown allows you to choose which Supported Language you want to view or edit. All translation operations will apply to the language selected here.

Translations can be grouped by areas of the application by clicking on the “Choose the area” tab and selecting which area of the platform content you want to filter. The Translation Editor provides structured filters, such as:

• Homescreen

• Processes

• Forms

• Dashboards

A search bar is available to quickly locate:

• Field labels

• Dashboard names

• Section titles

• Button text

Admins can type partial matches or keywords to identify exactly which UI strings need to be updated.

After editing translations, admins should ensure that updates appear correctly in the user interface.

Validation Steps:

1. Go to Profile → Preferences → Language.

2. Select the language you edited.

3. Navigate through the platform to verify:

Language selection at the user level is limited to choosing a Preferred Language from the list of languages that admins have enabled for the organization. Users do not have permissions to add new languages, enable translation functionality, or modify translated text.

Admins fully control:

• Which languages appear in the user dropdown

• Whether translations are available

• The quality and accuracy of translated UI labels

Users only consume what admins have configured.

Users can update their personal language preference by following the steps below:

1. Click the Profile Icon in the top-right corner of the platform.

2. Select Preferences from the dropdown.

3. Open the Language tab inside the Preferences modal.

This setting impacts only the user who changes it. Other users in the Org continue to see the interface in their own selected or default languages.

If the user does not select a Preferred Language manually:

• The system checks the user’s Operating System language.

  • If the OS language is part of the Org’s Supported Languages, the platform uses it.

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

This ensures a predictable and consistent language experience, even without user input.

Once a Preferred Language is selected, the user will see translated versions of:

• Navigation menus

• Buttons and toolbars

• Dashboard components

• Custom field names and descriptions

Users will only see translations that admins have approved or edited in the Translation Editor.

Certain elements always remain in their original language, regardless of user selection:

• Conversation messages

• Uploaded documents and file previews

• Process titles

• Checklist field values entered by users

This ensures that critical identifiers, user-generated content, and file data remain unchanged.

• Only languages that admins have explicitly enabled for the Org will appear for users. Users cannot enable additional languages on their own, which means any required language must first be coordinated and configured by an admin.

• The Primary Language of the Org cannot be changed after Org setup, which limits the ability to restructure translation foundations later and requires careful consideration before initial configuration.

• The Translation Editor does not support translation of user-generated or dynamic content, such as conversation messages, uploaded documents, file previews, record titles, process titles, and checklist values entered by users.

• Admins should enable Supported Languages only after confirming they are needed by active user groups, to ensure the translation workload remains manageable and aligned with real usage.

• All translation edits should be reviewed systematically using the progressive filters and search capabilities in the Translation Editor to maintain consistency across processes, dashboards, and system labels.

• It is recommended to assign translation responsibilities to a designated admin role or regional reviewer, rather than distributing permissions widely, to maintain quality control and reduce inadvertent inconsistencies.

Overview

This guide walks Unifize workspace admins through setting up Single Sign-On (SSO) using SAML 2.0. When SSO is enabled, users in your org are authenticated through your company's identity provider (IdP)—such as Microsoft Entra ID, Okta, or Google Workspace—rather than with a Unifize password.

You can configure one or more SSO tenants under a single org. This is useful when your users are spread across multiple IdP tenants (for example, separate Microsoft Entra ID directories for different subsidiaries). Each tenant is mapped to specific email domains, so users are always routed to the right login portal.

Before You Begin

Make sure you have the following ready before opening the SSO configuration page:

• Access to your IdP admin console (e.g., Microsoft Entra ID, Okta, Google Workspace)

• The email domain(s) you want to route through SSO (e.g., yourcompany.com)

• Permission to create an enterprise application in your IdP

• Unifize workspace admin role

1. Log in to Unifize as a workspace admin.

2. Navigate to Org Settings → SSO.

3. Click Add Tenant to begin configuring your first (or additional) SSO tenant.

Before filling in your IdP details, copy the following values from the Unifize SSO configuration panel. You will need to enter these into your IdP's enterprise application setup.

In your identity provider's admin console, create or open the enterprise application you will use for Unifize SSO, and enter the Unifize values from Step 2. The specific steps vary by IdP:

1. Go to Microsoft Entra ID → Enterprise applications → New application.

2. Select Create your own application and choose Integrate any other application you don't find in the gallery.

3. Under Single sign-on, choose SAML.

• Identifier (Entity ID): paste the Identifier value from Unifize

• Reply URL (ACS URL): paste the Reply URL from Unifize

• Sign on URL: paste the Sign on URL from Unifize

1. Save the configuration.

2. Download the Certificate (Base64) from the SAML Signing Certificate section.

3. Copy the Microsoft Entra Identifier (Entity ID) and Login URL from the Set up section.

1. Go to Applications → Create App Integration → SAML 2.0.

2. In the SAML Settings step, enter:

• Single sign-on URL: paste the Reply URL from Unifize

• Audience URI (SP Entity ID): paste the Identifier from Unifize

1. Complete setup and go to the Sign On tab.

2. Download the Signing Certificate and copy the Identity Provider Entity ID and Login URL.

1. Go to Admin Console → Apps → Web and mobile apps → Add app → Add custom SAML app.

2. Copy the SSO URL and Certificate from the Google IdP details page—you will need these in Step 4.

3. In the Service Provider Details step, enter:

• ACS URL: paste the Reply URL from Unifize

• Entity ID: paste the Identifier from Unifize

1. Complete setup.

Return to the Unifize SSO configuration page and fill in the tenant fields with the values from your IdP:

1. Click Save in the Unifize SSO configuration panel.

2. Open a new private/incognito browser window.

3. Go to https://app.unifize.com and enter an email address that belongs to the domain you configured.

If your organization uses more than one identity provider tenant (for example, separate Entra ID directories for different business units), you can add multiple tenants to a single Unifize org.

1. In Org Settings → SSO, click Add Tenant.

2. Repeat Steps 2–5 for each additional tenant, using the credentials and domain(s) for that tenant.

3. Each tenant will have its own Domain, Microsoft Entra Identifier, Login URL, and Certificate.

This table describes every field in the SSO tenant configuration panel and what is expected in each.

The SSO configuration page labels were updated to match Microsoft Entra ID's SAML setup terminology. If you configured SSO previously, use this table to find the fields you are familiar with.

Understanding the flow helps you diagnose issues and configure your IdP correctly.

1. User enters their work email on the Unifize login screen.

2. Unifize checks the email domain against all configured SSO tenants for your org.

3. If a matching tenant is found, the user is redirected to that tenant's Login URL.

If a user's email address is updated in Unifize and their new domain belongs to a different SSO tenant, Unifize will automatically migrate them to the correct tenant.

Practically, this means:

• Updating a user's email in Unifize will re-evaluate which tenant they belong to.

• If their new domain maps to a different tenant, their account is migrated to that tenant automatically.

• No manual re-configuration is needed after an email domain change.

Feature ID: FU-1064

Document Version: 1.0

Date: 05-12-2025

Introduction

Role Management in Unifize allows organizations to define, control, and govern user permissions across all modules of the platform. By configuring roles, admins can limit or expand access to process templates, chatrooms, dashboards, reports, user management capabilities, file handling, conversations, and more.

Unifize provides five default system roles:

• Admin

• Org Member

• External User

• Vendor

• Read Only

Admins can also create additional custom roles to match their organization’s internal structure and compliance needs.

Role Management ensures that each user interacts with the platform according to the responsibilities they hold, while preventing unauthorized access or unintentional actions.

Role Management enables admins to:

• View all platform-level permissions available in Unifize.

• Configure permissions for default and custom roles.

• Grant or restrict access to key actions such as creating templates, editing checklists, downloading files, inviting users, editing chatrooms, managing dashboards, creating reports, accessing automations, and more.

Non-admin users (such as Org Members) can view role configurations but cannot edit them.

1. Navigate to Profile (top-right of the platform).

2. Select Org Settings.

3. Click Role Management in the left navigation menu.

Note: Admins and Org Members can view this section. Only Admins have the right to make changes.

• Admins can check or uncheck permissions from the Role Management grid.

• Changes save instantly and apply across all users assigned to that role.

• If any non-admin user attempts to edit permissions, the system returns:

  “Unable to update permissions.”

• Admins can click + Add a New Role at the top of the Role Management screen.

• Each new role can be configured with any combination of available permissions.

1. Role & User Management Permissions

2. Process Templates & Forms / Checklists

3. Dashboards, Tiles, Segments & Sections

4. Chatroom Permissions

5. File Management Permissions

6. Reports & Charts

7. Organization Settings & Access Permissions

8. Domains & Platform Access

9. Automations & Integrations

10. Checklists & Conversations

11. Miscellaneous Permissions

• The role management section does not display audit logs of what permissions were changed and when.

• Users who do not have invite privileges may still see email input fields or invite options. Although the API will block the action, the resulting error can create confusion and generate unnecessary support requests.