This section equips Admins and Process Owners with the tools to configure workflows, customize the interface, and extend Unifize with integrations and analytics. Whether you’re building processes from scratch or fine-tuning field layouts, this is where configuration lives.

Process Configuration

Design how tasks flow and how records behave.

Checklist & Layout Settings

Control how data is collected and displayed.

Reporting & Validation

Get more out of your data.

Connect Unifize to external platforms.

Unifize adapts to your processes—not the other way around. Use this section to build a workspace that’s efficient, compliant, and aligned with your unique workflows.

In Unifize, Custom LLM Configuration allows organizations to define how AI behaves across workflows. Administrators can configure system-level prompts, control model selection, and manage AI behavior within structured checklist fields.

This guide explains how to:

• Configure the System Prompt at the organization level

• Add and manage AI Field-level prompts

• Select and manage AI models

• Understand prompt precedence and scope

The System Prompt defines organization-wide AI behavior. It applies across all AI-powered fields unless further scoped.

To configure a System Prompt using the UI:

1. From the left-hand Navbar, click Profile.

2. Navigate to Org Settings → Org Details → System Prompt.

3. Enter your System Prompt.

4. You may include structured instructions, formatting rules, tone guidance, or compliance constraints.

The System Prompt will now apply to all AI-powered fields within the organization.

To update the System Prompt:

1. Click Profile → Org Settings → Org Details → System Prompt.

2. Modify the existing prompt text.

3. Click Save.

Changes take effect immediately and will apply to all future AI executions.

Only Admin users can modify the System Prompt.

In addition to the System Prompt, you can configure an Add Prompt at the AI Field level to further guide AI behavior for a specific workflow.

To configure an Add Prompt:

1. Navigate to Manage → Open Process Template.

2. Open the checklist field configured as an AI Field.

3. Locate the AI Configuration section.

4. Enter the Add Prompt.

This prompt will apply only to that specific AI Field.

You may attach files to provide additional AI context.

Supported formats:

• PDF

• .md

• .json

To upload a file:

1. Open the AI Field configuration panel.

2. Select Upload File.

3. Choose a supported file type.

4. Save your changes.

Unsupported file types will be blocked with a validation error.

Each AI Field allows selection of an approved AI model.

To select or change the AI model:

1. Open the AI Field configuration.

2. Locate the AI Model dropdown.

3. Select the desired model.

4. Click Save.

The selected model applies only to that AI Field and does not affect other fields.

When multiple prompts are configured, they are applied in the following order:

1. System Prompt (Organization Level)

2. Add Prompt (AI Field Level)

3. User Input / Record Data

If the System Prompt is removed or left empty, AI Fields will continue to function using the remaining configuration.

Non-admin users attempting to modify AI configuration will receive a permission error.

• AI execution is triggered only through explicit user action.

• AI operates only on defined record data and configured prompts.

• AI outputs are assistive and must be reviewed before finalization.

• Output wording may vary across executions.

Permissions Required in SharePoint for Unifize Integration

Unifize’s integration with SharePoint and Microsoft 365 enables users to seamlessly access, manage, and collaborate on documents within a unified workspace. To ensure secure and functional operation, both SharePoint permissions and Microsoft 365 permissions are required. Here's a complete breakdown of the access levels necessary.

1. Permissions Needed to Integrate SharePoint with Unifize

To enable integration at the organizational or tenant level, admin-level access is required. This is necessary for Unifize to authenticate, connect, and interact with SharePoint resources.

Required Permissions (Admin Consent Scope):

• Microsoft Graph API permissions:

  • Sites.ReadWrite.All → Allows Unifize to read and write to all site collections on behalf of the signed-in user.

  • Files.ReadWrite.All → Enables full access to all files the user has access to.

  • User.Read → Grants read access to the user's profile.

  • offline_access → Allows Unifize to maintain access using refresh tokens even when the user is offline.

These permissions need to be granted by a Microsoft 365 Global Administrator during the initial connection setup.

Once integration is set up, each Unifize user interacting with SharePoint must have appropriate permissions within the SharePoint site or document library. These are needed for accessing, editing, uploading, or collaborating on documents.

Users will see permission errors inside Unifize if their SharePoint roles do not match the operation they’re trying to perform (e.g., upload, rename, lock/unlock files).

To enhance collaboration using tools like Word, Excel, and Teams inside Unifize, users need the following permissions at the Microsoft 365 level:

• Microsoft 365 License:

  • Ensure users are licensed for SharePoint Online and Office Online (Word, Excel, etc.)

• Teams Integration (optional):

Unifize uses OAuth2 and Microsoft Identity Platform for secure access:

• Tokens are scoped to the signed-in user

• Permissions are enforced based on what the user has in Microsoft 365 and SharePoint

• Admin consent is required only once unless permissions change

• Use SharePoint permission inheritance carefully to avoid unwanted access escalation.

• If users report access errors in Unifize: check both SharePoint library permissions and their Microsoft 365 license.

• Maintain a least-privilege approach: grant only what is necessary per role.

The Approval Field in Unifize allows you to structure workflows that require sign-off before a record can proceed. It helps enforce formal reviews and drive accountability across roles—whether you're reviewing SOPs, managing CAPAs, or handling document revisions.

Now with full real-time notifications across all approval actions, teams stay informed and responsive throughout the approval lifecycle.

Accessing the Process Builder

To configure approval workflows:

1. Click Manage from the left sidebar

2. Locate your process and click the ✏️ pencil icon to open the template editor

3. You’ll be in the Process Builder, where you can edit checklists, add fields, and define approvals

1. In the Checklist tab, click Add Field

2. Select Field Type: Approval

3. Click the ⚙️ gear icon to configure the approval workflow

Choose who can approve:

• Specific users, roles, or participants

• Users pulled from a field (e.g., Owner)

• Option to prevent requester from approving

• Option to restrict approval to specific statuses

• Show or hide the Request Approval button

• Require comments for approval, rejection, or cancellation

• Define minimum number of approvers

• Lock fields, sections, or the entire checklist on:

  • Request

  • Approval

  • Rejection

Make an approval dependent on the completion of a prior approval field—ideal for multi-stage sign-offs.

You can automate record behavior based on approval activity:

• On Request – Add/remove participants, send messages, change status

• On Approval – Update fields, mark revision as current, move to next stage

• On Rejection – Trigger alerts, cancel downstream approvals, reassign ownership

You can also configure automations for approval cancellations.

Unifize delivers real-time notifications in My Inbox for all four approval lifecycle actions. This ensures all involved users receive immediate visibility into approvals they’re part of—whether as requesters, approvers, or participants.

• Use clear, role-specific field names (e.g., “QA Sign-Off”, “Engineering Review”)

• Limit the number of approvers to reduce turnaround time

• Use status-based controls to gate approval actions

• Combine with locking and automation for more controlled workflows

🎥 Watch a quick walkthrough

Approval workflows in Unifize bring visibility, structure, and traceability to key review points in any process. With flexible roles, conditional logic, and automation support, they can adapt to a wide range of operational needs.

Use Charts to visualize report data in Unifize.

Whether you're tracking CAPAs by status, overdue tasks by owner, or audit trends over time, charts make your data easier to understand and act on.

What this does

Charts let you build visual summaries (bar, pie, line, table, KPI) from any saved report — helping you spot trends, compare metrics, and share insights across your team.

To create a chart, you must first create a custom report from your process data.

When to use it

Use Charts when:

• You’ve created a report with filters and need a visual summary.

• You want to analyze trends like issues by department or tasks overdue by user.

• You want to embed visual charts into dashboards for easier monitoring.

1. Go to the Manage View section.

2. Click on the Reports tab.

3. Open a saved report.

   Need help? See: →

Once your chart is saved, you can add it to a Dashboard to track live metrics.

• Keep it simple: Each chart should answer one key question.

• Use KPIs: Perfect for counts like “Open CAPAs” or “Avg. Closure Time”.

• Group by logical fields: Use Status, Checklist Owner, or Department for better insights.

• Saved charts are listed in the Charts tab under Reports.

• You can add any saved chart to a dashboard.

  Learn more: →

• Clicking a chart segment lets you drill down into the filtered checklist data behind it.

Charts in Unifize turn raw report data into clear, actionable visual insights.

Start by building a custom report, create a chart from it, and optionally add it to a dashboard for real-time tracking.

This helps your teams save time, improve clarity, and make faster, data-driven decisions.

Unifize now supports flexible checklist layout configurations, allowing users and admins to choose how much space the checklist occupies when working within a record.

This update makes it easier to focus on data entry by minimizing distractions and providing more working area, especially for checklist-heavy processes.

What Are Checklist Layout Settings?

Checklist Layout Settings determine how the checklist and conversation thread are displayed side-by-side within a record.

Users can now:

• Collapse the conversation thread to give more screen space to the checklist

• Switch between different layout options depending on their preference or screen size

• Apply layout settings per record or at a process level across all records

There are five layout configurations available:

1. Single Column

   • Checklist is displayed in a single narrow column

   • Best for short or sequential checklists

2. Double Column

Individual users can adjust the checklist layout on a per-record basis:

1. Open any record

2. Drag the divider between the conversation thread and the checklist pane

3. Adjust the layout to one of the supported column configurations or collapse the conversation entirely

💡 These changes are specific to the record you’re viewing and do not affect others.

Admins can define a default layout for all records within a process:

1. Go to the Process Settings for the desired process

2. Locate the Checklist Layout Configuration section

3. Select one of the layout presets:

   • Single Column

Users can still override this default at the individual record level.

• Data-Heavy Records: Collapse the conversation to work distraction-free on large checklists

• QA & Compliance Processes: Use multi-column layouts to quickly input or verify parallel data fields

• Collaborative Reviews: Use split view to keep the conversation thread in sight while updating checklist items

The Checklist Layout Settings feature gives users greater control over how they view and interact with checklists. Whether you're reviewing a form or inputting large volumes of data, this feature makes the interface more adaptable to your workflow.

The Revision Field in Unifize enables version control within the checklist of a process record. It allows users to create and manage multiple versions of data while maintaining full traceability. Whether you're managing documents, specifications, or any process that evolves over time, revision fields help enforce structure, accountability, and audit readiness.

What is a Revision Field?

A Revision Field lets users:

• Create a new revision (version) of a document or linked field.

• Retain historical versions for traceability.

• Mark a revision as the “current” version.

• Carry forward selected data fields to the next revision.

• Trigger automation based on revision events.

Use revision fields in processes where:

• Data or documents change over time

• You need to track and audit each version

• Only one version should be considered "current"

• Each version may go through independent review or approval

Common use cases:

• Document Control (SOPs, specs, drawings)

• Product Revision History

• Test Protocols and Validation Records

• CAPAs or Non-Conformances with follow-up iterations

1. Open the process in Process Builder

2. Add a new field in a checklist section

3. Set the Field Type to Revision

4. Name the field (e.g., “Version Tracker”)

Note: Only one Revision Field can be used per process.

Click the gear icon on the Revision Field to define:

• All participants

• Record owner

• Specific users or roles

• Users pulled from a user field

• Anyone

• Only owner or specific roles

• When in a specific status (e.g., “Approved”)

Additional options:

• Make comments mandatory before creating a new revision

• Auto-navigate to the newly created revision

• Display visual indicators for current revision vs archived ones

You can define which checklist fields should carry over when a revision is created. This helps reduce data entry and preserve context.

To configure:

• Select checklist fields under “Fields to copy forward”

• Choose whether field values should remain editable in the new revision

You can set up automations for key revision events:

• When a new revision is created

• When a revision is marked current

• When a previous revision is archived

Use these triggers to:

• Add/remove participants

• Send notifications

• Update record-level fields

• Set deadlines or reminders

• Use revision fields where traceability is critical

• Pair with approval fields to control which revision becomes current

• Name revisions clearly (e.g., /1C, /2C, /3C)

• Use filters or reports to track current vs archived revisions

The Revision Field brings structured version control into any Unifize workflow. With the ability to create, track, and govern changes through revisions, teams can ensure compliance, reduce duplication, and maintain a clean audit trail across all records.

For advanced configuration, see:

In Unifize, reminders help maintain momentum by automatically notifying users if a record has been inactive for a specific number of days. You can configure these reminders at the process level to ensure timely follow-ups and reduce the risk of missed actions.

A reminder is a system-generated message that is sent to record participants when a record has been inactive for a set period. This helps prompt users to take action, respond to checklists, or move the record forward in its workflow.

To add a reminder to a process:

1. Go to Manage from the left sidebar

In Unifize, a process defines the structure and flow of how work is done—what fields need to be captured, who’s involved, and what stages records go through. This guide explains how to create a new process, edit an existing one, and configure default participants and owners.

Creating a New Process

To create a new process using the UI:

1. From the left-hand Navbar, click Manage.

2. In the top-right corner, click ‘+ New Process Template’ to open the process creation panel.

3. Fill in Process Details

   • Process Name – Add a clear, descriptive name.

   • Description – Optional, but helpful for context.

   • Default Participants – Add users who should be automatically part of every record created under this process.

4. Once all fields are complete, click Create to add the new process.

5. Configure the Process

   You’ll be taken into the Process Builder, where you can:

   • Add sections and checklist fields

   • Define status transitions

   • Set up default values and automation

🎥 Watch the full walkthrough:

To make changes to an existing process:

1. Click Manage from the left-hand sidebar.

2. Find the process you want to edit in the list.

3. Hover over the process name and click the pencil icon to open the process configuration panel.

4. Make Changes

When configuring or editing a process, you can define default user roles to be automatically assigned to every new record.

• Default Owner – Automatically assigned responsibility for new records

• Default Participants – Users added to the conversation and checklist by default

• Process Owner – Users who can modify the process configuration

These defaults streamline record creation and ensure the right people are always involved.

The Manage view gives you quick access to process setup and configuration. Whether you’re launching a new workflow or fine-tuning an existing one, Unifize’s no-code builder helps you structure processes around the way your team works—visibly, collaboratively, and accountably.