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.
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:
Records with open checklist items assigned to you
Conversations where you're an active participant
Items waiting on your input, such as approvals or comments
Threads you've been @mentioned in
To access My Inbox:
Go to the main navigation bar on the left.
Click on My Inbox — located next to Homescreen.
The inbox will display a real-time list of all conversations and records requiring your attention.
Each item in My Inbox is an active record or conversation. From here, you can:
Open any record by clicking on it
See a snapshot of recent messages, updates, or checklist progress
Take action directly from the thread—such as reviewing a checklist item, responding to a message, or uploading a file
Use My Inbox as your default landing page to stay up to date
Regularly clear out completed or resolved items for a focused view
Prioritize based on urgency and pending actions within each record
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.
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.
System Controls – Refresh the platform, view version details, and log out securely.
Your Profile Menu is accessible by clicking your profile picture in the top-left corner of Unifize. From here, you can:
Personal Settings
Update Name – Modify your displayed username.
Change Profile Picture – Upload or update your avatar.
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.
Security & System Settings
Change Password – Reset or update your login credentials.
Refresh – Reload the platform to reflect the latest updates.
Logout – Sign out of your Unifize account securely.
Organization Settings
Change Organization – Switch between different Unifize organizations.
Org Settings – Manage organizational preferences and access controls.
About & Support
About Unifize – View the platform version and essential details.
Preferences – Configure additional user-specific settings.
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.
To view your Homescreen:
Log into Unifize.
The Homescreen loads by default as your landing page.
You can return to it anytime by clicking Homescreen in the left-hand menu.
The Homescreen includes configurable blocks that surface key information such as:
Quick Start Panel
A snapshot of pending items that need your attention—like overdue checklist tasks, assigned records, or unread conversations.
Dashboards
Visual summaries showing the status of your documents and processes (e.g., Open Change Requests, Training Pending Review).
Section Blocks
Grouped views of records filtered by ownership, due date, or module—helpful for staying on top of things like CAPAs or Audits.
These sections are arranged based on how you’ve chosen to customize your layout.
You can personalize your Homescreen layout by adding, removing, or rearranging widgets. All changes are specific to your user account and do not impact others in the organization.
To learn how to do this, visit the dedicated guide:
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Start your day here: Use the Homescreen to review what’s urgent and prioritize accordingly.
Use dashboards wisely: Add widgets that track progress in areas you’re directly responsible for.
Keep it clean: Limit the number of widgets to those most relevant to avoid information overload.
Review periodically: Update your layout as your role or focus shifts.
The Homescreen is your command center in Unifize. It brings together critical updates, open tasks, and real-time insights—tailored just for you. With the ability to fully customize it, the Homescreen helps you stay focused, productive, and aligned with your workflows.
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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.
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.
You can start a Direct Message in several ways:
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
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.
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.
From the Global Search Bar
Enter the name of the user
Click on the profile and select Message to open a direct conversation
From My Inbox > New > Others > Direct Message
Go to My Inbox
Click + New > Others
Select Direct Message
The Contacts view in Unifize provides a centralized directory of all users—both internal and external—across your organization. It’s where Admins and users with the right permissions can search, view, and manage users, check their roles and activity, and organize them into groups for streamlined collaboration.
From team members and vendors to view-only users and admins, the Contacts view helps you understand who’s on your Unifize Org, how they’re involved in processes, and when they last engaged with the platform.
To open the Contacts view:
Go to the left-hand Nav bar.
Click on Contacts (In-between Dashboard or Manage).
You’ll see a list of all users across your organization, with key details and options to filter, search, and manage groups.
Use the search bar to look up users by name, email, department, or role.
Filter by:
Role (e.g., Admin, Viewer, Org Member, Vendor, External User)
Group membership
Click on any user to view their full profile, including:
Full Name & Email
Role (Org Member, Admin, Vendor, etc.)
Department
Groups they belong to
You can organize users into Groups for quicker access and simplified participant management in processes.
To create a new group:
Click + New Group
Name the group (e.g., “CAPA Reviewers”, “External Auditors”)
Add users by searching and selecting from your contacts list
Groups can be reused when assigning participants to records or checklists.
To add a new user to your organization:
Click Invite User
Enter their email address
Assign a role (e.g., Viewer, Org Member)
(Optional) Add to groups
The user will receive an invitation email to join your Org.
This interactive demo covers:
Navigating to the Contacts view
Searching and filtering users
Viewing user roles and last login activity
Creating user groups
Keep user data clean: Regularly review user details and deactivate old accounts.
Use groups strategically: Assign users to groups based on function or role to streamline record assignments.
Audit login activity: Monitor last login to identify inactive users or follow up with invited users who haven’t joined.
Set roles clearly
The Contacts view in Unifize is your go-to view for managing users across your organization. From internal team members to external collaborators, it gives you visibility into user details, roles, group memberships, and engagement history. Use it to maintain a secure, organized, and role-appropriate user base—ensuring everyone is aligned and accountable.
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.
Accessible from the left-hand sidebar, the Manage view presents a two-level interface:
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.
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:
Your guide to getting around Unifize with confidence.
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.
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.
Login activity (e.g., never logged in, last login date)
Date Invited and Date Joined
Last Login Activity
Segment vendors and external users: Use roles and groups to distinguish them from core team members.
Record ID and title
Status
Owner and participants
Priority and due dates
Custom fields configured for that process
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
From the sidebar, click Manage
Select the process you want to view
Use the checkboxes next to each record to select one or more records
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.
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
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
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.
Update personal settings, manage preferences, and switch organizations.
Your real-time list of records and conversations needing your attention.
Admin-level view to search, filter, and oversee records across all processes.
Your launchpad—showing dashboards, priorities, and tasks at a glance.
Find and interact with users across your organization.
Chat 1:1 or in groups—no records needed.
Track key metrics at a glance, live and customizable.
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.
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.
The Dashboard view is structured in three layers:
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.
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.
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.
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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.
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.
Group similar dashboards logically (e.g. [Shop Floor], [CXO], [Quality Manager]).
