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

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

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:

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.

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.

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.

• 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).

• 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

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.

Simple steps to fill the checklist metadata

Using AI to make your life easier

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:

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.

These visualizations pull live data from Unifize checklists and records, helping teams monitor workflows, track compliance, analyze trends, and drive better decisions.

Why use it?

Use Dashboards when you need to:

• Monitor compliance, approvals, overdue actions, training status, or other critical workflows.

• Give teams or leadership real-time visibility into key processes.

• Track performance across multiple checklists and display a summary view of operations.

To create a dashboard, you’ll first need to create one or more charts.

Each chart pulls data from a saved report and can be visualized as a pie chart, bar graph, column chart, table, or KPI.

Check out: →

Once you’ve created your charts, follow these steps to assemble them into a dashboard:

1. Navigate to the Dashboards section from the left-hand menu.

2. Click + Create New to start a new dashboard.

3. Enter a Dashboard Title (e.g., "CAPA by Status", "Training Completion by Owner").

4. Click + Add a Chart, then select from your existing saved charts

• Admins can create shared dashboards accessible to teams, departments, or the entire organization.

• Dashboards can be private, shared with specific groups, or made public across the org.

• All dashboards you create are listed under the Dashboards tab.

• You can pin dashboards to your Home Screen using Org Settings.

• Clicking on any dashboard opens a combined view:

• Start with a clear report and chart for each metric you want to visualize.

• Use KPIs for high-level numbers like overdue actions or open CAPAs.

• Group related charts by process (e.g., QA, Production, Audits).

• Name dashboards consistently so teams can quickly find the right views.

Custom Dashboards in Unifize let you assemble saved charts into powerful visual summaries that reflect your process data in real time.

By first creating charts and then combining them into dashboards, you create focused, flexible views that help teams align around performance and action.

Clicking into a dashboard gives you a combined view of the chart alongside the live report, making it easy to both visualize and explore your operational data in one place.

Check out: →

Introduction

Unifize AI is designed to reduce manual work, accelerate quality processes, and improve compliance through intelligent automation. By analyzing incoming data—whether from emails, documents, or checklist inputs—Unifize AI delivers actionable insights, suggests next steps, and keeps your team aligned through every phase of issue resolution and improvement.

Key capabilities

Unifize AI enhances collaboration and process execution by enabling automation across several areas:

• Email intelligence: Automatically extracts key information from inbound emails (e.g., complaints, approvals) to populate checklist fields and create records.

• Document parsing: Extracts relevant details from uploaded documents and maps them directly to structured checklist fields.

• Risk assessment: Assists in performing contextual risk analysis by identifying possible causes and dependencies.

• Corrective action guidance: Recommends corrective actions based on risk identification or investigation findings and tracks implementation.

• Training automation: Converts updated documents into training quizzes and assigns them to appropriate team members for compliance tracking.

• Step 1: Forward an email to a connected Unifize Stream.

• Step 2: Unifize AI reads the content, creates a new record (e.g., Complaint), and fills in relevant checklist fields.

• Step 3: Review, edit if needed, and initiate downstream workflows like investigations or approvals.

• Step 1: Upload a document into the checklist or document control workflow.

• Step 2: AI extracts structured data from the file and populates checklist fields automatically.

• Step 3: Use the parsed data for audits, compliance, or risk assessments without manual entry.

• Step 1: Enter known information into the checklist or select from AI-suggested causes.

• Step 2: AI analyzes the data and suggests probable risks, failure modes, or contributing factors.

• Step 3: Continue analysis or initiate mitigation steps using built-in workflows.

• Step 1: After identifying a root cause or risk, Unifize AI presents a list of recommended corrective actions.

• Step 2: Select relevant actions, assign owners, and set due dates—all within the record.

• Step 3: Track implementation progress in real time.

• Step 1: Once a document is revised and approved, Unifize AI can generate a quiz based on the content.

• Step 2: Assign the quiz to specific team members for training validation.

• Step 3: Track quiz completion and compliance status within the training module.

• Maintain clear, structured checklist templates to help AI map data accurately.

• Configure Streams and document workflows to capture the right inputs (emails, uploads).

• Regularly review AI-generated content before taking critical actions.

• Use AI guidance as a starting point, and combine it with team expertise for optimal outcomes.

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.

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.

Key capabilities

• Automated record creation: Instantly generate a new record (e.g., Complaint, NCMR) from any inbound email sent to a connected Stream.

• AI-Based field mapping: Extract relevant information from the email body and map it to checklist fields using natural language understanding.

• Integrated workflow triggering: Start downstream processes like dispositions, investigations, or approvals with minimal manual input.

• Seamless context continuity: Preserve full context across steps—ensuring traceability and audit readiness from email to resolution.

• Checklist pre-fill: Email content is intelligently parsed to auto-populate checklist fields such as:

  • Issue summary

  • Reporter details

  • Product or batch information

1. Set Up email integration: Connect your team’s shared inbox or redirect relevant emails to a configured Unifize Stream.

2. Forward or receive email: A user or customer sends an email to the configured address.

3. AI activates: Unifize AI interprets the message, creates a new record, and fills relevant checklist fields automatically.

4. Review & confirm: Users verify the AI-generated data and take action—assigning roles, initiating analysis, or triggering workflows.

• Configure email-to-stream routing for relevant workflows (e.g., complaints, support, CAPA).

• Use well-defined checklist templates with clearly labeled fields for improved AI mapping.

• Encourage forwarding complete email threads for maximum context.

• Validate AI-filled content before proceeding to ensure accuracy and completeness.

1. Setting Up Your Unifize Account

Create your login, access your workspace, and get oriented with the basics.

2. Key Features & Navigation

Learn how to move around Unifize and understand where everything lives.

3. First Steps for New Users

Take your first real actions in Unifize. Create, connect, and communicate.

Control your profile, email preferences, inbox layout, and home screen—so you see what matters most, and only when it matters.

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.

Tailor Unifize to how you work best.

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.

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

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.

• 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

• 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

• 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

A Report in Unifize displays your records (e.g., CAPAs, NCRs, Change Controls) in a tabular, filterable format. Reports help you sort, customize, and export live data for operational tracking, audits, and reviews.

Key Capabilities

• Customize Columns: Choose which fields appear in the report

• Filter by Fields: Narrow down the data shown based on values like status, owner, group, etc.

• Save and Reuse: Save your custom views as reports for easy access later

• Export to CSV: Download your report for offline use or external sharing

• Click on Manage View

• Navigate to any Processes (e.g., Non-Conformance, CAPA)

• Click Customize View

• Select or deselect fields you want to show or hide

• Drag and drop columns to reorder them

• Click Apply

• Use the field headers to apply filters (e.g., Status = Open, Type = Internal)

• Most field types (status, dropdowns, numbers) are filterable

• Text fields are not filterable

• Click Save As (top right)

• Enter a descriptive name for your report

• The saved report will automatically update in real time

You can now share the saved report by sending the shared link to colleagues who have access to Unifize.

• Use clear report names: Example – “Internal Open NCRs – April 2025”

• Keep reports focused: Include only necessary fields to avoid clutter

• Leverage filters: Create targeted views for audits, open actions, overdue tasks, etc.

• Export regularly: Save snapshots of key reports for compliance or monthly reviews

By creating reports in Unifize, you make it easier to monitor processes, track progress, and stay audit-ready — all from one place.

A Report in Unifize displays your records (e.g., CAPAs, NCRs, Change Controls) in a tabular, filterable format. Reports help you sort, customize, and export live data for operational tracking, audits, and reviews.

Reports also act as the foundation for creating charts that visualize your process data more clearly.

• Customize Columns: Choose which fields appear in the report.

• Filter by Fields: Narrow down the data shown based on values like status, owner, group, etc.

• Save and Reuse: Save your custom views as reports for easy access later.

• Export to CSV: Download your report for offline use or external sharing.

To learn how to create charts from reports, see Creating Charts in Unifize (Insert real link when ready).

1. Click on Manage View

2. Navigate to any Process (e.g., Non-Conformance, CAPA)

1. Click Customize View

• Select or deselect fields you want to show or hide.

• Drag and drop columns to reorder them.

• Click Apply.

1. Apply Filters

• Use field headers to apply filters (e.g., Status = Open, Type = Internal).

• Most field types (status, dropdowns, numbers) are filterable.

• Text fields are not filterable.

1. Save as Report

• Click Save As (top right).

• Enter a descriptive name for your report.

• The saved report will automatically update in real time.

You can now share the saved report by sending the shared link to colleagues who have access to Unifize.

Once you have a saved report, you can easily create charts to visualize your data.

Charts allow you to display KPIs, bar graphs, pie charts, tables, and more — helping teams better understand trends and performance.

Learn more about this in →

• Use clear report names: Example – “Internal Open NCRs – April 2025”.

• Keep reports focused: Include only necessary fields to avoid clutter.

• Leverage filters: Create targeted views for audits, open actions, overdue tasks, etc.

• Export regularly: Save snapshots of key reports for compliance or monthly reviews.

By creating custom reports in Unifize, you make it easier to monitor processes, track progress, and stay audit-ready — all from one place.

Saved reports also serve as the foundation for creating charts that provide powerful visual insights into your operations.

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

What is a Record?

A Record in Unifize is a structured entity that:

• Stores data relevant to a specific process or event

• Enables collaboration through embedded chat

• Tracks changes and actions taken chronologically

• Provides traceability for compliance and audits

To access records:

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

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

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

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

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

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

1. Click on + New from My Inbox.

2. Select the appropriate Record Type.

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

4. Click Create.

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

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

• Attach supporting documents directly to the record for context.

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

1. Open the record you’re working on.

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

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

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

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

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

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

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

• Click on the flag icon to assign a priority:

  • Critical

  • High

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

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

• Keep record titles clear and descriptive for easy searching.

• Utilize checklists to define structured actions.

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

• Regularly review the Conversation Thread for traceability and compliance.

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

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

1. Requesting Custom PDF Templates

To set up a custom PDF report template:

• Contact Unifize Support with:

  • The checklist or process the report is for

  • Required layout (e.g. tables, sections, headers)

  • Branding elements (e.g. logo, footer text)

• The support team will work with you to design and implement the template.

• Once finalized, the template is made available in your workspace.

After your template is set up:

• Open the relevant checklist.

• Click the Generate PDF button.

• If there are multiple layouts to choose from, select the most appropriate one.

• Unifize generates a formatted PDF based on the checklist data.

Example Output:

• Define layout expectations clearly when requesting a template.

• Include consistent branding like logos, fonts, and document titles.

• Use PDF stitching for final reports that include attachments or reference documents.

• Test outputs regularly with sample checklists to validate formatting.

Unifize’s custom PDF reporting gives teams a flexible way to generate professional documentation directly from their process checklists. By collaborating with the support team, you can create templates that reflect your process needs and visual identity. PDF stitching offers additional convenience for bundling related documentation.

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: Conversations Definition

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.

• Maintain a chronological log of all interactions and actions.

• Tag and notify stakeholders instantly for quick responses.

• Attach files and documents directly to messages for better traceability.

• Ensure complete auditability of all conversations for compliance.

To view and interact with conversations:

1. Open a Record from My Inbox or search for it using the Search Bar.

2. The Conversations are visible by default within each record under the Header.

3. Start typing a message in the chat box to engage in real-time discussions.

1. Message Log – Displays all past messages and actions in chronological order.

2. Mentions and Notifications – Use @username to tag specific team members.

3. Attachments – Drag and drop files or click the attachment icon to upload supporting documents.

4. Status Updates – Changes in record status (e.g., approvals, task completion) are automatically logged.

• Mention users using @ to bring relevant team members into discussions.

• Keep messages clear and concise for efficient communication.

• Upload files directly into the chat for better context.

• Refer to past messages or decisions by quoting messages.

• Every action within a record (status change, approvals, comments) is logged in the conversation.

• Past discussions remain visible for auditing and reference, reducing the need for external documentation.

✅ Keep conversations relevant – Discuss only process-related topics within a record.

✅ Use mentions strategically – Tag only necessary stakeholders to avoid clutter.

✅ Attach supporting documents – Ensure that all decisions are backed by relevant files.

✅ Regularly review updates – Stay informed on the latest discussions and actions within records.

The Conversations in Unifize bridges the gap between collaboration and process execution. By embedding discussions directly within records, it eliminates fragmented communication, reduces delays, and enhances accountability.

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 Checklist →

Key Features

• Organized Action Management – Divides actions and fields into structured sections and subsections.

• Customizable Fields – Supports various field types like approvals, file uploads, forms, and linked records.

• Automation & Status Tracking – Tracks progress on records and triggers system notifications.

• Audit-Ready History – Maintains a complete log of changes and approvals for compliance.

• Real-time Collaboration – Changes to the checklist by record participants are reflected in real-time without the need for manual refreshes.

• Sections – Group related checklist items (actions or fields) for better organization and clarity.

• Subsections – Collapsible sub-groups within a section to further categorize activities and data points.

• Text – Free-form text fields for entering information (supporting rich-text formatting like bold, italics, lists, hyperlinks, text color, and highlight color).

• Number – Numeric fields for tracking quantities or measurements.

• Date – Manual entry or selection using a date picker.

• Picklist

• File Upload – Attach documents, images, or supporting files.

• PDF – Generate printable reports from checklist data using a predefined template.

  The PDF output captures the field values present in the checklist, formatted according to the template setup.

• Revision – Log historical updates and maintain version control across changes.

• User – Assign responsibility to specific team members.

• Approval – Capture formal approvals using digital signatures.

• Linked Field – Connect to related records within Unifize.

• Parent Conversation – Link the checklist to a parent conversation.

• Child Conversation – Link to a child conversation for better traceability.

• Form – Insert a pre-configured form within a checklist item to manage repetitive data structures.

Checklists in Unifize bring structure, clarity, and automation to process execution.

By organizing actions, data fields, approvals, and dependencies, checklists ensure that processes are executed systematically, records are complete, and compliance is maintained.

With customizable sections, subsections, and a wide range of structured fields, checklists help teams achieve visibility, accountability, and process excellence across workflows.

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 record.

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.

When to use it

• When a new team member joins

• To bring someone into a specific workflow or record

• When setting up your Unifize workspace for broader use

1. Navigate to the Contacts page from the Navbar

2. Click the “+ Add Contacts” button in the top-right corner

3. A modal will appear—enter the email address of the person you'd like to invite

4. Select the role you’d like to assign (e.g., Admin, Team Member)

📌 You can update or change a user's role anytime later from the Contacts page (admin access required).

You can also invite users directly into an ongoing record.

1. Open any record

2. Click the participants icon (the ‘User’ symbol in between to ‘Assign Owner’ & ‘Set Due Dates’)

3. Enter the user's email address

4. You’ll see an Invite option with the email address—click it

Once added, the user will receive an email with a link to join and will appear in the participant list once accepted.

• Only users with the correct permissions can invite others

• Invited users will show as Pending until they accept the invite

• Email invitations are sent immediately; users must verify their account to access the workspace

• Roles affect what users can see or do—assign thoughtfully

• Add users directly into relevant conversations for instant context

• Use the role selection step to control permissions from the start

• If a user hasn’t received the invite, ask them to check their spam/junk folder

• You can re-invite by deleting and re-adding the user if needed

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.

If you haven’t received an invite, contact your team’s Unifize Admin. Once you’re in, you can personalize your profile, notifications, and language preferences from your user menu.