Introduction

In the Unifize platform, Checklists are core components of any process. Checklists define the structure of a process and all the records inside that process. Basically, whichever Checklist is configured and added at the process level will be visible to the users of all the records of that process.

Checklists can be customized to capture specific information requirements, track progress through defined stages, and ensure all necessary data points are collected before a record can be considered complete. This structured approach to data collection helps standardize processes and ensures consistency across similar records.

2. Capabilities

Checklists support a wide range of configuration and operational features:

• You can add, edit, or remove checklist fields from inside a process and all the records of that process by using the Process Builder.

• You can organize checklist fields inside your records using Sections and Subsections to add them in specific categories.

• You can define the layout view by customizing the field width of your checklist fields.

• You can set conditional visibility and field-level logic for any checklist fields.

• Use custom Checklist fields for end-to-end quality and document management of your processes.

1. Start by navigating to the Manage View section.

2. Click on the “NEW PROCESS TEMPLATE” button to create a process inside your org.

3. Give your process a name.

4. Click on the small edit icon next to the process name. This will take you to the process settings.

Below is the list of all the Checklist Fields on the Unifize platform and their detailed guide.

Each checklist field has a set of conditions that can be used to configure and control the behaviour of the checklist field. Each field has conditions that apply differently based on the field type. You can find details about checklist conditions in the

Each checklist field has prompts and Layouts that function similarly across all checklist fields.

Prompts are the rules that you set on specific checklist fields to prompt the user to complete or fill that particular checklist field until your created rule is satisfied. These prompts will be visible as Conversation Notification to the end user.

Prompts can be configured for any checklist field by going to the Settings section of that particular checklist. There, you will see a Prompts section. Inside it, click on the “Create new rule” button to create a prompt.

Upon doing that, you will see two fields:

1. Prompt whom: Defines who will be prompted. You can choose specific users or dynamic roles like Creator, Participant, or Owner.

2. When: You can choose from the following options for the timing of when you want your prompt to trigger.

Everytime they view the conversation: Prompts are shown persistently each time the user opens the record.

When they get added to the conversation: Triggered once when the user is newly added as a participant.

When they close the conversation: Prompts appear just before a user closes the record’s conversation.

When the previous step is completed: Triggers the prompt once the previous checklist step is marked complete.

You can customize the field width of specific checklist fields by using the 1x, 2x, 3x options. Smaller widths allow more fields on a row.

Introduction

Subsections in Unifize are collapsible, structured containers used within a Section to further organize checklist fields. They function similarly to sections but provide more granular control and layout flexibility. Admins can use subsections to group related checklist items within larger sections, set visibility logic, and prompt specific users based on workflow stages.

How Subsections work

• A Subsection is added inside a Section and can contain various checklist field types (text, date, uploads, etc.).

• Subsections allow you to break complex sections into smaller, more focused groups.

• They support conditional visibility, layout control, and user prompts.

Each subsection includes:

• A title

• Optional prompts for user guidance

• Conditions to control visibility and behavior

• Layout settings to control field arrangement

Subsections help simplify complex workflows by:

• Structuring large sections into manageable parts (e.g., input details, review, sign-off)

• Improving visual clarity for users working with multiple checklist items

• Enabling targeted prompts to users at the right time

In a CAPA checklist:

• Section: Root Cause Analysis

  • Subsection 1: Data Collection

  • Subsection 2: Team Evaluation

• In Subsections, admins can configure prompt rules to notify users (by name or role) when they need to complete a subsection. Prompts can trigger based on events like viewing the record, being added, completing a prior step, or closing the conversation.

• You can use the 2D auto-layout to control field widths (1x to Max Width). You can also force a new row to ensure visual separation between checklist elements.

You can apply conditional logic to show, hide, or require subsections based on field values from within the checklist or form.

• During checklist configuration, if a subsection is placed above a section without any checklist fields inside it, the subsection field won’t be visible for end users.

• During checklist configuration, if a subsection is placed above a section with checklist fields inside it, the subsection heading won’t be visible for end users.

Unifize now supports seamless integration with Microsoft 365- specifically SharePoint and OneDrive- enabling organizations to connect their existing file management systems directly to Unifize workflows. This article walks through how to configure and manage this integration, including setup, required permissions, and how it works behind the scenes.

The SharePoint integration allows users to:

• Attach files directly from their SharePoint or OneDrive accounts to checklist fields in Unifize.

• Create new Microsoft 365 documents (Word, Excel, PowerPoint) from within Unifize.

Feature ID: FU-1046

Document Version: 2.0

Date: 24-02-2025

Feature Validation:

The SharePoint integration in Unifize allows administrators to connect Microsoft 365 SharePoint and OneDrive to checklist fields. This setup ensures that files used in workflows remain centralized, version-controlled, and compliant with enterprise storage policies. Admins are responsible for enabling the integration, configuring default settings, and managing file access through SharePoint permissions.

As an admin, you can:

1. Introduction

The User Field in Unifize allows administrators to enable Org Members to assign users directly within a checklist. These users could be owners, reviewers, assignees, or collaborators relevant to a specific stage or action in the process. When users are selected, their names are reflected in the My Inbox conversation window.

2. How the User field works

Admins must configure the User Field via:

Manage Process → Checklists → Add Fields → User

Once set:

• Org members can click “+ Add User” and select one or more users from the organization. They can:

  • Search and select a user from the dropdown

  • View user names along with their email IDs

  • Remove or change selections

• If “Multiple” feature is enabled, more than one user can be selected.

• On saving the selection:

  • The user(s) appear in the checklist view

  • A notification is posted in the My Inbox conversation window

• If a user is removed, the notification is also removed.

• If the assigned user is changed, the name is updated in real time in the checklist and My Inbox window.

• Org members can also add new users other than the once existing in the directory

The User field streamlines responsibility assignment within processes and ensures clarity on ownership.

• Real-time updates in the conversation thread

• Allows dynamic user configuration based on checklist stage or logic

• Useful in distributed teams or multi-stage workflows

• Specifying an investigator in an NC form

• Tagging an approver for final sign-off

• Routing tasks to the responsible department

Picklist fields allow admins to define structured, selectable values in checklist items. These dropdown or checkbox-based inputs help standardize responses, drive logic-based workflows, and reduce user error. Admins can configure picklists via the Process Builder, tailoring behavior with options such as default values, multi-select, conditional visibility, and rich-text formatting.

Picklist fields offer several advanced configuration capabilities:

• Single or Multi-select mode

The Text Field is one of the most commonly used checklist field types in Unifize. It allows users to enter plain, multiline text responses directly within a record. Ideal for capturing short descriptions, justifications, names, or open-ended comments, the Text Field supports configurable behavior based on record status or conditions.

This field is best used where structured formatting is not required, but freeform input is necessary for documentation, decision-making, or workflow tracking.

A Text Field appears directly in the checklist with a basic text input box. Admins can choose whether it accepts a single line of input or supports Multiline input (i.e., larger free-text boxes).

Unlike Rich Text fields, Text Fields do not support formatting (like bold or bullets), but they are simpler and quicker for users to fill out. These fields are compatible with condition-based visibility, default values, and checklist automations.

In Unifize, Sections are structural elements used to group related checklist items, such as data fields or action items, into organized blocks. This enhances visual clarity, improves user experience, and allows admins to apply conditional visibility at the section level. All checklist fields—including text, rich text, picklists, uploads, linked fields, and even forms—must reside within a section.

A Section acts as a container for other fields. Every checklist field added must belong to a section, either directly or through a Subsection.

• You can create as many sections as needed within a checklist.

Introduction

The Rich Text field allows users to input and format multi-line content directly within a checklist. Unlike plain text fields, Rich Text supports styling options such as bold, italic, bullet lists, and links—making it ideal for fields that require detailed descriptions, structured notes, or standardized instructions.

This field type improves clarity, reduces ambiguity, and enhances the usability of checklist-driven workflows in regulated environments like QMS, CAPA, and validation records.

2. How Rich Text Works

The Rich Text field opens when a user clicks on the “Add Rich Text” button. Once expanded, the text box provides a formatting toolbar with the following capabilities:

Rich Text fields are best used where formatting enhances comprehension or structured input is required.

• CAPA effectiveness summaries

• Deviation justifications

• Test and validation protocols

• Break down complex responses into readable, structured points

• Highlight key content using formatting

• Reduce errors and miscommunication

• Maintain consistency in how responses are written across teams

To add a Rich Text field in a checklist, follow these steps:

1. Navigate to the Manage View section from the left panel.

2. Click into the Checklist tab.

3. Click “Add Field.”

Once configured, the field will appear to users during checklist execution.

Field access for Org and External Members is governed by conditional logic, status, and user role settings defined in the field configuration.

Rich Text fields allow admins to configure a combination of prompts and layout settings. You can set a Field Label (e.g., “Effectiveness Summary”), an optional Placeholder Text that appears within the input area before entry begins. From a layout perspective, you can define the column width (full or half-width), adjust vertical spacing to improve readability, control whether the field appears collapsed or expanded by default, and restrict edit access using record status or user role logic.

You can apply conditional logic to control when the field is visible or editable. This allows for context-aware field display depending on values in other fields, record status, or user roles.

1. Introduction

The Date Field in Unifize allows users to select and input calendar dates directly within a checklist. It's ideal for capturing key dates such as due dates, assessment dates, implementation timelines, or review milestones within any record-based process.

With support for conditional logic, default display behavior, and prompts, the Date Field ensures that critical time-based information is consistently and accurately collected across workflows like CAPAs, validations, audits, and more.

2. How the Date Field works

When configured, the Date Field appears as a simple date selector inside the checklist. End users:

• Click the date input box to trigger a calendar pop-up.

• Select the appropriate date using the calendar interface.

• Click “Done” to confirm the selected date.

• Can clear or edit the field if it is not locked or read-only.

• The calendar view auto-adjusts for month/year and includes quick access to Today and Clear options for usability.

The Date Field ensures consistency, accountability, and automation based on time-sensitive events. Unlike free-text fields, it enforces proper date formatting and integrates cleanly with workflow deadlines and status transitions.

• CAPA due dates

• Assessment completion dates

• Planned vs actual implementation dates

• Guarantees consistent date format and data quality

• Enables date-based workflow automation and reports

• Prevents user error from free-text date entry

• Supports deadline tracking and visibility

Field accessibility is governed by checklist conditions and user permissions defined during setup.

In the Date Field Settings tab, admins can define the following:

• Field label: Name of the date field visible to end users (e.g., “Assessment Date”)

• Placeholder: Shown when no date is selected (e.g., “Add date”)

From the Prompts and Layout tabs, you can configure:

• Column Width: Full width or half-width based on checklist layout

• Visibility Behavior: Choose if the field starts collapsed or expanded

The Conditions tab allows admins to control when the date field appears, is required, or becomes editable. These behaviors help tailor visibility based on checklist logic.

Introduction

Forms in Unifize provide a structured way to collect and organize tabular or repetitive data within checklist items. As an admin, you can create reusable form templates and configure their behavior based on checklist logic.

How Forms work

Step 1: Create a Form template

1. Navigate to Manage View from the left-hand menu.

2. Click on Forms.

3. Select New Form Template.

4. Give the form a name and configure its structure by selecting from a predefined set of fields. Only specific Checklist field types are supported in forms:

1. Each form comes with multiple color options (e.g., grey, blue, green, yellow, etc.) to help visually distinguish different form types in the checklist. Choose one default color for the form.

2. Assign one or more users as form owners. These users will have visibility and configuration access to manage the form structure and settings.

3. You can create multiple forms, which can be used in a single field of a process

1. Open the Process Builder for the target process.

2. Under the specific Checklist section where you want to add your form, click + Add Field.

3. Choose Form, and select the pre-created form template.

4. You can add multiple forms to a single Form checklist and configure conditions separately for different forms.

After adding the form to a checklist, you can configure how and when it appears using the Form Field Settings and Conditions tabs.

• Choose the form you created via the Manage View section. There could be multiple forms existing in your org, make sure to select the right form that you want to use for that particular instance.

• Define whether multiple entries are allowed.

• Apply visibility logic using form or checklist field data. Example- show form only when “Deviation Type” = Critical.

Note: For complete details on settings and conditions, refer to the tables at the end of the document.

For the Form Checklist, you can also configure specific conditions for each checklist that you add to your form.

1. Go to Form Field Settings.

2. Under Form Conditions, choose the form for which you want to set specific conditions. You can also switch between different forms to set a specific checklist condition for each of them.

   • Examples:

Forms reduce checklist clutter and encourage standardized data collection. They also improve readability via collapsible, grouped sections and support multiple entry sets (e.g., multiple uploads with comments). Forms are ideal when you need to capture:

• Multiple entries of the same structure (e.g., repeated issues, line items)

• Tabular datasets with consistent formatting

• Structured form responses like audits or inspection results

🖋️

1. Introduction

The Number Field in Unifize is designed to capture numeric input within a checklist. Whether you're logging quantities, counts, or tolerance ranges, the field makes sure that only numeric values are entered. It supports configuration for min/max limits, decimal handling, default values, and conditional visibility, which makes it ideal for quality control, validation metrics, and audit entries.

2. How the Number field works

When configured in a checklist, the Number Field appears as a numeric input box with “+” and “–” controls and a Done button for the end user.

• Users can manually enter values or increment/decrement using the +/- buttons.

• The field accepts min and max values to be set and allows decimals and supports precision formatting through rounding rules.

• Once the number is entered, users must click Done to save the input.

• Every time a user saves a number, that number will show in the conversation window of the My Inbox section for that particular process. If the existing number is removed or edited, the same update will also be reflected in the conversation window as a notification.

This field ensures that numeric values entered are valid, constrained, and consistently formatted, which removes ambiguity and minimizes manual correction.

• Recording quantity used in a batch

• Entering defect counts during inspection

• Logging equipment calibration values

• Capturing pass/fail thresholds

• Prevents non-numeric or invalid entries

• Enforces required decimal precision and rounding

• Supports numerical validation directly in the form

• Improves data quality and simplifies downstream reporting

Note: Conditional rules and field permissions may lock or hide the field depending on the user's role or record status.

Note: If a user enters a number beyond the min/max range, an error is shown: “The number must be in the range of X and Y.”

Introduction

The Revision field in Unifize Checklists allows administrators and quality teams to track document and process versions systematically. When workflows or controlled documents undergo updates, the Revision field ensures traceability, accountability, and compliance with regulatory standards.

Capabilities

The Revision field enables:

• Tracking of version history within a checklist record

• Visibility into the current revision number across users

• Controlled updates with workflows requiring re-approval on revision change

• Integration with version-controlled documents (e.g., SOPs, specifications)

• Conditional logic based on the revision state for process gating

To configure a Revision field in a Checklist:

1. Navigate to process settings

• Go to Manage > Select Process > Edit

1. Add a new field:

   • Click on Fields > Add Fields.

   • Choose Field Type: Revision.

1. Checklist Record Created → Initial Revision set (e.g., Rev 0)

2. Change Triggered → User edits content → New Revision proposed (e.g., Rev 1)

3. Approval Workflow Initiated → Field locked during approval

• Allowing revision to be marked current based on status may not function as expected in all scenarios.

• Privacy updates such as "Hide everything", "Hide only chat", or "Make public" may not be reliably applied when you create a revision.

Feature ID: FU-10145

Document Version: 1.0

Date: 19-12-2025

1. Introduction

Reminders in Unifize help ensure timely follow-ups on records by automatically prompting participants when there is inactivity or when key dates such as Due Date or Created Date are reached. Reminders are configured at the process level by admins and are evaluated by the system based on the reminder type and interval defined for that process.

Once triggered, a reminder is posted as a Conversation Notification inside the record conversation window, making it visible to all relevant participants working on that record. This ensures that follow-ups happen in the same context where collaboration and updates already take place, without requiring users to track timelines manually.

By using reminders, admins can standardise follow-up behaviour across processes, reduce the risk of records being left unattended, and maintain consistency in how teams respond to inactivity or approaching deadlines.

1. Reminders can be configured at the process level from the Manage View, allowing admins to define consistent follow-up rules for all records created under a specific process.

2. The feature supports both recurring and non-recurring reminders, enabling follow-ups based on inactivity, due dates, record creation dates, or time before a due date.

3. Admins can configure reminders using same-day (0 days, where applicable) or multi-day intervals, ensuring reminders align with operational timelines and process requirements.

This section explains how an admin can access, configure, and manage reminders for a process. Reminders are always configured at the process level, which means the same reminder logic applies to all records created under that process.

1. Navigate to Manage View from the left navigation.

2. From Manage View, select the process for which you want to configure reminders.

3. Click on the process name to open the Process Builder.

1. Inside the Reminders tab, click + Add auto reminder. This creates a new reminder configuration for the process.

2. Configure Auto remind in: X days. This field defines when the reminder should trigger relative to the selected reminder type.

   • Setting the value to 0 sends a same-day reminder (only applicable for non-recurring reminder types).

A) Scheduler window

• The reminder scheduler runs every X minutes (currently 10 minutes).

• Reminders trigger in that 10-minute cycle window (example: set at 10:41 or 10:49 → triggers at 10:50).

B) “Previous reminder” criteria

Depending on reminder type, the system checks whether a reminder was already sent recently:

• Recurring reminder types (Inactivity / Inactivity from Due Date / Inactivity from Last Reminder)

  A reminder triggers only if:

  • No previous reminder has been sent, OR

  • The last reminder was sent more than N days ago

For any reminder type that is calculated relative to Due Date:

• The Due Date is normalised to 12:00 AM (midnight) UTC.

• As a result, reminders configured to fire N days before/after Due Date will be evaluated and triggered around 12:00 AM UTC (within the scheduler window).

This section explains how end users experience reminders inside a record, and what actions (if any) they can take when a reminder is triggered.

1. A user works on a record created under a process where reminders have been configured by an admin. All collaboration, updates, and activity on the record happen through the record conversation window.

2. Based on the reminder configuration, the system continuously evaluates whether the record meets the reminder criteria.

3. When the reminder conditions are met:

1. Same-day (0 days) reminders can only be configured for non-recurring reminder types. Recurring reminders always require a minimum interval of 1 day.

2. Custom time zones cannot be configured for reminders. All due-date-based reminders are evaluated using 12:00 AM (midnight) UTC, with triggering occurring within the scheduler window.

3. Reminders do not trigger at an exact minute or second. They are evaluated within the scheduler cycle (currently every 10 minutes), which can result in slight delays.

Introduction

The file upload field in Unifize checklists allows admins to configure how users attach and access documents within workflows. You can control upload sources, preview behaviors, file limits, and integrations such as Microsoft 365 SharePoint. This setup ensures that file management is aligned with organizational policies for collaboration, security, and compliance.

Capabilities

Admins can configure the file upload field to:

• Enable one or multiple file uploads

• Define upload sources (computer, Unifize file store, SharePoint/OneDrive)

• Set a default file or placeholder

• Decide preview behavior and manage view settings

• Enable file creation from Microsoft 365 (Word, Excel, PowerPoint)

• Grant edit access to chatroom members (if using SharePoint integration)

• Control sorting of uploaded files

To configure a file upload field:

1. Go to Process Builder > Checklist Fields

2. Add or edit a field with type File upload

3. Under File Field Settings, configure:

Once configured, click Update Field Settings.

SharePoint file access is governed by Microsoft 365 permissions, not Unifize roles.

Here’s how the setup and usage flow works:

1. Admin adds a file upload field in a checklist

2. Admin configures allowed upload types and permissions

3. User clicks + Attach File during checklist use

4. A “Pick source” menu appears with available options

Check out that you can use in addition to the existing field settings.

Feature ID: FU-1084

Document Version: 3.0

Date: 03-12-2025

1. Introduction

AI Checklist is a checklist field that converts specific inputs from the checklist field data into structured values to fill one or more output fields on the same record. Admins define the prompt, choose which inputs the AI can read, and select the output fields it can fill.

Users can use the AI checklist button to trigger AI suggestions. The resulting suggestions are logged in the record conversation for audit. Depending on the configuration, values can be presented for review before adding to the checklist or written directly.

2. Feature capabilities

• AI is available as a checklist field type in Process Builder and can read from configured Input fields to populate configured Output fields.

• Admins can select specific input and output fields for their AI checklist field to work on.

• Prompt can be added in the AI checklist settings to define how your AI field should work.

• Auto-fill is available in AI Field Settings. When enabled, AI writes suggested values directly to the checklist, and the Add to Checklist action is not shown for those AI entries in the record conversation.

• AI suggestions and filled entries are logged in the record conversation. The AI can be triggered multiple times to generate suggestions.

Here’s how you can configure the AI checklist field as an admin

Open Manage View → Go to the specific process for which you want to configure the AI checklist → Checklist → Add fields → AI. Name the field and save.

Define how the field behaves:

To determine how your AI checklist field will behave, you can configure conditions for your field.

1. Start by navigating to the Manage view section → Open any process with an AI checklist field.

2. Open the AI checklist field → Settings → Conditions.

3. You will see three types of Default state. You can choose any one:

Click Update Field Settings to persist the configuration and Save & Exit to publish the process.

Once you have configured the AI checklist field, here’s what end users can do with the same:

1. User opens a record with the configured AI field.

2. User provides context in Input fields (including uploading files if File Upload is an input).

3. Once the input field has the needed information, users can click on the AI field button to generate AI suggestions and fill the checklist fields.

Note: The AI checklist field will appear to the end user according to the Default state selected by the admin. It will behave as one of the following: Show, Hide, or Disable until the qualifier defined in the condition is met. Once the qualifier evaluates as true, the condition is considered satisfied, and the field immediately switches to the behavior set in the Conditions panel.

1. Certain checklist fields cannot be used as output fields in the AI checklist settings. This means that the AI field won’t be able to provide suggestions and fill these field types. These include Approval, File Upload, Form, PDF, Revision, User, Sections, and Subsection.

2. Certain fields like Approval, Form, PDF, Revision, User, Sections, and Subsection cannot be used as input fields as the AI won’t be able to parse these fields.

3. The AI checklist field supports only three behavior categories - Show until condition met, Hidden until condition met, and Disable until condition met. The Default state “Mandatory until condition met” is not available for the AI checklist field.

The PDF Field in Unifize enables users to generate downloadable and printable PDF documents based on a configured process checklist. These PDFs can be shared internally with team members or externally with vendors, suppliers, or auditors. Each PDF is based on a unique template that reflects the structure and data of a specific process.

Admins configure this field to define how the PDF is created, what content is included, where the file is saved, and whether it’s stitched with additional documents.

Based on the existing process and checklist configuration, which is determined by the client requirements , Unifize team can create custom PDF templates and generate template ID. This template ID can be added in the PDF checklist field settings. Once the PDF field is configured:

• The end user can see a “Generate PDF” button, which appears in the checklist.

Feature ID: FU-1050

Document Version: 3.0

Date: 28-11-2025

The Linked Record is a configurable checklist field type that allows users to select and reference records from any other process. A linked record can be used to link two different processes that exist inside an org in the Unifize platform. Admins can configure this field to allow single or multiple record selection, choose which fields are displayed, apply filters, and control visibility using checklist logic.

The Linked Record field can also dynamically filter records based on the relationships that exist between two processes. When two processes are interlinked and are added as Linked Record fields inside another process, the field can automatically display only the records that are related to the record selected by the user. This behaviour is configured within the Linked Record settings.