Understand the building blocks of Unifize.
This section introduces the core concepts that power the Unifize platform. Whether you’re setting up workflows, collaborating with your team, or analyzing data, these definitions provide the foundation for how everything connects in Unifize.
Each module in Unifize is designed to mirror how regulated teams work: structured, collaborative, and traceable. Knowing the difference between a Process, a Record, or a Checklist helps you build more effective workflows and scale operations confidently.
Building or editing processes
Onboarding new users
Reviewing compliance and audit structures
These definitions form the foundation of your Unifize experience. Use them to design smarter workflows and collaborate with clarity.
Embedded chat for real-time, contextual collaboration.
Filtered views of records for tracking and decision-making.
Visual snapshots of trends, performance, and bottlenecks.
Structured tasks and fields that drive execution and compliance.
Highest level of abstraction containing people, workflows and data.
A defined workflow with roles, statuses, and checklist logic.
A single instance of a process—tracking data, actions, and people.
A Record in Unifize is a structured entity that acts as the central hub for all information, actions, and conversations related to a specific process instance. It ensures visibility, traceability, and accountability across teams by capturing data, discussions, approvals, and status updates in a single location.
Records are used to standardize workflows, maintain compliance, and drive collaboration by embedding real-time conversations directly within the process.
Single Source of Truth – Combines structured data, checklists, and conversations in one place.
Real-time Collaboration – Enables team discussions through an embedded Conversation Thread.
Traceability & Auditability – Captures all changes, actions, and approvals chronologically.
Customizable Checklist Structure – Supports file uploads, linked fields, attachments, and metadata fields.
Automated Updates – Notifies stakeholders of status changes and task completions.
Every Record in Unifize consists of the following key elements:
Header
Title & Unique ID – Provides a clear identifier for the record.
Status – Displays the current progress (e.g., Open, In Progress, Completed).
Owner & Participants – Identifies who is responsible and who can collaborate.
Records in Unifize serve as the foundation of process execution and collaboration, enabling teams to centralize data, track actions, and maintain full traceability in one unified workspace. By embedding real-time conversations, structured checklists, and automated updates, records eliminate the silos that traditionally slow down workflows.
With their customizable structure, and audit-ready history, records empower teams to enhance collaboration, improve compliance, and drive operational efficiency across all business processes.
Due Date & Priority – Helps define the urgency and deadlines for a record.
Record Options – Options to share a record, and access Process Builder for making changes to the underlying process.
Conversation
Real-time chat-based collaboration embedded within the record.
Allows @mentions, file sharing, and decision logging for context.
Uploads and links files directly within the record for reference.
Tracks every change, comment, and status update in chronological order.
Ensures compliance by maintaining an immutable history of actions.
Checklist
A structured list of required actions and approvals within the process.
Supports sections, linked fields, and automation for better organization.
Supports connections to other related records or processes (Parent/Child Records).
Enables cross-functional visibility and dependency tracking.
Supports version control to track document history.
An Org in Unifize represents a standalone workspace where teams collaborate on processes, records, and data. Think of an Org like a "workspace" in other tools —each Org is a distinct environment with its own users, workflows, and configurations.
Orgs are the highest-level structure in Unifize. They isolate data and activity, ensuring that work done in one Org remains separate from others. This is especially useful for organizations that need different environments for business units, legal entities, or customer-facing projects.
Isolated Workspaces – Each Org operates independently, with its own users, processes, and data.
Org-Specific Configuration – Language settings, dashboards, roles, and notifications are unique to each Org.
Multi-Org Access – Users can be part of multiple Orgs and switch between them from the profile menu.
Secure Collaboration – Records and conversations are only visible to users within the same Org.
Org Switching – A single login allows users to access all their assigned Orgs without logging out.
Every Org includes:
Users: Only invited users can access an Org. Each user may have different roles across different Orgs.
Processes: Custom workflows that define how records are created, routed, and completed.
Records: Actionable items that capture data, conversations, and checklist progress.
Org Settings: Administrative controls for configuring notifications, dashboards, and platform behavior.
Users can switch between Orgs by clicking their profile icon and selecting the desired Org from the dropdown. Only users with access to multiple Orgs will see this option.
An Org in Unifize is a secure, dedicated workspace that centralizes collaboration, workflows, and compliance for a specific business unit or purpose. Multiple Orgs can be used to support different teams, clients, or regions—while still enabling users with the right permissions to work across them seamlessly.
A Conversation in Unifize is a real-time, chat-based collaboration space embedded within every process record. It eliminates the need for external messaging tools by integrating communication directly into workflows, ensuring discussions, decisions, and actions remain in context.
Conversations allow teams to share updates, seek clarifications, and track progress without switching between different platforms, making collaboration easy, transparent, and efficient.
Real-time Collaboration: Enables instant communication between team members within records.
Contextual Messaging: Conversations are tied to specific records, eliminating fragmented discussions.
@Mentions & Notifications: Notify specific users to bring them into the discussion.
File Attachments & Links: Share documents, images, and relevant files directly within the chat.
Automated Status Updates: Tracks progress changes, approvals, and actions within the conversation thread.
Full Audit Trail: Maintains a chronological log of messages, ensuring compliance and traceability.
Every Conversation in Unifize consists of the following key elements:
Message Log
Displays all past messages and actions in chronological order.
Provides full visibility into discussions and decisions made.
Mentions & Notifications
Conversations in Unifize bridge the gap between collaboration and process execution by embedding real-time discussions directly within records. By keeping all communications, decisions, and updates in one place, teams can work faster, stay aligned, and ensure full traceability without switching between multiple tools.
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.
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.
A Chart in Unifize is a visual representation of data extracted from reports. Charts help users analyze trends, identify bottlenecks, and gain insights into process performance through dynamic and interactive visuals.
By using charts, teams can track key metrics, compare data points, and make data-driven decisions efficiently.
Real-time Data Visualization – Automatically updates as records change.
Multiple Chart Types – Supports bar, line, pie, and other visual formats.
Use @username to tag specific team members.
Notifies users when they are mentioned or when actions require their input.
Attachments & References
Drag and drop files, images, and documents for context.
Allows direct referencing of past messages or checklist items.
Automated Updates & System Messages
Captures status changes, approvals, and critical workflow updates.
Integrates with Unifize Automator to log key events within the process.
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 – Drop-down selection for structured inputs.
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.
Interactive & Drill-Down Capabilities – Click on data points to access related records.
Custom Filters & Segmentation – Apply filters to focus on specific data sets.
Seamless Report Integration – Charts are linked to underlying reports for deeper analysis.
Every Chart in Unifize consists of the following key elements:
Data Source & Filters
Pulls data from reports, displaying relevant insights.
Filters applied determine what data is visualized.
Chart Display
Graphical representation of process data (e.g., bar, pie, line charts).
Legends and color coding for easy interpretation of categories.
Linked Report Data
Displays underlying records related to the chart.
Users can click data points to drill down into details.
Customization & Export Options
Create Another Chart – Build additional charts from the same dataset.
Customize View – Modify filters, groupings, or chart type.
Save & Share – Save the chart or export it for external use.
Charts in Unifize transform raw data into actionable insights, enabling teams to track performance, spot inefficiencies, and improve decision-making. With real-time updates, interactive drill-downs, and flexible customization, charts provide clarity and transparency in complex workflows
A Report in Unifize is a structured compilation of data extracted from records, checklists, and conversations. Reports help teams analyze trends, track performance, and make data-driven decisions by organizing information in a structured and actionable format.
By using reports, organizations can gain real-time insights into process efficiency, compliance status, and operational bottlenecks, ensuring continuous improvement and informed decision-making.
Data Aggregation – Pulls relevant data from records, checklists, and workflows.
Customizable Filters – Users can apply filters by status, owner, priority, or date to refine data views.
Real-time Updates – Reflects the latest changes as data is modified within Unifize.
Export Options – Supports exporting reports for external sharing and offline analysis.
Drill-down Capabilities – Allows users to click into specific data points for detailed insights.
Visualization Integration – Works seamlessly with charts to create visual data representations.
Header Section
Report Title – Displays the name of the report.
Filters Applied – Shows active filters.
Search Bar – Enables users to quickly find records based on keywords.
Actions & Customization Options
Create Chart – Converts report data into visual charts for analysis.
Upload CSV – Allows importing external data into the report.
Customize View – Modifies displayed columns and sorting preferences.
Report Data
Record Details – Displays unique identifiers and titles of records.
Status & Progress Tracking – Shows the current state and due dates of records.
Ownership & Collaboration – Identifies record owners and participants.
Additional Features
Show All Revisions Toggle: Enables users to view past revisions of records.
Bulk Actions: Allows multiple records to be selected for batch updates.
Sorting & Filtering: Users can sort columns (e.g., by priority or due date) and apply filters for targeted data analysis.
Reports in Unifize provide an intuitive, structured, and data-rich environment for tracking and managing records efficiently. By consolidating data with real-time filters, visualization tools, and automation, teams can ensure better decision-making, streamlined workflows, and improved compliance.
Priority & Timeline – Highlights urgency levels and record age.
Custom Fields & Filters – Allows customization and filtering based on process-specific data.
A Process in Unifize represents a structured workflow designed to achieve a specific outcome. It defines the sequence of activities, stakeholders involved, and the data required for execution.
Standardizes operations for consistency.
Tracks progress and automates workflows.
Ensures visibility and compliance.
You can access the settings of an individual process through the Process Builder.
Every process on Unifize contains the following key elements:
Team: The description of the process, owner, default participants and process owner(s).
Status: Various stages in the process lifecycle across two states: Pending vs Completed.
Checklist: Structured way of capturing contextual information for a process record.
Deleted Fields: Fields that are deleted in history.
Privacy Settings: Ability to make certain processes private, editable only by the Process Owner.
Advanced Process Settings: Various configuration options to control the records of a process.
Reminders: Ability to automatically notify participants based on preset parameters.
Layout: Option to choose checklist visibility across different devices.
