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The Date field in Unifize allows you to select and save specific calendar dates inside a checklist. It's used to track important process milestones like assessment dates, due dates, or closure timelines to make sure your team captures time-sensitive information in a clear, consistent format.
You’ll see a Date Field in a checklist when the admin has configured it as part of the process. It is easy to use and optimized for audit, scheduling, and compliance workflows.
When interacting with a checklist, you'll recognize a Date field by the date input box and calendar icon. Here’s how it works:
Click inside the date field or on the calendar icon.
A calendar view will appear, allowing you to scroll or click to select the desired day, month, and year.
Click “Done” to save your selection.
Use “Today” to auto-select the current date or “Clear” to remove the entry.
If the field is locked or read-only, you’ll be able to view the date but not change it.
The calendar auto-adjusts based on your selections and ensures proper formatting, so no manual entry is needed. However, if you wish, you can manually add the date as well.
The Date Field ensures you're entering valid, standardized dates that help teams stay on schedule and accountable.
Recording when a CAPA was completed
Setting a due date for assessments
Logging the review date of a deviation
Scheduling an audit or inspection
Eliminates formatting errors (no more typos or inconsistent date formats)
Ensures dates are recorded using a standard calendar interface
Makes it easier for other users or auditors to understand event timelines
Here’s how the Date Field fits into your checklist completion process:
Open a checklist where the field is configured.
If visible and editable, you’ll see a date field with a calendar icon.
Click the field to open the date picker.
Select the appropriate date, then click Done
Some fields may appear only after certain conditions are met (e.g., when a checkbox or dropdown has a specific value). If a field is missing, locked, or greyed out, it’s likely based on the admin’s logic settings.
If you're unable to interact with a date field, it may be hidden, locked, or restricted based on your role or the current checklist status.
The PDF Field in Unifize lets you generate a downloadable and printable version of your process checklist. This PDF contains structured, formatted information pulled directly from your process and can be shared internally or externally—such as with vendors, suppliers, or auditors.
You’ll see a “Generate PDF” button wherever the field is configured. With one click, you can generate a document that reflects your current checklist status and details.
Once your admin has set up the PDF field and linked it to a pre-approved template:
You will see a “Generate PDF” button inside your checklist.
Feature ID: FU-1050
Document Version: 3.0
Date: 28-11-2025
Linked Record is a special field in a checklist that allows you to link and reference two different records together and make changes to those records without navigating to the record in which the changes are made. The records that are linked can be of the same process or two completely different processes.
This is useful when you need to connect related records across different workflows without duplicating information. Linked Records can also display and let you edit specific fields from those related records, depending on what your admin has configured.
The file upload field in Unifize checklists allows you to attach relevant documents directly within a workflow step. Whether it's a spec sheet, test report, drawing, or any other supporting file, this field keeps everything organized and accessible in one place. Depending on how your admin has configured the checklist, you can pick files from your computer, Unifize file store, or linked cloud services like Microsoft 365 SharePoint and OneDrive.
When interacting with a file upload field, you can:
Upload or attach files from available sources such as your computer or Unifize file store.
Tracking planned vs. actual implementation dates
Prevents data gaps in time-based workflows
Your entry is saved automatically as part of the checklist.
If the field is required or conditionally shown, you may not be able to proceed until it’s filled in.
Role
What You Can Do with Date Fields
Org Member
Can view and select dates in editable Date Fields
External Member
Can interact with the Date Field only if it's visible and editable to them
Admin
Not applicable for end use—admins configure date logic and behavior
When clicked, a message appears: “PDF is being generated now.”
The generated PDF is:
Automatically uploaded to the checklist file section (if configured).
Sent to your My Inbox conversation window.
You can:
Preview the PDF directly in the app.
Download it from either My Inbox or the checklist.
Delete or remove it if permitted. Removing it from the checklist also deletes it from the My Inbox thread.
If there’s a backend misconfiguration, you’ll see an error: “Invalid PDF configuration”
The PDF field simplifies how you generate official, shareable reports from your checklist activity.
No need to manually format or export content
Fast and consistent documentation across teams
Easy to share with stakeholders, suppliers, or auditors
Makes reports accessible right from your record
Creating NC or CAPA reports
Submitting deviation reports
Sending process summaries to external vendors
Attaching evidence for audits or customer reviews
Here’s how the process works from your side:
Navigate to a checklist with a configured PDF field.
Click the Generate PDF button.
Wait for the “PDF is being generated now” notification.
Find the PDF in:
The checklist's file section (if setup)
The My Inbox chat window for that record
You can open, preview, download, or delete the PDF (if permissions allow).
Behind the scenes, the Unifize team maintains unique PDF templates per process and assigns each one a Template ID for generation logic.
Role
Permission
Org Member
Can generate, download, preview, or delete the PDF if the field is visible/editable
External Member
Can view/download the generated PDF only if shared with them via checklist/My Inbox
Admin
(Not applicable to this guide – handled in backend)
Visibility and accessibility of the PDF button depends on checklist conditions, statuses, and user roles set by admins.
Link records within the same process: You can also link records from the same process if the process is designed to allow internal referencing.
Interact with embedded fields: You may see specific fields from the linked record embedded in the current checklist. These can often be edited directly without navigating away, depending on access permissions.
Live synchronization of data: Any change made in the embedded fields is instantly reflected in the linked process.
Flexible record selection: You may be able to select existing records, create new ones, or do both, depending on admin settings.
View record metadata: Linked records may display details like status, owner, and due date to give you immediate context.
Record-specific conversations: All changes made through a Linked Record are logged in the conversation thread of the target record to maintain traceability.
Revision compatibility: If revision tracking is enabled, you will be allowed to manually link the first revision of a record even if no revisions exist yet.
Dependent Linked Record behaviour: If your checklist contains Linked Record fields that are related to each other, the second field will automatically filter the available records based on what you choose in the first one.
Navigate to the process: Go to the record in Unifize where a Linked Record field is included in the checklist.
Locate the Linked Record field: Look for the field that allows linking- this will appear as a button with the name “+ Add [Process Name]”
Add or select a record: Click on the “+ Add [Process Name]” button. You may be able to select an existing record, create a new one, or do both based on your configuration. You can use the search bar if you're selecting from existing records. Records here will be sorted by default in ascending to descending order.
Expand embedded fields (if applicable): If the record has embedded fields, click on the expand icon to see more details. Some fields may be visible by default; others may only appear on expansion.
Make changes to embedded fields: If editing is enabled, you can directly update certain fields within the linked record. These changes are automatically synced to the original process and appear in its checklist.
View conversation activity: If the record title is clickable, you can navigate to the linked record and view its conversation window. Any changes made to your checklist will appear as a chat notification in that record.
Revision-specific behavior: If revision functionality is active, you may be allowed to link to a first revision of a record even if no subsequent versions exist yet.
Work with field conditions: Some Linked Record fields may appear only after certain checklist values are selected. You might not see the field until a condition (like “Risk Level = High”) is met.
Selecting dependent records: If your admin has configured one Linked Record field to depend on another, you must first select a record in the primary Linked Record.
Once you do:
The dependent Linked Record will refresh automatically
Only the records linked to your selection will appear
To view or interact with Linked Record data:
Go to Manage View: Navigate to the Manage View section and go to the Processes section.
Open your specific process: There, in the Processes section, select the specific process for which you want to access the Linked Record data.
Expand the column: Click the expand icon on a record’s Linked Record field to reveal any embedded fields that have been configured by the admin.
Interact with embedded fields: Based on permissions, you may be able to view or edit these fields. Any edits will reflect directly in the original record and log a change in the chatroom of that record.
Linked Records support a wide range of field types as embedded fields. These include basic field types like Text, Number, Picklist, Date, Status, and Owner. More advanced types like File Upload, PDF, Users, Approval, and Form fields are also supported, with a few limitations. Form fields can be embedded, but when you want to view the form data, the actual form data is only visible in the target process to which the form belongs- only the field name is visible in the linked process.
Sections and subsections are not supported as embedded fields inside Linked Record fields. These structural elements are used for layout purposes within a process and do not function properly when referenced through a linked record. Additionally, comparison charts based on Linked Record values are not supported due to the complexity of cross-process value evaluation.
Admin
Configure Linked Record fields, set permissions, choose embedded fields, and define field behavior.
Org Member
Link records, view and edit embedded fields (if permitted), and create or select linked records.
External User
View linked records and embedded fields based on admin-defined visibility settings. Editing is usually restricted.
Sections and subsections cannot be embedded inside a Linked Record, as these are layout fields.
Linked Records cannot be used as inputs for comparison chart fields. Cross-process values cannot be computed into comparison-type visualizations.
Any updates made to the embedded fields of a Linked Record from the current checklist do not create a chatroom notification in the record where the user is making the update. Instead, the chatroom notification is logged only in the target linked record from which the form originates.
When a user updates an embedded field inside a Linked Record from another process, the target record (where the actual data belongs) logs the change as a standard chatroom notification. Because of this, the target record has no traceability, indicating that the update was made through another process’s Linked Record field, rather than directly within the record itself.
The “Link this to another linked record” toggle option will only appear if the two processes already have a linked record relationship defined between them. Without this pre-existing relationship, dynamic filtering cannot be enabled.
Understand when to link records: Only link records that are relevant to the current checklist and necessary for decision-making. Avoid unnecessary or unclear references.
Use embedded fields purposefully: Only interact with the embedded fields that are relevant to your work. Do not change data that you don’t understand the impact of—changes affect the original record.
Be aware of your permissions: Your ability to select, create, or edit linked records depends on how your admin has configured the process. If something is disabled or missing, it may be restricted.
Pay attention to field visibility: If you don’t see a Linked Record field, it may be hidden due to checklist conditions. Complete the earlier steps first to reveal it.
Use revision linking when required: If you are working with documents or specifications, you may need to link to a specific revision. Link the correct version as instructed.
Avoid accidental navigation: If hyperlinks are disabled, stay focused on your current record. If hyperlinks are available, only navigate to the linked record when necessary.
Create new files like Word, Excel, or PowerPoint documents directly from Unifize (if the admin has enabled this).
Preview or open files directly in your browser, especially for Microsoft 365 formats.
Download files to your local system if you have view access.
Note: What you see in the checklist’s “Pick source” menu (e.g., computer, SharePoint, create new file) depends on your organization's configuration.
This field simplifies collaboration by:
Centralizing documents within the process record, ensuring team members always refer to the correct file version.
Eliminating manual handoffs of documents via email or chats.
Supporting compliance and traceability, as all uploads are recorded against the checklist activity.
Improving collaboration, especially with shared document types that can be co-authored using Microsoft 365.
Here’s what your experience typically looks like:
Open the checklist for a record.
Locate the field labeled something like “Attach file” or as configured.
Click + Attach File to open the “Pick source” menu.
Choose one of the following options:
Unifize file store – files previously uploaded in Unifize
Computer – upload a local file
Add from SharePoint / OneDrive – browse and link a cloud document
Once selected, the file appears inline in the checklist.
You can click the file to view it or open it in the appropriate app (e.g., Microsoft Word Online).
Org member
Upload, link, create, and view files (based on field permissions and M365 access)
Viewer
View only the attached files (if they have file-level permissions)
External user
Cannot access files unless granted explicit permission through Microsoft 365
If you do not see certain options (e.g., SharePoint upload or create new file), your admin may not have enabled them for your process.
The Picklist Field in Unifize is a dropdown or checkbox-style field that allows users to select from a set of predefined options when filling out a checklist inside a Record. It’s used to standardize responses and reduce manual input errors. Depending on how it’s configured by your Admin, a picklist may appear as a dropdown, a list of checkboxes, or even a simple Yes/No toggle (rendered as a checkbox).
As a checklist participant, you can:
View available options in the dropdown or checkbox field
Select one or more options (depending on whether it’s single-select or multi-select)
See default selections if any are pre-set by your Admin
Edit your selection unless the field is locked due to approval or workflow stage
Trigger visibility of other fields when your selection affects conditional logic
Picklists improve the usability and clarity of checklists by:
Providing consistent answers across records and users
Making it faster to fill out checklists without typing
Reducing the chance of typos or mismatched responses
Enabling conditional fields that only appear based on your selection
For example:
Selecting "Yes" in a “Confirmed?” field might display additional follow-up questions.
A "Reason Code" picklist ensures all team members use the same terminology.
Open a Record from your My Inbox
Locate the picklist field within the checklist
Review the available options
Select one or more options based on what's enabled
You may also see:
Pre-filled values (set by Admins)
Styled options (like color-coded values)
Other fields appearing/disappearing depending on your picklist selection
Note: You cannot add or remove options, change field behavior, or update validation rules. These are managed by your organization’s Admin via the Process Builder.
In Unifize, Subsections are collapsible groups used within a Section to help you complete related checklist fields in a more organized way. They break large forms into smaller, manageable steps—such as grouping fields under "Review Notes" or "Team Evaluation"—so you only focus on what's relevant to your role or process stage.
Subsections help simplify your experience by grouping fields clearly and reducing screen clutter.
Subsections live inside a section and organize fields like text, date, picklist, uploads, and more.
You might see multiple subsections in a single section depending on how the checklist is structured.
Admins can show/hide subsections based on how you fill out other parts of the form.
Some subsections may prompt you to complete them based on your role or the stage of the workflow.
You won’t need to configure anything—you just fill in the visible fields within each subsection when prompted.
Subsections make it easier to:
Focus on only the relevant part of the checklist
Quickly identify which fields belong together (e.g., all approval fields in one place)
Avoid filling in sections prematurely—some may appear only when needed
Respond to assigned tasks in smaller chunks, making work feel simpler and faster
In a CAPA process:
You might see a Section called “Root Cause Analysis”
Within it:
Subsection 1: “Initial Observations”
Each one may open or prompt you at different points in the workflow.
Access a record where the checklist includes subsections.
Sections will be shown as collapsible blocks.
Inside sections, look for subsections grouped under headings.
If the subsection is visible, expand it to fill out its fields.
You may be prompted to complete it if you're assigned to that step.
Some subsections will appear only after certain conditions are met (e.g., once another field is filled).
Once completed, your entries are saved and visible to the rest of the team in the record conversation thread.
Checklists in Unifize are structured tools embedded within records to help teams capture information, complete tasks, and ensure consistent execution of processes. Each checklist is composed of fields that gather various types of data such as text, dates, approvals, files, and more—all updated in real time and visible to all record participants.
As an end user, your primary interactions with checklists involve:
Viewing checklist fields: Understand the required steps and data inputs for a process.
Filling in checklist fields: Enter or update information such as text entries, numbers, dates, or selected items via “My Inboc” section.
Uploading files or documents: Attach supporting files to checklist items using File Upload or PDF fields.
Collaborating in real time: View updates made by others instantly without needing to refresh the page.
Tracking status: See progress through approvals, status fields, or visual indicators set by admins.
Using rich text formatting: Add formatted information such as SOPs or root causes directly within Rich Text fields.
Clarity & accountability: Each field is clearly labeled, often assigned to specific users, so you know exactly what’s expected of you.
Real-time visibility: Everyone on the record sees the latest updates as they happen.
Compliance & traceability: Each action and update is logged automatically, supporting audits and process transparency.
Access a record
Open a record from My Inbox or search for it directly.
Checklist is preloaded
The checklist appears by default in the right-hand pane of the record.
Note: You cannot edit the structure or layout of the checklist unless you have admin permissions. Only Admins can add, delete, or configure checklist fields and layout.
Feature ID: FU-10145
Document Version: 1.0
Date: 19-12-2025
Reminders help users stay on top of records by automatically prompting them when there is inactivity or when important dates, such as the Due Date or Created Date, are reached.
Reminders are configured by admins at the process level. If a reminder applies to a record you are working on, it appears as a Conversation Notification inside the record conversation window, where all collaboration and updates already take place.
As a user, you do not need to manually track timelines. If reminders are enabled for a process, Unifize automatically notifies you at the right time based on how the reminder has been set up.
Form fields in Unifize let you capture multiple sets of structured data within a checklist item—such as photos with descriptions, inspection logs, or follow-up actions. As an org member, you’ll interact with forms when completing records or reviewing information shared by others. This guide explains how to use form fields, how they work behind the scenes, and how they help you stay organized and compliant.
Forms behave like mini checklists embedded within a checklist field. You can:
Add multiple entries in the same form structure.
Attach files, write notes, pick dates, or assign users.
The Text Field in Unifize allows you to enter plain text directly into a checklist record. It’s designed for simple data entry—ideal when you need to add a short explanation, title, or comment without formatting.
Depending on the setup, some text fields may appear as single-line inputs (e.g., titles or labels), while others may be configured as multiline to allow for longer responses like summaries or descriptions.
When completing a checklist:
You will see a standard input box labeled with the field name (e.g., “Action Description”).
The Number Field in Unifize lets you enter numerical values into a checklist with precision and control. If you're capturing defect counts, test values, or quantities used in production, the field ensures your input is always valid, structured, and easy to review.
You’ll typically encounter this field in quality, validation, production, or audit-related checklists where numeric input is required.
Here’s how to use a Number Field in your checklist:
The field appears as an input box with + / – buttons and a Done button.
The Revision field in Unifize Checklists helps you manage updates to controlled records like SOPs, specifications, and quality documents. It ensures that the latest version is always visible and helps you track changes made over time, supporting collaboration, traceability, and compliance.
Whether you're reviewing a change, approving updates, or referencing the current version, the Revision field helps keep your work aligned with the most recent data.
As a user working in a checklist with a Revision field, you can:
View the current revision number of the checklist record.
Sections in Unifize are used to organize related checklist items into structured blocks, making your experience more intuitive and your tasks easier to follow. Whether you're updating a form, entering inspection data, or reviewing a workflow, sections help group information clearly and logically.
As a user, you will see fields like text, date, uploads, or rich text grouped into sections. These sections may expand or collapse based on your process stage or actions taken elsewhere in the checklist.
A Section acts like a folder that holds multiple fields inside it. You will interact with these sections as you work through a record.
Fields inside a section are grouped visually for better navigation.
Improving mobile usability with responsive dropdown interfaces
If the picklist is required, the system will prevent form completion until it’s filled
Changes you make are saved automatically or on form submission depending on the process setup
Edit picklist configuration
Admins only (not available to users)
Single-select Dropdown
Choose one value from a dropdown list
Multi-select Checkboxes
Select one or more values via checkboxes
Checkbox Toggle
Yes/No field rendered from a 2-option picklist
Select or change picklist value
All checklist participants with edit access
View picklist options
All record viewers
See conditional fields
Depends on role visibility settings
Subsection 3: “Final Approval”
Role
Permissions
Admin
Add, configure, reorder, and delete subsections within a section. Define conditions, layout, and prompts.
Org Member
View and complete fields inside visible subsections. Cannot modify settings or structure.
External User
View visible subsections if they have access to the record. Cannot interact with hidden ones.
Fields may include text boxes, picklists, dates, file uploads, user assignments, and more.
Real-time updates
As you fill in fields, updates are instantly reflected to all participants.
Conditional visibility
Some checklist items may appear only when certain conditions are met (configured by Admins).
Collaborate via conversation
Reference checklist items in conversations by tagging users or discussing entries.
Use layout controls
You can adjust the view (Single, Double, Full Width, etc.) for easier navigation based on checklist length.
Record participant
View and fill checklist fields, attach files, update status (if assigned)
Viewer
View checklist fields but cannot make edits
Owner
Same as participant, plus can change assignees and due dates
The box may show placeholder text (e.g., “Enter the steps you took”) to guide your response.
If the field is multiline, you’ll be able to enter extended text across multiple lines (like a paragraph).
Simply type your input and proceed—there’s no separate formatting toolbar or “Done” button.
The field saves automatically as part of the record when you submit or save the checklist.
The field may appear as required, locked, or hidden based on process conditions defined by your admin.
Text Fields make it quick and easy to provide written input when formatting isn’t necessary. They’re most useful when you need to add labels, provide straightforward answers, or log context without worrying about structure or style.
Naming a non-conformance or action item
Describing what happened in a deviation
Logging follow-up comments
Entering brief root cause analysis
Answering simple yes/no justifications
Quick to fill out and no formatting needed
Intuitive for short or medium-length responses
Multiline option lets you write in full sentences if needed
Reduces friction during checklist completion
Suitable for both technical users and non-technical stakeholders
Suitable for friction based on user and non technical responses and stakeholders and non-technical situations
Open the checklist assigned to you or that you're contributing to.
Locate the Text Field labeled by your admin (e.g., “Action Description” or “Justification”).
Click on the “Add Text” section. You will see a text box open where you can start typing.
Your entry is saved with the record as part of checklist progress.
If the field is required, you must enter a response before submitting the checklist.
If the field is disabled, hidden, or conditionally visible, it may behave differently depending on record status, previous field entries, or your user role.
Role
What You Can Do with Text Fields
Admin
Amins define how the field behaves via configuration
Org Member
Can enter/edit content in checklist text fields if visible and editable
External Member
Can view or edit content only if the field is explicitly made visible/editable
If you cannot see or edit a text field, it’s likely controlled by admin-defined logic based on record status or role permissions.
Once you’re done, click the Done button to save your input.
If the field maybe configured with min or max limits, and you enter a value outside the permitted range, an error will appear saying: “The number must be in the range of X and Y.”
If the number has decimal precision rules, your input may be shown with extra digits or rounded (depending on how your admin has configured it).
Every time you enter, remove, or update a number, the update is posted in the My Inbox conversation window for full traceability.
This field is built to ensure that you input clean, accurate numeric data—without worrying about formatting or manual validation.
Entering quantity used in a batch
Logging defect count during inspection
Recording tolerance or deviation values
Capturing thresholds during testing or approvals
Prevents incorrect or out-of-bound values
Supports decimals, rounding, and limits automatically
Helps teams align on units and precision across use cases
Posts all updates to My Inbox, helping with reviews and audits
Contributes to more accurate reports and filters based on numeric criteria
Open the checklist assigned to you.
Find the Number Field, labeled based on the process (e.g., “Units Retested”).
Click the + or – button or manually type a value.
Press Done to save.
Your input will be saved in the record and reflected in the My Inbox conversation view.
If you try to enter a value outside a permitted range or leave a required field empty, the system will show an error.
The field might be hidden, locked, or made mandatory based on other conditions in the checklist (e.g., record status or field values).
Role
Permissions
Admin
Admins configure visibility, logic, and validation rules. Can edit all configurations of the checklist.
Org Member
Can view, enter, and edit numbers in checklist fields if the field is editable and visible.
External Member
Can enter/edit the number field only if it's made accessible to them by the admin.
If a field isn’t visible or editable, it’s likely due to logic set by the admin based on role or record status.
Create a new revision (if your role or permissions allow).
Mark a revision as current to indicate that it's the official version.
See who last changed the revision and when, via the record history.
Collaborate on revisions through comments and participant updates.
Trigger workflows when a revision is changed (based on admin configuration).
The Revision field makes it easier to:
Avoid working on outdated documents by always referencing the current revision.
Track why and when changes happened, helping with audits or handovers.
Collaborate with clarity, since the correct version is shared across users.
Ensure quality compliance, especially for regulated processes requiring approval on change.
Reduce confusion, as only one revision can be marked "current" at any time.
Here’s how the Revision field typically works behind the scenes:
A checklist record is created
– The initial revision is automatically set (e.g., Rev 0).
A change Is needed
– You (or someone with permission) create a new revision (e.g., Rev 1) and update the necessary content.
Workflow kicks In
– The record might go through a review or approval process. During this time, the revision field is locked.
Revision is approved and made Current
– Once approved, the new revision is marked as current, replacing the previous version.
Previous Revisions are archived
– The older version is marked as inactive and, if configured, archived automatically.
Audit Trail Is Captured
– You can always view past revisions and comments in the record’s history from the My Inbox.
Role
What you can do
Admin
Configure revision fields and permissions, view and edit any revision.
Org Member
Create and update revisions, view and edit revisions. View revisions checklists (based on the permission level set by the admin)
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.
Sections may be expanded or collapsed by default depending on your checklist status (e.g., Pending, Completed).
Some sections might appear or disappear dynamically based on values entered elsewhere.
Each section typically includes:
A title to indicate what the group of fields is about
Optional prompts to help guide your input
Visibility rules that determine when you can see or fill in the section
View all visible sections that apply to your workflow or role
Expand/Collapse sections to focus on what’s relevant
Complete the fields inside a section based on what’s required
Respond to prompts or guidance messages within each section
See dynamic changes, like sections appearing when another field is filled
Note: You cannot create, edit, or configure section settings—that’s handled by your process admin.
You’ll see sections like “NC Details” or “Impact Assessment”.
Each section groups related fields like text inputs, file uploads, etc.
Click to expand a section if it's collapsed.
Fill in the fields provided. Some may be required; others optional.
Some sections may remain hidden unless triggered by a condition.
Once you've completed the necessary sections, continue the workflow or submit your updates.
Role
Permissions
Admin
Create, rename, reorder, and delete sections. Configure visibility, prompts, and conditions.
Org Member
View and interact with sections during checklist completion. Can only see sections made visible to them.
External User
View visible sections if given access to the record. Cannot interact with hidden sections or modify any content.
If nothing is selected yet, you may see the full list or an empty list, depending on the admin configuration
You can access records from the My Inbox section.
From My Inbox, open any record that belongs to a process where reminders have been configured.
If the record meets the reminder conditions (such as inactivity or an approaching due date), the system automatically posts a Conversation Notification inside the record conversation window.
The reminder appears in the same conversation timeline as other record updates, making it easy to view and act on without leaving the record.
Reminders are evaluated continuously by the system and are triggered automatically when the defined conditions are met.
Depending on how the process is configured, you may receive reminders based on:
Inactivity on the record
When there has been no activity for a defined period.
Inactivity after the Due Date
When no activity occurs after the due date has passed.
Inactivity since the last reminder
When no activity has occurred after a previous reminder.
From Created Date
After a specific number of days from when the record was created.
From Due Date
After a specific number of days from the due date.
Before Due Date
A set number of days before the due date.
The reminder message you see depends on what was configured for the process.
When the reminder conditions are met, Unifize posts a Conversation Notification inside the record conversation.
The notification is visible to all participants who have access to the record.
You can respond by taking action on the record directly, such as adding updates, completing tasks, or changing the record status.
If there is no activity after a reminder:
Recurring reminders may trigger again based on the defined interval.
Non-recurring reminders will not repeatedly trigger within a 24-hour window.
Once a record reaches a Completed status (or a status mapped to Completed), no further reminders are triggered for that record.
If the admin has enabled participant control for reminders:
You may see an option to disable the reminder for a specific record.
Disabling a reminder affects only that record.
It does not change reminders for other records or the overall process configuration.
If this option is not enabled, reminders cannot be disabled by users.
Role
Permissions
Admins
Can access the Reminders tab from the Process Builder and configure auto reminders at the process level. This includes adding, editing, and managing reminder types, intervals, custom reminder messages, and deciding whether participants are allowed to disable reminders at the record level.
Org Members
Can view reminder notifications as Conversation Notifications inside the record conversation window. If enabled by the admin, they can disable reminders for individual records. They cannot create or modify reminder configurations.
External Users
Can view reminder notifications as Conversation Notifications inside the record conversation window for records they have access to. If enabled by the admin, they can disable reminders for individual records. They cannot configure or edit reminder settings.
Reminders do not trigger at an exact minute or second. They are evaluated within a scheduler cycle (currently every 10 minutes), so minor delays may occur.
For reminders based on Due Date, the due date is evaluated at 12:00 AM (midnight) UTC, which may differ slightly from your local time.
You can disable reminders for a record only if the admin has enabled this option for the process.
See only the form fields relevant to your role or stage of the process, based on rules set by the admin.
Each entry you add is recorded and shown in the conversation view after submission, giving your team traceability and accountability.
Step 1: Identify Form field in your checklist
When working on a checklist, form fields will appear as collapsible sections (e.g., Fill Form, Upload Log, etc.).
You’ll see the form name and its components like upload, text, date, etc.
If no entries are added yet, you’ll see options like + Attach File or + Add Rich Text.
Step 2: Add a new Form entry
Click on the collapsed form section to expand it.
Fill in the form fields based on what's required.
Fields may be conditionally shown, mandatory, or disabled depending on your record’s context.
Click Add Fill Form if you need to enter another instance.
Example: In a product inspection checklist, you may need to upload three inspection images and describe them individually using three form entries.
Once submitted, each form entry appears inside the My Inbox conversation view.
You and your team can see who added what, and when.
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
Role
Permissions
Admin
Create form templates, add forms to checklists, configure conditions (visibility, mandatory, disable), edit and delete any form entry.
Org Member
View and fill forms in records where they are participants, add multiple entries, edit fields if not restricted, view form data in conversations.
External User
View forms and submitted entries if added to the record as a participant; cannot create, edit, or configure forms.
Note: You cannot create or configure form templates, but you can fully interact with them when assigned.
Feature ID: FU-1046
Document Version: 2.0
Date: 10-10-2025
The SharePoint integration in Unifize allows you to link and work with files from your Microsoft 365 SharePoint or OneDrive account—directly within checklist fields. This means you can access the most up-to-date documents, collaborate in real time, and avoid uploading duplicates—all without leaving Unifize.
Once your admin has enabled the integration and configured it for your process, you can:
Attach files from SharePoint or OneDrive: Use the Attach file button in a checklist field to select a document stored in SharePoint or OneDrive. This links the live document, avoiding version mismatches.
Open files in Microsoft 365 browser: Open attached files in Word, Excel, or PowerPoint directly in your browser to review or co-edit (if permission is granted).
Work with files created via Unifize: If your admin enables the feature, you’ll see options to create a new Word, Excel, or PowerPoint file—stored in SharePoint and added directly to your checklist.
Collaborate seamlessly: All updates to linked SharePoint files are reflected instantly in the checklist field and shared with other record participants.
To get started with using SharePoint:
Go to the My Inbox section
Open a record and go to the checklist.
In a file-upload checklist field, click Attach file.
Choose Add from SharePoint/OneDrive
If enabled: You may see options like Create Word document, Create Excel file, etc. Choose one → give it a name → the file is created in SharePoint and linked in the checklist.
Here’s how this integration improves your experience:
Eliminates redundant uploads: No need to download from SharePoint and re-upload to Unifize. Simply link the original.
Always up to date: You’re always looking at the latest version of the file—no manual sync required.
Collaborate where work happens: Keep conversations, context, and documents in one place, without toggling between tools.
If you do not have permission to view or edit a file, you’ll see an option to request access from the file’s owner in SharePoint.
File locking: Features like file locking are not automatically applied to the files during a revision process. Currently, there's a limitation of applying file locking only to the original file and not its revision files.
Usage of personal SharePoint or OneDrive: It's not recommended to use personal SharePoint or OneDrive while interacting with the SharePoint feature as roles and permissions can vary a lot among SharePoint and OneDrive
Microsoft access issue: If an external user is trying to edit a SharePoint file on Unifize platform and their browser already has Microsoft account logged in with some other email ID than the one they used for their Unifize account, they will face access issues. This is because the edit page on the Unifize platform will try to open with the logged in account.
Feature ID: FU-1084
Document Version: 3.0
Date: 03-12-2025
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.
AI is available as a checklist field that your admin configures for specific processes.
AI reads from configured input fields on the same record and produces suggestions for configured output fields.
AI Suggestions appear in the Conversation panel in a structured table for review.
If your admin has enabled auto-fill for the AI field, AI writes values directly to the checklist for that field, and the “Add to Checklist” button is not shown for those AI entries.
If auto-fill is off, you review suggestions and add them to the checklist individually for some fields, or fill all the fields at once.
When auto-fill is on, linked-record generation from AI output fields is disabled.
Go to My Inbox or any process record that includes an AI field in the checklist. Open the record you want to work on.
Fill the input fields that your organization has configured for the AI field to take information from. This can be either a Text field, a Date field, a Number field File Upload a Linked Record field, or a Picklist field.
Click the AI field’s action button (label varies by configuration) to have AI read inputs and prepare outputs for the configured fields.
Based on your admin configuration, there are two ways you can fill the AI suggestions:
A) Review first (auto-fill off)
Review the suggestions shown in the Conversation panel.
Add results to the checklist by selecting rows and clicking Add to Checklist, or use Fill all AI suggestions to apply all at once.
B) Write directly (auto-fill on)
AI writes values directly to the checklist for that field; the Add to Checklist action is not shown for those AI entries.
Refresh the record to view the updated checklist values.
You can edit AI-filled fields directly in the checklist. If information changes, update the inputs and run the AI action again to refresh results.
It’s important to note that the AI checklist field will appear to the end user according to the Default state selected by the admin. The AI checklist field may either be hidden or Disabled until the qualifier defined in the condition by your admin 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.
AI-generated suggestions and resulting entries are stored in the Conversation panel of the record for traceability. After you add (or the system writes) values to the checklist, they are saved like any other checklist data.
Review suggestions before adding them (when auto-fill is off).
Prepare clear, complete inputs (and upload relevant files) so AI can map to correct outputs.
Use exact option labels for picklists and Linked Record fields for the AI to provide proper suggestions.
The AI checklist field won’t be able to provide suggestions and fill certain field types. These include Approval, File Upload, Form, PDF, Revision, User, Sections, and Subsection.
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.
When Auto-fill is enabled in the AI checklist settings, linked-record generation for output fields is disabled.
The User field in Unifize lets you assign one or more users to a specific process step directly from a checklist. This can be used to define roles like reviewers, approvers, or collaborators and is especially useful in workflows that involve handoffs, reviews, or clear ownership responsibilities.
You’ll typically see this field labeled something like “Owner,” “Assignee,” or “Approver” within a checklist.
When the User Field has been added by an admin:
You’ll see a “+ Add User” button inside the checklist.
Click the field to:
Search users by name
View email IDs to ensure you're assigning the right person
Select one or multiple users (if allowed)
Once selected, the user's name appears in the checklist.
The action is also automatically recorded in the My Inbox conversation window, making it visible to other collaborators.
If you remove a user, the conversation update is also removed.
If you change a user, the system updates the name in real time.
You can also add a new member, other than the existing members by clicking on the “Add new user” button and entering the member’s email ID.
The User field improves collaboration, accountability, and traceability within process workflows.
Clear assignment of responsibilities (e.g., who’s reviewing or approving)
Visibility into who is involved at each checklist stage
Real-time updates, reducing confusion or delays
Assigning an Investigator for a non-conformance (NC)
Adding an Approver in a CAPA or audit checklist
Routing tasks to specific department owners for action
Admin configures the User field in the backend checklist settings.
You can interact with it in the checklist interface.
Your selection:
The Rich Text field in Unifize allows you to enter and format detailed, multi-line responses directly within a checklist. It provides formatting tools—like bold, lists, and links—that help structure your input clearly, making it easier for reviewers and auditors to understand your entries.
This field is especially useful when writing investigation notes, summarizing actions, or documenting technical observations that require emphasis, structure, or clarity.
You will see a “Add Rich Text” button inside one of the checklist section when interacting with a checklist a Rich Text field. Clicking this opens a text editor with a formatting toolbar. You can:
Feature ID: FU-1070
Document Version: 1.0
Date: 28-11-2025
The Approval Field in Unifize allows teams to formally sign off on specific steps in a checklist using digital signatures. As a user, you may be involved in one or more stages of the approval process — whether you're requesting a signature, giving your approval, or being notified of the outcome.
All activity related to approvals is tracked and made visible in real time via My Inbox. You’ll get updates when an approval is requested, granted, rejected, or cancelled.
To ensure the approval workflow is controlled and traceable, Unifize allows checklist approval fields to require an explicit "Request Approval" action before an approver can sign off.
Remove or replace users if needed
Pushes a conversation note to the My Inbox window
Removing/replacing users updates the checklist and inbox accordingly.
Your ability to interact with the field may depend on:
Whether the field is visible to your role
Whether it is enabled or disabled in the checklist logic
Role
Permissions
Admin (for context)
Defines who can see/edit the field and whether multiple selections are allowed
Org Member
Select users, replace or remove them if the field is editable, add new users
External Member
Can view the assigned users if the checklist is shared with them
Date
Fills dates parsed from context.
—
Picklist
Selects an option when the prompt specifies the exact picklist options.
Requires explicit option names in the prompt.
Linked Record
Can fill embedded fields of linked record when explicitly instructed in the prompt.
When Auto-fill is enabled, linked-record generation for output fields is disabled.
Text / Rich Text
Based on the input field, fills the required information in these field.
—
Number
Fills numeric values.
Admin
Add and configure AI field settings, configure AI conditions, set AI field prompts and layouts.
Org Member
Run AI, review suggestions, add to checklist, and edit results where permitted. Cannot change configuration.
External User
Use or view AI outputs if shared/allowed by Admin. Cannot configure AI.
—
Description
Bold
Highlight key points in bold
Italic
Emphasize text using italics
Underline
Underline specific terms or sections
Insert link
Add clickable links to documents, resources, etc.
Bulleted list
Create unordered lists for clarity
Numbered list
Create step-by-step instructions or ordered items
Text color & highlight
Use color or highlight for visual emphasis
Rich Text gives you control over how your response is communicated. Instead of entering long, hard-to-read paragraphs, you can use formatting to break your content into logical, readable chunks.
Writing CAPA effectiveness summaries
Adding deviation justifications
Documenting test protocols
Providing investigation details
Adding follow-up notes to SOPs
Makes long responses easier to read and understand
Allows you to emphasize critical information
Helps reviewers quickly identify key points
Reduces miscommunication and formatting errors
Here’s how Rich Text fits into your checklist completion process:
The checklist will show a Rich Text field if the admin has configured one.
If the field is visible and editable, click “Add Rich Text” to open the editor.
Enter your content using formatting tools as needed.
Click “Done” to save your changes.
If the field is set to be mandatory, you must enter content before submitting the checklist.
If the field is conditionally visible or editable, it may appear or become editable only under certain record statuses or field conditions (e.g., only after a failure is logged).
Note: Some fields may be locked, hidden, or auto-required based on logic set by your admin.
Role
Permission
Org Member
Can view, add, and format content in Rich Text fields—only if the field is editable
External Member
Can interact with Rich Text fields only if made visible and editable by the admin
Admin
Not applicable for daily use—admins configure field behavior through field settings
Note: If you're unable to see or edit a Rich Text field, it might be due to checklist logic based on your role, current status of the record, or field conditions.
Function
The Microsoft file picker opens—select your file.
The file is now linked and shown in the checklist field.
Click the file to view or co-edit it in the browser.
Admin
Enable integrations, configure folder paths, manage file creation settings
Org member
Attach files from SharePoint, view/edit files based on granted permissions
External user
No access unless granted permission within Microsoft 365
Configure the Approval Field
In the checklist settings, enable the "Request approval" button within the Approval field configuration.
Approval requester action
Once the field is visible in the record, the requester (typically the record owner or assigned user) will see a "Request an Approval" button. Clicking this button sends a notification to the approver.
Conversation notification
This request appears as a message in the conversation panel under My Inbox, so the approver is immediately alerted. The Checklist activity log update will show a message like: Final approval- Approval has been requested.
For teams who want to skip the manual request step, you can configure a custom automation to trigger the approval request automatically based on specific conditions (e.g., record status, field completion). This removes the need for users to click “Request an Approval” manually.
If you're assigned as an approver, you’ll get notified in My Inbox. You can:
Approve with an optional or required comment
Reject the request (may also require a reason)
Cancel the approval (if your permissions allow it)
You may also see locked fields that cannot be edited until the approval step is complete.
a. Password-based approval
When an assigned user goes to approve or reject the document, they are prompted to enter their registered email address and Unifize password to approve or reject the item.
Who can use it- Users with standard Unifize login and password or non-SSO users.
b. OTP-based approval
When an assigned user goes to approve or reject a document, they will be prompted to enter their email address and click "Generate OTP". A one-time password is sent to their email. They must enter the OTP to complete the approval.
Who can use it- Ideal for first-time users or SSO-authenticated users who do not have a Unifize password. SSO user can go to the “Change Password” setting in the Profile section to add password. This will allow them to do approval via passwords.
At any time, you can:
Check whether an approval is pending, approved, rejected, or cancelled
See who signed it, when they did, and any comments they left
Review the full history in the Conversation Thread Conversation
Unifize delivers real-time notifications in My Inbox for all four approval lifecycle actions- a. Requesting an approval b. Actual approval process c. Revoking an approved approval d. Cancelling pending approval request.
This ensures all involved users receive immediate visibility into approvals they’re part of—whether as requesters, approvers, or participants.
If an approval has already been granted but needs to be withdrawn (e.g., due to incorrect data or process change), users with “Who can cancel” access to the record can revoke the approval by clearing the approval field.
This action is logged in the conversation thread for full traceability.
If an approval request was made by mistake or needs to be deferred, the requester can click on “Cancel an Approval” before the approver takes action.
Admin
Full control over approval field config
Org Member
Can request approvals if permitted
Assigned Approver
Can approve, reject, or cancel (if enabled)
Check My Inbox regularly to respond to new approval requests.
Leave clear comments when rejecting or approving, especially in collaborative or quality workflows.
Some checklist sections may be locked while approval is pending or after it’s completed — this is intentional to maintain record integrity.
Some fields may only appear or become active after earlier approvals are completed. These are controlled by admins.
Feature ID: FU-10117
Document Version: 2.0
Date: 24-11-2025
Every record has a Conversation window, and each Conversation has a set of Conversation Notifications, which are updates on all activity within that record. Conversation Notifications are triggered by events such as Checklist field edit, metadata changes, workflow actions, etc, and are delivered in real time.
Each entry is timestamped and author-attributed to maintain a reliable audit trail, which by default is collapsed and grouped by a sticky date separator.
Conversation notifications capture all key activity happening within a record: checklist field updates, metadata changes (status, owner/assignee, participants, dates, priority), and conversation events (messages, Conversation created, revision created).
Each notification shows the author and is timestamped. Value changes display old → new (deletes are struck through).
Audit-trail notifications are collapsed by default to reduce noise and can be expanded whenever needed.
Approvals are always expanded and show status, approver, ID, and comment.
Messages never collapse and appear inline between notifications.
Updates are grouped by date with a sticky separator while that date’s updates are in view.
Use the date separator’s control to expand/collapse all audit-trail rows for the current Conversation. The same action is available from More → Expand notifications.
Expanding/collapsing changes only your view; it does not affect other users.
Use More → Filter → Conversations to show/hide Messages, Checklist updates, Metadata updates, Deleted, and Hidden entries.
UI is black-and-white, tabular, optimized for quick scanning.
This is how end users interact with Conversation Notifications.
When you open a record, you will be able to see the Conversation with regular messages plus audit-trail notifications (checklist updates and metadata changes) grouped by date.
Messages are always open. Approval cards are always expanded (status badge, approver, ID, signature, and optional comment). All other audit entries arrive collapsed.
Users can expand/collapse all audit rows in that Conversation by clicking the
Start with expanded items. Read messages and approval cards first, then expand audit rows when deeper context is needed.
Use Filter to focus reviews (e.g., hide Messages to scan Checklist/Metadata only, or filter by a specific user).
Rely on the visual cues for viewing previous and current updates. Older data are struck through with the new data beside it.
Approvals cannot be collapsed: Approval and rejection notifications are intentionally non-collapsible to preserve audit visibility.
Global audit trail expansion: Audit trail expansion is global for the chatroom and cannot be applied on a per-date or per-notification basis.
Checklist updates show clear old → new values; file changes show file cards (removed files are struck through); form updates are grouped under the form name.
Metadata updates (status, owner/assignee, participants, dates, priority, title/description, linked records, etc.) appear as one-line summaries with author + timestamp and old → new values.
Users may see prompts asking them to complete a specific checklist field (based on your rules). They can act or dismiss; once dismissed, that prompt won’t reappear for that user for that rule.
Auto-reminders you configure show up as lightweight cards after the time window you set.
To focus their view, point users to More → Filter, where they can show/hide Messages, Checklist updates, Metadata updates, Deleted, Hidden or filter by User. Filters affect only their own view for that record.
User posts a message in the Conversation
Message card inline with timestamp and author
Forever Expanded
Checklist updates
Value added / edited / cleared
Prior content struck through + updated content
Collapsed
File Upload Checklist
File uploaded / updated
Notification saying “x (user) updated checklist Upload Assignment” + Updated files
Collapsed
Checklist File removed or deleted
File deleted or removed from checklist
If deleted: “x (user) deleted a file If removed from checklist: Strikethrough of removed file
Collapsed
AI Checklist
AI checklist field button clicked
AI suggestions shown + “Add to Checklist” button
Collapsed
Approval Checklist
Request / Approve / Reject / Cancel
Approval card: status badge, approval ID, approver name, signature (on approve), optional comment
Expanded (non-collapsible)
Metadata updates
Status/Stage change, Owner/Assignee change, Participants add/remove, Date set/cleared, Priority set/updated, Title/Description edits, Linked record add/remove, and other conversation-level fields
Single collapsed row with author + timestamp and a short summary (e.g., “Status changed: Old → New”, “Assigned <User> as owner”), following the same pattern: old → new, deletions shown with strikethrough
Collapsed
Don’t dismiss a prompt until the action is complete. It’s best to only dismiss it once your field is filled and the task is completed.
Conversation created
New Conversation is initiated
Notification saying “x (user) started this conversation.”
Collapsed
Message
