Records in Unifize are the building blocks of collaboration and process management. They serve as structured containers for data, actions, and discussions related to a specific process, ensuring visibility, accountability, and traceability across teams. Whether managing quality issues, compliance tasks, or product development, records centralize all relevant information in one place.
A Record in Unifize is a structured entity that:
Stores data relevant to a specific process or event
Enables collaboration through embedded chat
Tracks changes and actions taken chronologically
Provides traceability for compliance and audits
To access records:
Navigate to My Inbox from the left-hand menu.
Use the Search Bar to find a specific record by ID, name, or related keywords.
Apply Filters to narrow down records based on status, category, or assignee.
Header: Displays record title, unique ID, status, owner, due date, and priority.
Checklist: Contains predefined steps or actions required for completion.
Conversation Thread: A chat-based window where stakeholders collaborate and the log of any activity and attachments is stored chronologically.
Click on + New from My Inbox.
Select the appropriate Record Type.
Fill in the required fields (e.g., title, description, participants).
Records can be modified by clicking on individual fields or checklist items.
Use the Conversation Thread to add comments and mention users.
Attach supporting documents directly to the record for context.
In Unifize, collaboration happens directly within a record. You can add relevant team members as participants so they can contribute to checklist items, conversations, and approvals.
Open the record you’re working on.
Click on the Participants section in the header area.
Use the search bar to find and add users from your organization.
Participants have access to all checklist items, attachments, and the conversation thread associated with that record.
Best practice: Only add users who are directly involved in the process to keep communication focused.
Each record can have a due date and a priority level to help teams focus on what’s most urgent and time-sensitive.
Click on the calendar icon in the record header to set or update the due date.
Click on the flag icon to assign a priority:
Critical
These fields are visible to all participants and appear in filters and reports, helping you manage work across multiple records effectively.
Tip: Use due dates and priorities in combination with filters or dashboards to focus on time-bound work.
Keep record titles clear and descriptive for easy searching.
Utilize checklists to define structured actions.
Engage in conversations within records instead of external communication channels.
Records in Unifize are designed to bring structured collaboration to your processes, ensuring efficiency, compliance, and visibility. By understanding and utilizing records effectively, teams can streamline workflows, enhance communication, and drive continuous improvement.
Newly added users are immediately notified and can begin contributing.
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Master the core building blocks of Unifize.
The central workspace where collaboration, tasks, and data come together.
Real-time discussions tied directly to records for full context and faster decisions.
Structured steps and fields that ensure consistency, compliance, and traceability.
A Checklist in Unifize is a structured list of actions or data fields within a record, designed to ensure consistency, accountability, and compliance in a process.
It helps teams track actions, approvals, dependencies, and critical information while maintaining full traceability across workflows.
By using checklists, organizations can streamline execution, reduce errors, and enhance collaboration.
See the detailed definition of Checklist →
Organized Action Management – Divides actions and fields into structured sections and subsections.
Customizable Fields – Supports various field types like approvals, file uploads, forms, and linked records.
Automation & Status Tracking – Tracks progress on records and triggers system notifications.
Audit-Ready History – Maintains a complete log of changes and approvals for compliance.
Real-time Collaboration – Changes to the checklist by record participants are reflected in real-time without the need for manual refreshes.
Sections – Group related checklist items (actions or fields) for better organization and clarity.
Subsections – Collapsible sub-groups within a section to further categorize activities and data points.
Text – Free-form text fields for entering information (supporting rich-text formatting like bold, italics, lists, hyperlinks, text color, and highlight color).
Number – Numeric fields for tracking quantities or measurements.
Date – Manual entry or selection using a date picker.
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
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.
Picklist – Drop-down selection for structured inputs.
The Conversations is the backbone of collaboration in Unifize. Unlike traditional systems where communication happens separately from process data, Unifize embeds conversations directly within records. This ensures that discussions, decisions, and actions remain in context, improving visibility, accountability, and efficiency.
A Conversation in Unifize is a real-time, chat-based collaboration space embedded within each record. It allows teams to:
• Discuss process updates, issues, and decisions in context.
• Maintain a chronological log of all interactions and actions.
• Tag and notify stakeholders instantly for quick responses.
• Attach files and documents directly to messages for better traceability.
• Ensure complete auditability of all conversations for compliance.
To view and interact with conversations:
Open a Record from My Inbox or search for it using the Search Bar.
The Conversations are visible by default within each record under the Header.
Start typing a message in the chat box to engage in real-time discussions.
Message Log – Displays all past messages and actions in chronological order.
Mentions and Notifications – Use @username to tag specific team members.
Attachments – Drag and drop files or click the attachment icon to upload supporting documents.
Mention users using @ to bring relevant team members into discussions.
Keep messages clear and concise for efficient communication.
Upload files directly into the chat for better context.
Refer to past messages or decisions by quoting messages.
Every action within a record (status change, approvals, comments) is logged in the conversation.
Past discussions remain visible for auditing and reference, reducing the need for external documentation.
✅ Keep conversations relevant – Discuss only process-related topics within a record.
✅ Use mentions strategically – Tag only necessary stakeholders to avoid clutter.
✅ Attach supporting documents – Ensure that all decisions are backed by relevant files.
✅ Regularly review updates – Stay informed on the latest discussions and actions within records.
The Conversations in Unifize bridges the gap between collaboration and process execution. By embedding discussions directly within records, it eliminates fragmented communication, reduces delays, and enhances accountability.
Notifications – From Unifize Automator and Assistant on updates to the checklist.