What is Rubex
Rubex by eFileCabinet is a one of a kind document management system that provides advanced intelligent organization, security, and automation tools, all on one intuitive platform.
Rubex is designed to be used by businesses of all sizes and in any industry, helping them streamline everyday processes including compliance, approvals, archiving, and file-retrieval. It’s built with ease-of-use in mind and allows users to automate their redundant tasks, so they can get back to the work that matters.
Bank-level encryption protects all shared files and transactions, so your essential forms and business documents remain protected and compliant.
What Can You Do
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Use industry-leading forms or create your current forms.
- Collect forms and signatures while auto-uploading into cabinets, drawers or folders inside Rubex.
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Capture and annotate photos, sketches and locations.
How Does It Work
Simply turn on the integration inside of naturalForms by signing into your Rubex account and selecting the location or directory (i.e. cabinet, drawer or folder) for a document that you would like the files to sync to in your Rubex account. As soon as the information is collected it is automatically synced into your Rubex account.
Getting Started
To enable the integration you will first need both Rubex and naturalForms accounts. You can find out more about Rubex on their website. Once you have both accounts, as an admin of the systems follow the steps below to connect the applications:
1. Add Forms (Templates)
A. Upload PDF Background | To add a form or what is called a template in naturalForms, start with the form design and layout which is created totally outside of naturalForms using any industry standard tool (i.e. Word, Excel, Adobe), and then save the form design as a PDF. After completing the design (look and layout) of the form and having a clean PDF, add that form into naturalForms via the Designer accessed from within the Templates page. Check our Designer overview video and for exact details follow the steps for Adding a Template.
We recommend that the form design considers the use of the tablet or phone and allows proper spacing for fields such as checkboxes or tight field spacing. We also recommend that you do not use 'scanned in' PDFs as these types of PDFs tend to be low quality and very large in file size.
B. Setup Smart Fields & Rules | To add templates to naturalForms, you will use our Designer tool which allows you to bring in the PDF background and overlay it with our proprietary digital intelligence making your custom forms smart forms. Don't worry, adding your forms is still super simple and quick to complete so your team will be filling out forms before you know it.
Once you have uploaded your PDF into the Designer, you'll simple add the field overlays to your PDF background by using what we call Field Tools. Just follow our Field Tools Overview to complete this step.
Additional intelligence such as calculations, conditional mandatory, logic and other related rules can be easily added to the template. To setup rules just follow our Rule Guides.
2. Connect the Integration
The steps are outlined below:
A. Open naturalForms Integrations | To connect the integration, access the 'Integrations' settings tab from within your naturalForms web portal.
B. Authorize Connection | Use the 'Connect with Rubex" menu item to open the sign in screen to connect the integration.
On the connection screen, enter the email and password for an admin user on Rubex.
C. Enable Template Settings | Once you have authorized the connection the list of templates you have setup in naturalForms is displayed. To enable a template to be used with Rubex, click on the settings icon to view the settings.
Using the drop-down menus, select the cabinet, drawer and/or folder to sync the document to. After selecting the directory, click Save to turn on the connection.
After clicking save, the template will auto-enable and the setting will be turned ON.
3. Start Using
Once you have enabled the integration, you are ready to start using the integrated applications.
A. Submit a Document | Using the naturalForms app, submit a document that is from the corresponding connected template.
B. Access Completed Documents | Submitted documents are automatically synced into the cabinet, drawer and/or folder per the integration settings for that specific template. To access the documents, navigate to your Rubex account and open the corresponding directory.
Common Questions:
Can I use my existing forms?
Yes. The application is specifically designed to allow customers to use any of their
custom forms. All that is required is a PDF of the form design which is used as the
template background inside of naturalForms. The naturalForms Designer enables
customers to use a simple 'drag-in-drop' tool to make smart and intelligent
documents.
Can I complete documents offline?
Yes. The application works fully offline, allowing users to capture document
information, including signatures, photos and sketches. Once the user is in an area
with a connection, the documents can be quickly batched up and submitted to
Rubex.
Is the data secure and confidential?
Absolutely! naturalForms is HIPAA certified and leverages all the leading industry
protocols and standards to ensure the data is both trusted and secure.
Are documents legal and binding?
Yes. Documents are considered legal and binding, as the technology standards
available in the market today. However, exact legality is not a responsibility of
naturalForms but should be based on the requirements of a
organizations specific legal needs.
Can I complete documents in the app and on a desktop?
Yes. Document data can be collected in the app, available for both iOS and Android
(tablets and phones)...as well as through any browser running the naturalForms
web portal.
If you have any questions please submit a support ticket.
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