User Types & Access Matrix

Mobbiz uses different user types to control which modules each person can access. Each user type has a defined access scope across Admin Space and Workspace.

Admin Space

Users with Admin, Users Manager, and BA user profiles can access the Admin space by clicking the Admin icon in the upper right corner of the screen. End users cannot see this icon.

The following sections are available within the Admin space:

Users

On the Users tab, Admins and Users Managers can manage company users — viewing, creating, editing, and deleting them.

Users List

The table displays: Name, Email, Phone, Employee ID, Profile, Status, plus any custom fields added by the Admin.

A search bar and filters (Active/Inactive, Profile) appear above the table. Click +More to add filters by custom fields (the field must have Searchable enabled).

Add / Edit User Form

Basic fields: Status (Is Active toggle), Email Address, First Name, Last Name, Phone, Employee ID, Profile (mandatory).

Custom Fields

Admins can add custom fields via the 3-dot menu → + Add custom field. Supported types include String, Number, Date, Time, Timestamp, Email, Phone, Selection, File Upload, URL, Switch, Signature, Geolocation, Reference, Look-up, and Autopopulated.

Custom Field Parameters

CRUD Operations

• Create: Click Add User, fill required fields (Profile + at least one of Email/Phone/Employee ID), click Add.
• Bulk Create/Update: 3-dot menu → Upload/Add Records → download template → fill → upload CSV.
• Edit: Click a row in the user table to open the Edit User form.
• Deactivate: Toggle the Is Active switch. Deactivated users lose login access.
• Delete: Open Edit form → click Delete → confirm. Deleted users cannot be restored via the UI.

Groups

Groups allow BAs to assign multiple users to Business Process roles at once, instead of adding users one by one.

Managing Groups

• Click + Add new group → enter name → Create.
• Select a group to view/edit its name, description, and user list.
• Add users: Click Add User → select from dropdown → Add → Save.
• Remove users: Click the delete icon next to a user → Save to confirm.
• Delete group: Click Delete. This revokes group access from all related Business Processes.

Business Processes

The Business Processes tab is the core configuration area for forms, workflows, roles, and permissions.

Creating a BP

1. Click + Add Business Process.
2. Enter a unique Name (required) and Abbreviation (1–4 chars, letters + digits, not digits-only).
3. Click Create. The General tab opens automatically.

General Tab Settings

BP Configuration Menu

Each BP has the following sections: General, Form Builder, Workflow, Roles, Permissions, Config, Standard Reference Display, Cards, SLAs, PDF Templates, Plugins, Progress Indicator, Archiving Documents, Duplicate Checker.

Form Builder

The Form Builder allows BAs to design document layouts by adding and configuring Sections and Fields. Changes must be Saved and then Published to take effect in live documents.

Change Indicators

Field Types

Workflow

The Workflow tab lets BAs configure the document lifecycle — statuses and the transitions between them.

Statuses

Every BP starts with a Draft status (cannot be deleted). BAs add additional statuses and mark them as end statuses:

• Positive end status — highlighted green (e.g., Completed, Approved)
• Negative end status — highlighted red (e.g., Rejected, Cancelled)

Dynamic Actions

Dynamic actions are buttons that transition a document from one status to another. Actions are created by clicking the cell at the intersection of the Origin and Destination statuses in the workflow table.

Roles & Permissions

Roles

BAs assign user groups to BP roles to control who can access documents. Role access levels include:

• Viewer — can only view documents
• Editor — can create, view, and edit documents
• No Access — cannot see documents

SLAs

SLAs measure how long a document remains in a specific status. Configuration options:

• Task Assigned — timer starts when the document enters the status
• Deadline — specific date/time after which the document is overdue
• Warning threshold — amber indicator before the SLA turns red
• Additional Settings — restrict counted days (e.g., weekdays only) and hours (e.g., 9am–5pm)

Data Tables

Data Tables store structured data that Business Processes can reference. They are organized in folders in the left lateral menu.

Key Features

• All field types supported (same as Form Builder fields)
• Permissions: Grant View or Edit/Add/Delete access per user or group
• Unique Records: Enforce uniqueness on one or more columns
• Group Records: Group rows by Reference column values (up to 5 levels)
• Standard Reference Display: Configure default display when this DT is used as a Reference source

Dashboards

Dashboards visualize data from BPs and Data Tables using widgets. BAs create and configure dashboards; End Users can view them.

Widget Types

Dashboard Permissions

BAs can restrict dashboard visibility to specific users, groups, or all users via the dashboard configuration menu (Edit → View Dashboard field).

Portals

Portals provide a separate, customized interface for external or client-facing users, with overridden permissions and branding.

Portal Sections

• Users — Add existing users or create portal-specific users
• Business Process Permissions — Override field/status permissions (can only restrict further, never expand)
• Configuration — Define accessible BPs and access constraints (field-based or generic)
• Customizations — Rename labels, configure navigation, set landing page, mobile icons

Plugins

Plugins extend BP behavior through external integrations, automations, and webhooks. They can be installed at the BP level or company level.

Company-Level Plugin Sections

• General — Plugin metadata, enable/disable switch, delete
• Configuration — Triggers, field mapping, webhook URLs, skip duplicate option
• Logs — Execution history with timestamps, duration, status (Started / Success / Error), and retry option

Audit Logs

Audit Logs record all system changes — who changed what, and when. Accessible by Users Managers, BAs, and BPM Managers.

Filters

• Category — Filter by area: Users, Groups, BusinessProcess, FormBuilder, Workflow, Roles, Data Table, Plugins, Automations, and more.
• Sender — Filter by one or more specific users who performed actions.

Log Entry Columns

Date/Time · Type (Add / Update / Delete) · Category · Description · Sender

End User Workspace

This guide covers how End Users access and interact with the Mobbiz Workspace — authentication, document management, field behavior, notifications, and account settings.

Authentication & Access

Login URLs

• Generic: https://cloud.mobbizapps.com/#/login
• Company subdomain: Custom URL with company branding
• Internal/Testing: https://cloud.internal.mobbizapps.com/#/login

Login Credentials

Users log in with: Email address, Phone number, or Employee ID — plus their Password.

Password Recovery

1. Click Forgot Password? on the login screen.
2. Enter your email address and click Submit.
3. A reset link is sent from no-reply@mobbizapps.com.
4. Click the link — your old password becomes invalid and you must set a new one.

Session & Security

• Users are automatically logged out after 60 minutes of inactivity.
• Mobbiz supports SSO (Okta, Keycloak) via a plugin-based framework.
• Custom login branding (logo, theme colors) is configured by Admins via Company Settings → Company Colors.

New Document

End Users with edit rights on the Draft status of a BP can create new documents.

Two Ways to Create a Document

• Upper navigation: Click the New button → select a Business Process → blank form opens.
• Lateral menu: Click the (+) button next to a Business Process name.

Form Actions

• Save (Static action) — saves the document without changing its status.
• Assign — assigns the document to another user.
• Dynamic actions — transition the document to the next status (buttons configured in the Workflow).

Bulk Document Creation

Users can upload multiple records at once via 3-dot menu → Upload/Add Records. Download a template, fill it in, save as CSV, and upload.

Delete Draft Documents

Draft documents can be deleted by users with the appropriate rights. Once a document moves past Draft status, deletion may be restricted based on Workflow configuration.

Lateral Menu

The left-side lateral menu provides navigation to all Business Processes the user has access to, as well as Data Tables and other workspace items.

• Click a BP name to view its document list.
• Click (+) next to a BP name to create a new document directly.
• The menu can be collapsed to maximize the main workspace area.
• Portal admins can customize which items appear and their order via Portal Customizations.

Tasks & Documents

The Tasks page shows documents assigned to or actionable by the current user. The Documents page shows all documents the user has access to across Business Processes.

SLA Status Indicators

• 🟢 Green — within SLA time limit
• 🟡 Amber — warning threshold exceeded
• 🔴 Red — overdue (SLA exceeded)

Views

Users can switch between different view configurations (columns, filters, grouping) as configured by BAs. Views can be saved and reused.

Archived Documents

Archived documents are excluded from the main document list. To view them, apply the Workflow state filter on the Tasks page or a quick filter on the Documents page. Archived documents show their status name on a white background with a border.

Notifications

Mobbiz generates notifications for document assignments, status transitions, and other workflow events. Notifications appear in the notification panel accessible from the top navigation bar.

• Click the notification icon to view your notification list.
• Notifications link directly to the relevant document.
• Notification rules are configured by BAs within the Business Process settings.

My Account

Users can manage their own profile via User Account (avatar) → Account Settings. Changes made here are reflected on the Admin Users page.

Account Settings Options

• Update profile information (name, phone, etc.)
• Change password
• Upload or update personal signature
• Manage notification preferences
• Switch company (if the user has access to multiple companies)
• Log out

Company Settings (Admin only)

Admins can configure company-wide settings via User Account → Company Settings, including:

• Company name, logo, and branding colors
• Login screen customization and public form buttons
• Date/time format preferences
• SSO configuration