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6. Core Features and Functionalities

Each feature explained below is designed to make SmartOfficeNXT a robust and user-friendly workflow automation platform. You'll find a brief description, usage steps, and tips where applicable.

6.1 Form Designer​

Description: Create customizable forms using a no-code drag-and-drop designer. Add fields, tabs, validation, permissions, and logic to fit your business needs.

Step-by-step usage:

  1. Go to Create Form in the sidebar.
  2. Add fields, configure visibility and data types to design new form based on the requirement.
  3. Add advanced sections/tabs for better structure.
  4. Save and Publish.

Form Designer

Form Designer – drag-and-drop interface for creating a new form.

6.2 Configurable Workflows with Condition-Based Logic​

Description: Create dynamic workflows for forms with condition-based routing. Assign stages to users, teams, or roles.

Step-by-step usage:

  1. Click Create Workflow for any form.
  2. Add workflow stages (creator, reviewer, approver).
  3. Define routing conditions based on form fields.
  4. Add SLA settings and configure notifications.
  5. Save the workflow.

Tips & Notes:

  • Reuse workflows across forms where applicable.

Config workflow

Workflow Builder – adding stages and defining conditions.

6.3 Domain-Based Data Security​

Description: Forms and workflows are securely restricted to users from the same domain (e.g., CompanyA.com vs CompanyB.com), ensuring data isolation and confidentiality in a multi-tenant SaaS environment.

Usage:

  • The system automatically identifies the user's domain based on their login email ID.
  • Users can only view, access, and act on forms and data associated with their domain.
  • No manual domain configuration is required by the admin.

Tips & Notes:

  • Enables secure multi-tenancy without admin overhead.
  • Ensures that data visibility and access remain isolated and compliant with organizational boundaries.

Domain

The top-right corner highlights the domain of the logged-in user.

6.4 Internal Communication Channel​

Description: A built-in chat interface is available for each request, allowing users to communicate and collaborate in real time without switching to external platforms like email or Teams.

Usage:

  1. Open a request from the dashboard or My Requests section.
  2. Navigate to the Communication Channel tab within the request.
  3. Chat with stakeholders involved in the process.
  4. Mention users, attach files, and maintain context-aware discussions.

Tips & Notes:

  • All chats are recorded within the request for audit and traceability.
  • Ideal for streamlining decision-making and reducing external communication dependency.

communication channel

Internal Communication Channel

6.5 Email Notifications​

Description: Automated emails are triggered at different workflow events like request creation, approval, rejection, or SLA breaches.

Usage:

  • Configure email templates under Workflow Notifications.
  • Emails will be sent to participants at each stage/updates.

Email

Email Notifications for Updates

6.6 Graphical Workflow Representation​

Description: Displays each form's workflow as a flowchart. Helps users understand the approval path and next stages.

Usage:

  1. Click on Workflow Preview in any form.
  2. View the process stages in graphical format.

Graph

Graphical Workflow Representation

6.7 Teams Channel Integration​

Description: Integrate SmartOfficeNXT with Microsoft Teams to receive workflow alerts.

Usage:

  • Users get alerts in Teams and can approve/reject inside the Teams channel.

Teams

Teams Notifications

6.8 Export to Excel​

Description: Download reports and form responses in Excel format for offline analysis or audits.

Usage:

  1. Go to Generate Reports.
  2. Apply filters.
  3. Click Export to Excel.

Export to Excel

Download Filtered Excel Reports

6.9 Timesheet Control​

Description: SmartOfficeNXT provides a configurable Timesheet Control within the Form Designer. This allows users to embed timesheet tracking into any form based on business requirements, rather than being limited to a standalone timesheet form.

Usage:

  1. While designing a form, drag and drop the Timesheet Control into the layout.
  2. Configure the control to capture task details, work hours, or other required fields.
  3. Publish the form to make the timesheet feature available to end-users.

Timesheet

Timesheet Control - Highlighted bottom right.

Timesheet Data Export:

  • Timesheet entries are linked to the form where the control was added.
  • Data export can be performed from the respective form’s dashboard.
  • Apply filters as needed, then download the data for reporting or audits.

Timesheetreports

Timesheet - Data export available in the Timesheet Dashboard.

6.10 SLA Configuration​

Description: Define response times per workflow stage. SLAs trigger alerts and highlight delays.

Usage:

  1. In workflow design, set SLA time for each form.
  2. Configure escalation actions or notifications on SLA breach.

SLA

SLA Configuration

SLA Config

Configure SLA

6.11 Reusable Existing Workflows​

Description: Save time by cloning or assigning already created workflows to new forms.

Usage:

  1. After selecting a created form in Configure Workflow, if no workflow exists, the system prompts the user to choose an existing template if required.
  2. Choose a workflow and link it to the new form.

Reusable WF

Reusable Existing Workflows