Electronic forms accelerate data collection and automate the flow of information in many areas, from HR to quality management. Find out how to get the most out of DocuWare forms and which functions offer particularly high added value.
Contents:
- Flexibility in digitizing forms
- Feature highlights for maximum accuracy and efficiency
- Application possibilities in day-to-day business
- Integration with third-party systems for even greater efficiency
Flexibility in digitizing forms
With DocuWare's integrated form management, you can create electronic forms simply by dragging and dropping. Use various elements such as text fields, checkboxes, drop-down lists, multiple-choice questions, calendar entries, file uploads or tables to capture information accurately and securely. The collected data can be used as index values for analysis or to trigger workflows. Each submitted form is saved as a searchable PDF in the archive. Each submitted form is saved as a searchable PDF in the file cabinet. Attachments uploaded with the form are appended to the PDF in their original format and are also fully text-indexed.
Create an online purchase requisition form using the drag-and-drop editor
Feature highlights for maximum accuracy and efficiency
DocuWare forms offer numerous functions for precise and efficient data capture. Here are some of the most important:
- If-then conditions: Design your forms intelligently by adapting the behavior of a field based on inputs in other fields, for example, the answer "Yes" triggers different fields than the answer "No".
- Automatically pre-fill fields: When you open a DocuWare form, certain data such as name or email address can be pre-populated. This ensures correct data entry and saves time and effort.
- Validate entries: Define conditions that the form uses to flag incorrect entries and prompt for corrections.
- Fill out multiple forms at once: Automatically transfer the data entered on one form to any number of other forms.
- Use data masks: Format input fields to accept only certain types of data, such as telephone numbers, IBANs, or email addresses.
- Automatically enhance data: Create form templates as editable PDFs to fill in the empty fields later as part of a workflow.
Application possibilities in day-to-day business
Electronic forms can be used in various ways to streamline processes in HR, sales, procurement, and quality management. Whether it’s a job application or an order, DocuWare forms can be shared flexibly via URL, accessed from anywhere – whether on a laptop, tablet or cell phone – filled out conveniently and signed immediately, if needed. Here are some concrete application examples:
HR:
- Job applications: Candidates submit their documents directly online using a DocuWare form, thereby simplifying and accelerating the application management process.
- Time off requests: Employees request vacation or other time off using an online form that automatically initiates the approval process and digitally documents absence management.
- Employee data updates: Employees enter their personal, banking, and tax information securely and efficiently through an online form and can easily submit changes.
Simply request a change of personal data using an electronic form
- Onboarding processes: The tasks involved in hiring new team members can also be organized efficiently with the help of onboarding forms. From ordering equipment such as laptops and office supplies to setting up workstations and access to IT systems, everything is structured and coordinated to ensure a smooth start.
Sales:
- Order forms: Customers place their orders using an online form that is integrated with the DocuWare system, speeding order processing.
- Customer inquiries: Customers submit requests or complaints via a form that is forwarded directly to the responsible expert and documented.
- Handover forms: Use electronic forms in the sales department to create for acceptance reports or delivery confirmations, that can be signed directly, if desired.
Purchasing:
- Purchase requisitions: Employees submit their requirements for materials and services via an online form, which is automatically forwarded to managers or the purchasing department for approval.
- Supplier selection: Suppliers can submit their offers and information using a form that structures and documents the selection process.
Quality management:
- Audit forms: Internal and external audits can be structured and documented using standardized online forms for easy tracking and analysis.
- Customer feedback: Customers provide feedback on products and services via online surveys, and the results feed directly into quality management for continuous improvement.
Integration with third-party systems for even greater efficiency
DocuWare seamlessly integrates with third-party systems, providing a wide range of options for capturing data electronically across multiple systems without the need for manual copying or pasting. DocuWare offers numerous integration options via webhooks and web services as well as the integration of iPaaS connectors. These integrations ensure that data is automatically transferred to your existing systems in real time, reducing errors and further increasing efficiency. This allows you to ensure that all relevant information is always up-to-date and consistently available across your business processes.