DocuWare digital forms for...everything?

There are so many industries and areas within those industries that still rely on paper form filling to get things done. It generates days and days of administrative time, compromises compliance, leads to missing or inaccurate data and causes frustration through repeatedly having to answer the same questions over and over.

The solution? Replace your paper forms with digital versions.

What is a digital form?

A digital form is an online form which captures and validates information that can then be easily submitted and processed. Because it's online it can be accessed and completed from anywhere with an internet connection from most devices, such as laptops, mobile phones and tablets.

You can host the form on your website or send the link to whomever you require to complete and it's both faster and more accurate than a paper form thanks to validation and mandatory fields where needed.

What can they be used for effectively?

Well now, that is a question. Because the answer is (almost) everything. Digital forms are equally as effective in specific or niche industries and roles as they are in common business processes. The list is (almost) endless.

Allow me to demonstrate by listing just some of the forms that could be digitalised in different business processes. I've also included where they would be used internally by staff, or externally from outside the organisation.

Common/General Business Processes

Recruitment HR

• Application form (external) - view example workflow
• Interview form (internal/external) - view example workflow
• References form (external)
• Employee onboarding form (internal/external) - view example workflow
• Holiday request form (internal)
• Sick leave form (internal)
• Return to work form (internal)
• Appraisal form (internal)
• Disciplinary form (internal)

Accounting

• New supplier onboarding form (internal)
• Prompt payment request form (internal)
• Purchase requisition form (internal)
• Expense claim forms (internal)
• Mileage claim form (internal)

Sales

• Quote request form (external)
• Quote/proposal form (internal)
• New contract/deal form (internal)
• Commission claim form (internal)

Customer Service

Support ticket form (external)

When we look at industries like transport, education and care, the list gets even longer. Each of them can use the forms above, but would also benefit from replacing paper forms with digital forms in areas specific to them.

Transport Logistics

• Daily vehicle check form (internal/external)
• Bi-annual vehicle inspection form (internal/external)
• New vehicle registration (internal)

Education (Schools Nurseries)

• Child registration form (external)
• Emergency contact form (external)
• Medical information form (external)
• Permission / consent form (external)
• Feedback form (external)
• Absence notification form (external)
• Progress report form (internal)
• Incident report form (internal)

Care Industry

• Home visit report form (internal)
• Medication schedule / report form (internal)
• "Rounds" report form (internal)
• Incident report form (internal)
• Survey form (external)

Have a look at your own industry, your own business, and see where you might still be using paper forms. Look at how much time they take to complete and process. DocuWare digital forms can replace all of them - and even if youonly digitise and store your forms you will be benefit from:

• Massively improved efficiency
• Accurate, error free information
• Validated information at the point of entry
• Powerful search and retrieval
• Instant access from anywhere with an internet connection on a variety of devices
• High levels of security and controlled access
• Built in audit trails
• Improved sustainability by eliminating paper use, printing and postage

Now consider that each of these forms can be backed by an automated workflow, replacing many of the manual tasks associated with them, and coupled with a digital signature service for enhanced compliance, it should be clear just how beneficial to your business switching from paper forms to digital forms will be.