Your organization has already committed to reducing your reliance on paper in many of your business processes through your ECM. Did you know that web forms can take that a step further? There are plenty of reasons to utilize web forms. Cost savings, increased efficiency, and less reliance on paper being just a few. Many organizations don’t realize just how many existing processes can be transformed by adding in web forms.
Through a custom web forms integration from PiF Technologies, you can take advantage of many features like a drag and drop forms builder, automatic data population, permission-based security, and automated email alerts. A crucial part of web forms is that they allow for wet signatures, meaning that any form filled out is complete and compliant.
You may not be sure exactly how web forms can be utilized in your organization, and trust us, there are plenty of ways! We’ve given you an overview of the top 6 uses for web forms that our customers have utilized.
The time from when a new hire signs their offer letter to their first week is crucial for an organization to make a good impression on their new employee. Forms such as I-9, W-4, WOTC, 401K, Direct Deposit, and Benefits Elections can easily turn in to stacks of paperwork. These forms also require new hires to write out the same basic information over and over again.
Online forms simplify the process and eliminate redundancy. Once data is entered once, the workflow remembers it and auto-fills the remaining forms. Each form gets filled out quicker and there is less margin for error. Also, employees simply e-sign their document, meaning no printing, signing, and scanning necessary.
Timesheets/Time Off Requests
Processing and managing timesheets and time off requests is a heavy lift for human resources. It’s not uncommon for paper timesheets and time off requests to go missing or for data to be entered incorrectly. Web forms allow for your employees to quickly fill out their timesheets as well as submit time off requests to their managers for approval.
If your organization requires employees, vendors, or clients to sign any sort of contract, you understand the frustration that comes with trying to get a signature. This becomes increasingly difficult if you are sending contracts outside your physical office. Using web forms makes it simple to send contracts to the right people to review, and with wet signatures, they can sign them from their computer, tablet, or even mobile device, no printing and scanning required.
When your employees submit expense reports, they typically have two choices, scan their invoices and receipts and email them in bulk to accounting, or staple together the physical documents and drop them off in person. Both processes aren’t organized, and there’s a high likelihood for documents to get lost or entered incorrectly. Web forms can eliminate the disorganization of paper expense reporting and can help track employee submissions.
Purchase Orders/Proof of Delivery
If you operate in the manufacturing or distribution space, you likely have countless orders placed weekly. Typically the existing process requires new documents for each step, the purchase order, the picking ticket, verification documents, delivery slip, proof of delivery, and other documentation. Web forms can not only make the order process easier for customers, but it can also help move along your workflow and reduce the number of physical documents attached to each order. Proof of delivery tickets are digital and able to be updated instantly with wet signature verification.
Many nonprofits and healthcare organizations have antiquated patient onboarding processes. Stacks of paper forms are required for patients or caretakers to complete and for your organization to track. Additionally, crucial patient records are left disorganized, which can not only be a point of frustration for your employees, but it can also lead to legal issues. Web forms can solve that. A custom patient onboarding workflow connects directly to your ECM. Meaning you can quickly onboard patients and easily track them.
These are just a small sample of the uses for web forms for your organization. At PiF we create custom form workflows of all sizes and types for a variety of industries and purposes. Think your organization would benefit from migrating from paper-based forms to web forms but aren’t sure how? Give us a call at 888.934.4443 or email email@example.com and we’ll see how your current business processes can benefit.