Your operations are only as good as your internal processes. As a business owner, you need to be able to manage both your business and human resources in order to ensure that your company runs efficiently.
One way to do this is by implementing a form management system.
With form management software, you can organize and simplify internal processes, manage documents from customers and employees, and reduce the possibility of human error.
In this article, we’ll explain what forms management software is, share ways it can streamline your business, and note which features to look out for to choose the best forms management solution for your operation.
What Is Forms Management Software?
Forms management software offers automation in managing and processing forms as well as data security. It can streamline your business processes, cut time spent on data entry, and reduce the potential for errors that paper forms present.
Without an automated system, you may already be familiar with how tedious and slow locating files can be. Not to mention how there’s a bigger chance of losing or damaging paper files when transferred.
That’s why implementing forms management software into your business is one of the best solutions for efficiency and security. It allows you to automate document storage and retrieval through computerized databases.
This type of software offers useful integrations (such as to Salesforce, e-mail, etc.) and can keep track of invoices, work orders, timesheets, resumes, contracts and other documents while keeping all internal or external organization organized and accurate.
You’ll also experience more control over changes to your forms through company-wide formatting, design guidelines, and updates to forms when needed.
What Industries Use Forms Management Software?
The top industries that use form management software include healthcare, retail, the financial industry, the public sector, education and media.
Systems like this can be found in hospitals, banks, retailers — it can be used in any company that needs to compile information from customers, clients or employees.
Since 2012, doForms has been making it easier for businesses of all sizes and industries to create and maintain online forms and save time while minimizing errors all in one efficient cloud-based system.
doForms allows businesses to capture and send information to and from the field via smartphones and other mobile devices. This information can be integrated into your company’s existing systems like QuickBooks, Oracle, SAP, Excel, Salesforce, etc.
Our software features a variety of customizable templates which can be used for different industries so there is no need to create separate login credentials.
Niches that use our doForms form management software include:
Commercial Real Estate Strategy and Management
JLL manages store properties across the nation. The project team was able to save many hours and resources by using doForms to inspect and record data about stores in a retailer’s network.
Community Empowerment Lαβ uses doForms to improve health for mothers and children in rural India. 200 women with no experience in technology are now able to collect data on tablets around the region.
Food and Beverage
Operating 36 Little Caesar’s stores, Magnum Foods uses doForms to capture all store conditions across its network and improve compliance for internal reporting.
DelAgua helps provide clean drinking water in crisis and rural areas. They use doForms to create, share, and manage forms in their health programs in Rwanda and India.
4 Benefits Of Using Forms Management Software
Manual document management is inefficient, prone to error, and becoming obsolete thanks to cloud-based forms management solutions.
Here are 4 key benefits of using form management software:
1. Increased efficiency and productivity
Forms management software increases efficiency and productivity by streamlining routine administrative tasks, increasing the speed of which work gets done, and reducing the risk of human error.
2. Consistent content across the board
Forms management software helps maintain and enforce consistency and regulatory compliance across your company by allowing your employees to exchange forms across departments and keep a record of changes and updates.
Some examples of documents that can greatly benefit from this feature are:
- Training Guides & Manuals
- Corporate Collateral Development & Management
- Contract Development & Management
- Corporate Memos & Announcements
- New Product Development
- Corporate Policies & Employee Guidelines
- Corporate Communication Collaterals
3. Accurate information
Manual documentation takes time and is prone to human error. It’s also difficult to update when changes need to be made.
With forms management software, you can produce forms in one-third of the time it would take to do so manually, and enjoy a 40% reduction in operating costs or more.
Using forms management software to store your data decreases the number of records that need to be organized and stored in a physical location.
No more scrambling for papers, overdue forms, and incorrect formats: Employees can fill out the appropriate forms on a mobile device and then, them electronically to the appropriate manager.
Overall, a forms management software like doForms can efficiently secure your data and do so with accuracy in an organized system.
6 Must-Have Features When Choosing A Form Management Software
Choosing the right forms management software is important to ensure that your business data is kept organized and secure.
We narrowed down six of the most valuable features your forms management software must have:
As your business expands its operations and customer base, your form management system has to have the capacity to meet your demands.
At doForms, we offer Standard, Advanced, and Premium plans to give you a completely customizable and scalable solution.
And if you worry about running out of storage, we offer unlimited storage and forms creation even at our most affordable plan at no additional cost to you.
2. Wide Compatibility
Today, smartphones and tablets double as laptops and computers with 70% of employees keeping their mobile devices within reach at work. It’s important that your forms management software displays properly and can be accessed on mobile devices.
3. Security Features
You may hesitate to trust a software solution because your company’s most sensitive data is at stake. That’s why it’s important to find a form management software that prioritizes safety like doForms.
Based on data transmission encryption and Google’s App Engine IT infrastructure security, we make sure your data is secure.
4. Customer and Product Support
It’s frustrating when you encounter problems and customer service is hard to reach.
doForms is different from other forms software because we not only support you throughout the process, we also aim to train every user to be a software expert!
Your membership comes with 1-on-1 mentoring on how to make the most of doForm’s impressive features, such as Basic Form Building to Advanced Form Building, Workflow Automation, Sync & Save, and Report Building.
5. Continuous Updates
Features such as form entry validation and custom templates are the bare minimum for software of this type.
What makes doForms a worthwhile investment is that we’re always improving and continuously adding features to improve ease and convenience.
Our features include:
- Embedded signature capture so you can sign any form electronically
- Ability to scan and print barcodes and read NFC tags to improve the way you deliver products and manage assets
- Self-documenting forms by adding GPS location and time stamps
- Start-Stop Detection with GPS tracking
- Calendar-based job scheduling
- Real-time job dispatch
- The ability to schedule repeat tasks
The goal of using a form management software solution is accurate data, efficiency, and organization. Part of this automation is being able to integrate seamlessly into your back-office software without having to manually pull up files and upload them yourself.
doForms’s Sync & Save lets you access and exchange information across a variety of different systems such as Microsoft Office, Google Suite, Salesforce, QuickBooks and SQL Server.
New partners are constantly added so that you can continue enjoying uninterrupted support now and into the future.
Key Takeaways On Forms Management Software
When you have the right forms management software, it can help streamline your business processes to speed up efficiency, data accuracy and organization.
At doForms, our mobile forms have all the must-have features for a long-term, end-to-end solution, including:
- Seamless operation across devices, computer or mobile
- Instant data collection and integration with SharePoint, Salesforce, QuickBooks, SQL Server, and more
- Scalability and customization with a plan for every business size
- Stellar product and customer support
- Feature-rich yet easy to use software that’s always improving
- Superior cybersecurity based on data transmission encryption and Google’s App Engine IT infrastructure security