5 Reasons to Stop Filling Out Forms by Hand
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Transcript of 5 Reasons to Stop Filling Out Forms by Hand
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5 Reasons to Stop Filling Out Forms by HandGo Paperless by Automating Your Key Document Processes
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Your Presenters
Richard SchoenDirector of Document Management Technologies
Greg SchmidtSenior Technical Solutions Consultant
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Agenda
• HelpSystems overview
• Top problems solved by paperless forms
• WebForms overview
• Demo
• Q&A
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HelpSystems Family of Brands
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Document Management Solution Overview
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Document Management Solution Overview
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Document Management Solution Overview
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Document Management Solution Overview
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Forms Management
Input Forms—Capturing Data (WebForms)• Turn any paper-based form into an online form
• Validate data as it’s entered. No re-keying.
• Capture signatures on forms
• Merge data with fillable PDFs for pixel perfect output
• Store in WebDocs if form needs to be preserved
Output Forms—Generating Business Output (iForms)• Generate form document output as PDF, TIFF, Excel, CSV, etc.
• Use spool files, text files, XML, and/or database for source data
• Create individual documents or document packets
• Print, email, and file automatically to network folder, SharePoint, or WebDocs
iFormsWebForms
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Problem: Filling Out Paper Forms
Typical manual form filling process:• Fill out forms by hand
• Manually file or scan forms
• Re-key data to systems
• Possibly re-key to more than one system
• Time-consuming
• Inefficient
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Problem: Form Accuracy and Validation
Typical manual form validation process:• User completes form by hand
• Form is manually reviewed
• Did the end user fill in all required forms?
• Is data entry valid?
• Do all of the columns add up?
• Were all errors caught while filling out the form?
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Problem: Forms Need To Be Approved
Typical manual approval process:• Fill out forms by hand
• Walk to each approver’s office or email
individual approvers
• Each approver signs document
• Document gets filed or scanned
• Product is ordered, time-off requested,
expense report approved, etc.
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Problem: Where Does The Form Data Go?
Typical manual form data entry process:• Fill out forms by hand
• Email or send paper form to department
• Department may print paper for keying
• Possibly one or more business systems
need data entry
• Keying errors may occur
• If data is not keyed into system, it’s not actionable
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Problem: Filing the Forms
Typical manual form filing process:• Fill out forms by hand
• Document is printed and maybe scanned
• Document is filed into filing cabinet
• Forms might be lost when removed from storage
• Storage takes up valuable real-estate
• Takes time to retrieve documents when needed
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What are Paperless Forms?
Paperless forms are forms that can:• Be filled out via a web browser
• Validate data entry
• Integrate to back-end system databases and apps
• Capture electronic signatures
• Create pixel-perfect output as PDF or for printing
• Be automatically filed
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What is WebForms?
• Software for capturing form data via any web browser
• Any paper form can be turned into an online form
• Data can be read from or written to any database
• Data can be output to fillable PDF forms as needed
• Forms managed using WebDocs Forms Management
• Supports electronic signatures and authentication
• Supports IBM i and Windows platforms
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Form Capture Scenarios
Typical form capture scenarios• Use a web form to capture data and update a database
• Pre-populate form and send out URL links to complete form
• Pre-populate form with data based on an order, invoice, work order, or job number, and then complete form
• Fill out new form, such as a business application, where data is simply captured and routed to the appropriate person
• Fill out new form and store in WebDocs for form management and version control
• Pre-populate and store new form in a temporary directory on the WebForms server where it can be opened, completed, and submitted
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Devices That Can Use WebForms
• Windows desktop, laptop, or tablet• Linux or Mac desktop, laptop, or tablet• iOS device (iPhone or iPad)• Android device (phones, tablets)• Windows 7, 8, or 10 devices
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Customer Stories
Customer Story
Illinois Fair Plan• Not-for-profit insurance association that provides basic
and affordable property insurance to residents of Illinois• Uses WebForms for:
– Complex insurance forms and applications
Kimray• Manufacturer of control equipment used extensively
in oil and gas production in North America and around the globe
• Uses WebForms for:
– HR onboarding and creation of HR documents
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Demo Time
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Questions and AnswersPlease enter your questions in the chat log.
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Thank You for Attending
For More Information:
2016 HelpSystems User Conferencehttp://www.helpsystems.com/shiftit
Website:http://www.helpsystems.com/rjs
Telephone:Sales: 800-328-1000
Support: +1 952-933-0609
Technical Experts:[email protected]@helpsystems.com