Do you wish you could get out from under the growing pile of paperwork on your desk? Do you want to improve your systems and workflows to better manage your business? Did you know that going paperless can help you do all that? It’s time to Formitize your paperwork.
Now you can build mobile forms that are both user-friendly and easy to fill out. Powerful, fully integrated workflow solutions can be triggered manually or automatically based on answers in the form or more.
Once your Form is built, you can trigger different Workflow “Actions” automatically or manually using some or all of the information collected in the Form including:
· Sending an email
· Sending a PDF (fully customizable)
· Inserting a Database Record
· Updating a Database Record
· Emailing an XML
· Posting an XML
· Or utilizing the Integration and API tools
· Status Set
· Status Updated
Here are some of the amazing features of Workflow Actions and Events:
1. Customize Email Subjects and PDF Report Names
You can customize the naming of both the Email Subject and the PDF Reports generated utilizing any field names from your form such as Date, Customer Name and Location to enable easy search and identification.
2. Set Status / Require Status
Different Reports and Actions can be triggered based on the Status of the Submitted Form.
The Status of the form can also be automatically set based on answers given in the form. In the same way, a certain Status may be required in order to generate an Action.
For example, a Purchase Order Form can be completed in the Field. If the order value is over $500, an action triggers an automated email to the Financial Controller to review the Purchase Order request with an option to authorize. On authorizing, the Status changes from PO Pending to PO Approved and the field user receives notification that they can proceed with the Purchase.
3. Adding Resource Documents to PDF Reports
You can assign a document from your Resource Folders to be automatically attached to a PDF Report on dispatch. So for example, if you need different Terms & Conditions attached to your PDF Report based on answers provided in the Form (such as Customer Type) this can be achieved.
Another example of this application is if you want your Sales Catalogue to be added to each PDF Report for all New Customers only, this can also be achieved using this feature.
4. Customizing Email From Name & Address
The Emails being automatically dispatched can have both the Email From Name and Email From Address customized based on criteria. For example a Sales Order can come from ABC Sales (Sales@abc.com) while a Quality Report can come from ABC Human Resources (firstname.lastname@example.org)
5. Delay Dispatch Feature
You can set and stagger the dispatch timing of automated emails being sent automatically using the Delay feature.
6. Timed Status Change
You can enable the form status to change after a prescribed period of time. For example if a Form Review has not occurred within a certain time frame, the status can automatically change to “Review Overdue” for example and an additional email reminder communicated.
7. “Send To” Feature
You can set up Actions such as emails to be sent automatically based on the form criteria and you can send emails to different parties based on form answers. For example, if a Safety Risk is identified as part of a Property Inspection – the Customer will receive the Inspection Report, the Sales Manager receives a summary of the order value and additionally, the Safety Manager receives a separate report based on the safety risk identified.
Our workflows and events features can change the way you do business with these amazing features that come built into the paperless solution. Can we help you get your paperwork formitized?