E-forms: Easy, Efficient, Cost Effective

The job of processing forms in today’s office work place is a lot like mowing your lawn. It’s an arduous but necessary task that has to get done. Whether it’s the Accounting department that regularly processes invoices and expense reports or the HR department that constantly files and manages job applications and reviews, forms are a fact of life. But having to manually process all of these forms based on paper processes can be costly and inefficient for an organization. It’s like trying to cut your lawn with a pair of scissors rather than using a high powered lawn mower.

The no-charge e-forms capability in the document management software can convert paper forms into e-forms – an electronic form that captures information. E-forms can be downloaded at anytime and filled out either online or offline. The completed e-form can then be submitted and uploaded into FileHold document management system for data extraction and storage. The entire form is stored electronically and can be put into a workflow for further review and approval such as the case with expense reports.

FileHold’s e-forms feature can be used to convert all types of documents such as invoices, expense reports, job applications, permits, requisitions, etc. by anyone using the form creation tools that come with Microsoft Word.

Aside from being easy to use and create, e-forms provide the following additional benefits to the office work place:

• Accuracy: E-forms improve the accuracy of data collected by ensuring the data type and format is correct. For example, if a person was filling out a job application and attempted to enter a letter in the social security number field, this would not be allowed. It also improves the accuracy of the metadata collected on the form when it is added to the document management system. Since the values on the e-form can be automatically extracted, this removes the level of error that comes with manual entry.

• Availability: E-forms can be made available at anytime or anywhere when there is an internet connection and / or computer available. E-forms can be placed on corporate web sites or be made accessible via the Guest Portal in the document management system.

• Automation: Using the XML Node Extraction rules in the document management system, there is no limit to the amount of information you can collect via e-forms. The data is automatically extracted from the e-form and formatted to match the schemas and metadata fields in FileHold. There is no manual entry of metadata required.

• Cost Savings: E-forms reduce user errors, decrease processing time, and eliminate the costs of printing, mailing and storing traditional forms.

• Efficiency: E-forms streamline the processing of forms such as expense reports, invoices, and registrations. After an e-form has been filled out and added to the document management system, it can then undergo a workflow process (review or approval) for further processing.

• User-friendly Microsoft Word Interface: E-forms can be filled out and submitted or added to the document management system easily using the widely-known and used Microsoft Word application. Forms can be pre-populated with data, such as in drop-down lists and date pickers, saving users valuable data entry time and ensuring consistency.

So like a high powered lawnmower that cuts and grooms your grass both quickly and effectively, FileHold’s e-forms feature automates and improves the efficiency of processing forms in the office work place.

To speak with David about e-forms, fill out our information request form or email him at [email protected].