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Customer Forms (and much more) Portal

If you have forms you would like to have processed electronically through a friendly portal and submitted directly into a review and approval workflow for eventual secure storage and management the solution is here. The Portal can go beyond forms, documents such as driver’s licenses, paystubs, etc. can be uploaded through the Portal for additional processing and secure storage in FileHold.

AIIM - The Association for Intelligent Information Management in a forms survey asked, “How much more productive do you think your administrative staff would be if their processes were work-flowed, using scanned forms (the FileHold solution also eliminates scanning) and documents, with automate data capture? ” The average was a 33% improvement with a third saying 50% or more.

The FileHold Customer Forms (and much more) Portal (CFP) is now available

With the global pandemic, organizations are reducing the number of paper documents being exchanged or even coming into their organization. Almost all organizations, of any size, have forms that need to be filled out internally and externally, such as employment applications, requests for information, medical, forms, vendor certification, compliance requests, and many more. The FileHold CFP provides a way to distribute and process these forms electronically with an add-on to the existing forms extraction, document workflow, and portal capabilities in FileHold. If you are looking for such a solution, we would like to discuss how the CFP can work for you.

The CFP takes advantage of the powerful document management features in FileHold to give organizations a streamlined way to download and submit documents.

  • Document categorization. When a document is submitted through the CFP, it is automatically categorized by document type and tagged with the submitter’s identity.
  • Electronic forms extraction. The ability of FileHold to extract information from PDF forms means that metadata is added as soon as the document arrives at the FileHold library.
  • Auto-filing. Using the document categories and metadata, CFP documents are automatically filed in the right place, making them instantly accessible to your team.
  • Subscriptions and notifications. FileHold lets users subscribe to folders to ensure they will be notified when new documents arrive via the CFP into the library.
  • Workflow. Incorporate workflow by automatically routing incoming documents via the CFP through review and approval processes. Ensure documents are acted on as soon as they arrive by using powerful workflow engine in FileHold.

How FileHold CFP Works

The FileHold CFP is designed with flexibility in mind and can be customized to suit your organization’s needs. For instance, do you want users to register for the CFP so only authorized users can download and upload documents? Or do you want anyone to download, but only registered users to upload? Or can anyone do both? These types of configurations can ensure the FileHold CFP exceeds your expectations for a paperless form retrieval and submission portal.

The portal may be embedded as part of a corporate website inside an iframe. This allows for the integration with any website development platform, such as WordPress or Drupal. The portal can have a responsive design, meaning it will work across various devices, screen sizes, and orientation. Elements of the portal such as fonts and colors can be customized to fit your corporate branding. 

Here is an example of the home page:

CFP home page

 

Once a user has been registered for portal use, they can log in securely. Here is an example of the login screen:

CFP login screen

From drop-down lists sorted by topic, forms can be viewed, downloaded, filled out, and submitted back to the portal. This can be accomplished anonymously or as a registered user. 

The following is an example of viewing a form in the CFP:

Viewing a form in the CFP

Forms can be submitted anonymously or via a registered user account. Once the forms are uploaded into FileHold, information on the form is extracted automatically via the FileHold forms extraction tool.  Information such as name, address, date, and so on are captured as metadata, and a workflow can be initiated. Once the workflow is in progress, the form can be reviewed, approved, or sent for a digital signature with Adobe Acrobat Sign. Registered users can have their own “workspace” in the portal. They may be able to view their previously submitted documents and their status, download forms, upload forms and documents, and manage their account.

The example below is a registered user submitting documents to the portal:

CFP registered user submitting forms

CFP Requirements Information

The FileHold CFP is a web-based solution that has been created to automate electronic processing of forms. While the FileHold CFP is an off-the-shelf product solution, customers must be able to support the requirements for the implementation. The purpose of this section is to introduce responsibilities of FileHold and the customer. It presumes that the FileHold server is already installed.

  • FileHold can extract the information from a PDF form submitted via the CFP into the metadata of a document. It is the responsibility of the customer to develop and maintain their own PDF forms or documents for the CFP.
  • The workflow module is optional but highly recommended to maximize the productivity of forms processing. This allows the forms to move through a review and/or approval process once forms have been submitted through the portal. Different workflow processes can occur depending on the type of form.
  • Since the CFP sits inside a website via an iframe, the creation of web pages, online help, and maintenance of the CFP is the responsibility of the customer. An experienced web designer is needed by a customer for the portal implementation.
  • The FileHold Training and Professional teams can assist customers in setting up FileHold for use with the CFP. In addition to having a good working knowledge of PDF forms and extraction rules, knowledge of creating schemas, metadata fields, saved searches, and auto-filing are required. These topics are fully documented on the FileHold website knowledge base (KB) and are taught in the FileHold training sessions. Training is also provided on how to use the CFP and how to manage CFP registered users.

Deployment Responsibilities

The table below outlines the responsibilities for setting up the CFP. Most of the items in the table below that are assigned to the customer can get assistance, if needed, from FileHold.

Description

Responsible

(M)andatory/(O)ptional

Install and configure CFP

FileHold and customer

M

Create PDF forms

Customer

M

Create schemas and metadata fields for forms

Customer

M

Create extraction rules for forms

Customer

M

Create workflow templates for forms submitted through the portal

Customer

O

Set up alerts on folders for forms submitted through the portal

Customer

O

Create auto-filing templates for forms submitted through the portal

Customer

M

Create schema and metadata fields for registered portal user accounts

Customer

M

Create workflow templates for new users registering through the portal

Customer

O

Set up alerts on folders for forms new users registering through the portal

Customer

O

Create auto-filing templates for new users registering through the portal

Customer

M

Create quick searches for form retrieval in the CFP

Customer

M

Modify/create website for CFP to be displayed in an iframe

Customer

M

Create webpages for four landing pages for CFP (URL call-backs)

Customer

M

Create online help documentation pages for CFP

Customer

M

Customize the CFP for font, date/time format, and colour

Customer

O

Customize the messages for the CFP

Customer

O

Maintain registered portal user accounts (enabling/disabling accounts, modifying user info, etc.)

Customer

M

Create and perform test cases to test the CFP and FileHold functionality

Customer

M

CFP Architecture

The following is a simple diagram of the CFP architecture.

CSP high level architecture diagram

FileHold CFP FAQs

  1. Will I need a FileHold license for every CFP user?
  • No, you can have as many registered users as you’d like for the CFP. When the user registers for the CFP, a user account is created that can be managed by internal FileHold users. Once the account is enabled, the CFP user can log into the portal.  Anyone who needs to administrate the CFP or have access to the submitted documents will need to be a FileHold user.
  1. What kind of documents can users download from the CFP?
  • Documents in the CFP are shared from your FileHold repository, so CFP users can download any document that your organization needs to share. The CFP was designed to allow non-FileHold users to download forms and standardized documents, fill them out, and submit them back.  Only PDF forms are supported for metadata extraction.
  1. Can users complete forms in the CFP?
  • Not at this time but it is on the CFP roadmap. For now, documents in the CFP are meant to be downloaded locally, filled out, and submitted back.
  1. I’m interested in a certain function for a document portal that I’ve not seen here. How can I get more information?
  • Please contact us at [email protected] and we will reach out to review your particular needs and show how our software can help.

Are you looking to streamline your forms processes by putting them online for your customers, vendors, partners or employees to complete for eventual entry into a document management system? To learn more about the future of FileHold and the Forms Portal contact [email protected]