With DocuWare Forms, global ECM specialist DocuWare is offering an ultra-efficient software for generating digital forms. Forms-based processes are significantly simplified and much more efficient.

Re-entering the same data into multiple forms is a real nuisance. With DocuWare Forms, Web forms are generated which can be accessed via URL, filled out directly in a browser, and transferred right into the document management system for storage. Proven paper forms can also be incorporated: just scan them in, define the fields and link them with the Web forms; now they are ready to be filled in with any browser. The design and formatting of the originals are preserved. And once they are filled in, forms are available at any time to any authorized user and can be incorporated into document workflows for further processing.

Typical Applications across Departments
A typical example of a Web form can be found in a company’s purchasing process. DocuWare Forms is used to first create a purchase order. Information such as supplier, description, quantity, and amount are entered into the fields and automatically stored as a purchase order document. The order is then automatically indexed using the information entered.

The purchase order can then be entered into a workflow with a click of a button, where it will pass through every station, from verification to payment – without delay. Transparency is ensured at all times.

Another example is the hiring of new employees. Usually several departments need information contained in the onboarding forms: Purchasing needs info to place an office furniture order, the IT Department sets up email and network access, Accounting allocates a company car and Payroll needs bank and insurance information.

How does it work?
Instead of making new employees fill out multiple forms, a single Web form is created that contains fields for the form templates from various departments. New hires complete the one Web form and the data is automatically transmitted into the related form templates. Frequently requested data, such as name, address and date of birth, only needs to be entered once. At the same time, certain data – such as bank details – are only transferred into the appropriate forms as needed. All linked forms are stored as individual PDF files that show the design of the template.

DocuWare forms is included as part of a DocuWare Cloud system and available as an add-on module for on-premise solutions.


 

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