HelpSystems Blog

What is Forms Management?

Electronic document management today is about more than just your documents. Your forms have a vital role to play, as well.

What’s the Difference Between Forms and Documents?

You might be wondering how forms are different from documents.

Typically, forms fall under the document umbrella. They’re a type of document, typically used for gathering information from customers or vendors. What distinguishes forms from documents is fillable fields.

Practically every type of business uses forms to capture information. Hospitals use forms to collect patient intake information. Banks use forms for customer loan applications. And any business with an online presence uses forms to collect payment information.

It’s no surprise that Gartner’s recent Magic Quadrant notes that forms are an important capability for routing and processing content.

And to get the most out of your forms, you need forms management.

What is Forms Management?

Forms management is the process for managing, distributing, completing, and processing forms. Traditionally, these forms were on paper and needed to be digitized. Lately, web-based forms are being used for capturing information from customers, vendors, employees, or even business partners.

The goal of forms management today is to get better data, faster turnaround, and lower costs. Lengthy forms processing times are a no-go. Information gathered on forms should be synced with back-end applications automatically.

Another crucial element of forms management is control. Organizations want to control how information can be captured. This is typically done through requiring certain fields on a form, or providing a limited set of options that people can select from to fill out a form.

Forms management software makes the whole forms processing process go a lot smoother. But older variations of forms management software—like OmniForm—have fallen out of support. So, if you’re using one of those, it might be time to move on.

Learn more about forms management software >

Forms Management in Real Life

Forms are everywhere—hospitals, banks, every human resources (HR) department.

There are many ways that forms management systems are used in today’s business world. But there are also many ways forms management systems are misused. And that typically happens if there’s still a paper component.

Do you remember a time when paper-based forms ruined your day?

Let’s say you need to go to the passport office to renew your passport. You get there and wait in line—just to find out they’ve run out of paper forms and you can’t renew your passport that day. You’re left feeling frustrated and annoyed—how could they be out of forms?

Your customers, vendors, employees, and business partners don’t want to feel that pain.

Forms management can prevent it. And it can save your business time. After all, even a modest savings of 10-12 hours a week adds up fast.

What Should You Put on a Form?

Some web-based forms are better than others. Using the right forms technology can make the difference between adoption and rejection by your customers, vendors, employees, and business partners. And it all comes down to how the form is put together—and what you put on it.

So, what should you put on a form?

Common Form Elements

Element What it Does
Back Allows user to go back a page without losing previous entries.
Reset Form Resets all data fields on a form to a default value (can be empty).
Submit Allows user to submit form when finished.
Text Area for free-form text entry.
File or Attachment Allows users to browse their local machine or network and select a file to include with form.
Username User’s log-in name (can build rules such as minimum required length).
Password Password entry (can build in requirements such as minimum length, inclusion of uppercase or numbers, etc.). Characters entered in this field should be displayed as asterisks.
Forgot Username or Password? Allows users to follow a pre-defined procedure to retrieve their username and/or password.
Checkbox Users can select or clear a checkbox.
Radio Button Allows users to select one option from two or more choices.
Table Allows presentation of information in a table form.
List Box Users can select from a list of choices.
Drop-Down List Allows users to select from a list, using an arrow on the side of the control to see more options.

You should make your forms as easy to fill out as possible. For instance, don’t make the people filling out the form figure out what date format you want—mmddyy, mm/dd/yy, mm/dd/yyyy, dd/mm/yy, dd-mm-yyyy. Instead, let users select dates from a calendar to populate the date field. (Or, at least provide an example of what you want.)

You should also put rules in place in case of errors. After all, if a user gets an error but doesn’t know where the problem is, how will he or she fix it?

How to Collect Accurate Information on Forms

How do you know if the information you collect on a form is accurate? Data validation.

Forms management should give you the ability to validate data against a database in real-time. And the more you can validate when data is collected, the better the quality of the data in your database.

This also enables you to sync data back into the system—without manual data entry. 

Common Form Validation Tactics

Validation Tactic What it Does
Required Field Ensures that user has input an acceptable value. This might allow alpha only, numeric only, or a combination.
Compare Fields Ensures that input used in one area matches another. This control is often used when users are asked to provide their email address twice to ensure its accuracy.
Range Check Ensures values entered are within a specified range.
Custom Field Validation Allows scripts to validate input content in the field.

Capturing information is great. But what do you do with it after you capture it?

Many organizations use this information to build and assemble documents—like invoices. You don’t want bad data to go from form to invoice. And that leads to the other side of forms management—document automation.

What is Document Automation?

Document automation is the process of using data (often the same data collected on web-based forms) to create documents. It can also involve assembling supporting documents as attachments.

Many companies use document automation to create purchase orders, invoices, ship notices, and even checks. Good document automation software automatically populates data into these documents. Then, you can use workflow automation to route them for approval. It should alert you if approval isn’t received within a specified time, so you don’t need to worry about manual follow-up.

Using document automation helps companies speed up processes. And it improves customer service, because key documents—like invoices—can be referenced in an instant.

5 Quick Tips to Get Started with Forms Management and Document Automation

  1. Eliminate paper-based forms.
  2. Make your fillable forms easy to follow.
  3. Sync your web-based forms with your back-end systems.
  4. Use back-end data to prepopulate your business documents (e.g., invoices).
  5. Automate your document approval process.
Check Your Processes

Find out how well you’re doing at capturing accurate information and automating processes.