8 Advantages of Eforms

Small adjustments can lead to significant competitive advantages. Digital Workplace Services offer creative ways to find marginal gains and optimise processes. Eforms are one of these solutions.

This blog highlights the range of advantages eforms hold over their paper counterparts.

So let's shake the association of being just a data entry template and explore how eforms improve business outcomes and customer relations.

1. Improve the flow of information

How information enters, moves, and is maintained in your organisation is the foundation of productivity and performance. Eforms always take the critical path. When information is computer-readable, communication is faster, more direct, and traceable. 

The data you collect is made more relevant, current, and actionable by using eforms - supporting internal processes and improving customer relations.

2. Interface with automation

When eforms are used as the point of data entry, workflows can begin instantly. The following are just some of the tasks that can be automated when you support your processes with eforms: 

• Routing for approval.
• Notify that a workflow has progressed.
• Send reminders.
• Generate reports. 
• Create new documents.
• Update index data.
• Populate databases.

3. Increase Data Accuracy

Accurate data is actionable data. Eforms are built from the ground up with custom modules designed for efficient data collection and intuitive navigation. The following five factors contribute to data health:

• Categories. Categories are used to define the parameters of your processes. Here you set the exact information you want to collect. Grouping by content over naming convention reduces the risk of data sprawl.
• Keyword dictionaries. Responses are standardised using keyword dictionaries. This streamlines reporting and performance indicator measurements.
• Mandatory fields. Mandatory fields ensure that critical information is captured before a workflow progresses.
• Auto-populate. Eforms reference external databases like Microsoft Business Central to complete known quantities.
• Update index information. Communication with external databases works in both directions. Eforms can be used to update tables and apply this change across your records.

4. Be Sure About Security

The critical concern with sensitive information is sharing and storing securely. Eform information is isolated from unauthorised access, damage or loss. Moreover, eforms apply role-based restrictions to meet GDPR data security requirements. An eform provider with ISO27001, ISO9001, and BS10008 accreditations demonstrates a commitment to information quality and security.

5. Activate the Audit Trail

The audit trail proves that output is a product of the process. Audit trails positively impact security and privacy compliance, ensuring your documents are controlled to GDPR guidelines. Eforms track retention schedules to automate record-keeping. You are notified when data should no longer be stored. 

6. Constantly Improve Processes

The audit trail has a secondary function. In real-time, audit data generates reports to identify holdups, outliers and inefficiencies. Allowing you to make reactive decisions based on live data.

Report dashboards can be personalised to give users the insights they need to benchmark and improve performance.

7. Scale without the Cost

Processes backed by eform automation can scale independently of infrastructure. When moving to a new space, your operation can instantly be executed at new locations and managed remotely.

8. Go Green

Paper usage is the main form of office waste, and the paper industry is the 7th largest energy consumer. Eforms offset paper usage, reducing waste and your business's carbon footprint. 

Eforms play an integral part in a strategy you can employ to reduce the environmental impact of your firm.

Start your digital transformation today. 

Contact Apogee to discuss how eform automation can bring you better outcomes and improve customer relations.