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What is eForms Processing?
Organizations and the groups within them depend on the efficient movement of information to run their businesses effectively. Inefficient business processes and the manual collection of data can lead to reduced productivity and costly delays. Because business information moves quickly, business users find that their paper trail needs to move just as rapidly. To optimize the processing of information in an enterprise, organizations need the tools to efficiently automate their existing processes and react quickly to changes in the environment. This is a primary objective of an electronic forms (eForm) processing solution.
Electronic forms (eForms) processing enables organizations to easily collect information through online forms and process the requests in accordance with defined business procedures. It eliminates the need for data entry workers keying in data from paper forms and operators no longer need to decipher handwriting.
A complete eForms solution will manage the entire lifecycle of a form and the processes involved. The objective is to ease and speed the collection of the data and automate the processing of that information. An effective solution presents users with forms that are familiar to them. It allows them to fill out and submit the information electronically. This provides better control and tracking, and accelerates the delivery and processing of higher quality information.
The iMarkup Server v5 eForms component is designed to improve and centralize the gathering and processing of form based information. It is built upon the successful iMarkup Server base providing integrated document management, workflow automation, collaboration, document imaging, and knowledge management.
Automated Forms Processing vs. eForms
There are two main types of form processing with the fundamental difference being how the data is obtained. In the first approach, sometimes referred to as "automated forms processing", the user fills in a paper form which is then later scanned and converted to a digital format. In the second approach, called eForm processing, the user fills out a form "online" in an electronic format (e.g. html, PDF). Products such as the iMarkup Server v5 support both types of forms processing; however, the intent of this white paper is to highlight the features, benefits, and advantages of the second approach: eForms processing.
What Types of Processes Benefit with eForms?
The typical global enterprise uses an average of 400 complex business forms amenable to automation. An eForms solution is not necessarily meant to introduce new forms and processes; its most important role is in its ability to handle your existing forms and processes. Any group, organization or process where data collection is involved can benefit from an eForms solution. The iMarkup Server v5 can take your existing forms, those that users are already familiar with, and allow them to be viewed and filled out electronically. This online submission occurs directly from within a user's browser.
Processes that can benefit from an electronic forms processing solution include:
Internal Company Requests or Work Orders Purchase Order Submission
Employee and HR (hiring, salary, vacation, leave requests) Expense Reports Requisition Processes Web Based Form Submissions (support, help desk, etc.)
Can you think of others? What types of forms or manual processes does your group or company use regularly?
Importance of Workflow Automation
Workflow automation is one of the most important components to an eForm system.
Electronic forms processing without workflow is simple data collection. Forms are filled in so the information can be processed, not just sit somewhere. The workflow engine that is embedded within the iMarkup Server v5 performs this processing. The handling of a completed form may involve the interaction of multiple people and external systems. It is common to route forms for a review and approval process, and after approval some action is taken.
Workflow automation enables an organization to route eForms and other requests in accordance with their defined business procedures. The iMarkup Server routes this information as part of a "workflow package" allowing multiple forms, documents, and other digital content to be included in the information being processed. This package can be routed to users for data collection, review and approval. The iMarkup Server v5 enables you to increase efficiency by combining multiple content types (e.g. eForms, documents) for a more complete automation of your complex business processes.
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