5 Reasons to Stop Filling Out Forms by HandGo Paperless by Automating Your Key Document Processes

2

Your Presenters

Richard SchoenDirector of Document Management Technologies

Greg SchmidtSenior Technical Solutions Consultant

Agenda

• HelpSystems overview

• Top problems solved by paperless forms

• WebForms overview

• Demo

• Q&A

4

HelpSystems Family of Brands

Document Management Solution Overview

6

Document Management Solution Overview

7

Document Management Solution Overview

8

Document Management Solution Overview

Forms Management

Input Forms—Capturing Data (WebForms)• Turn any paper-based form into an online form

• Validate data as it’s entered. No re-keying.

• Capture signatures on forms

• Merge data with fillable PDFs for pixel perfect output

• Store in WebDocs if form needs to be preserved

Output Forms—Generating Business Output (iForms)• Generate form document output as PDF, TIFF, Excel, CSV, etc.

• Use spool files, text files, XML, and/or database for source data

• Create individual documents or document packets

• Print, email, and file automatically to network folder, SharePoint, or WebDocs

iFormsWebForms

Problem: Filling Out Paper Forms

Typical manual form filling process:• Fill out forms by hand

• Manually file or scan forms

• Re-key data to systems

• Possibly re-key to more than one system

• Time-consuming

• Inefficient

Problem: Form Accuracy and Validation

Typical manual form validation process:• User completes form by hand

• Form is manually reviewed

• Did the end user fill in all required forms?

• Is data entry valid?

• Do all of the columns add up?

• Were all errors caught while filling out the form?

Problem: Forms Need To Be Approved

Typical manual approval process:• Fill out forms by hand

• Walk to each approver’s office or email

individual approvers

• Each approver signs document

• Document gets filed or scanned

• Product is ordered, time-off requested,

expense report approved, etc.

Problem: Where Does The Form Data Go?

Typical manual form data entry process:• Fill out forms by hand

• Email or send paper form to department

• Department may print paper for keying

• Possibly one or more business systems

need data entry

• Keying errors may occur

• If data is not keyed into system, it’s not actionable

Problem: Filing the Forms

Typical manual form filing process:• Fill out forms by hand

• Document is printed and maybe scanned

• Document is filed into filing cabinet

• Forms might be lost when removed from storage

• Storage takes up valuable real-estate

• Takes time to retrieve documents when needed

What are Paperless Forms?

Paperless forms are forms that can:• Be filled out via a web browser

• Validate data entry

• Integrate to back-end system databases and apps

• Capture electronic signatures

• Create pixel-perfect output as PDF or for printing

• Be automatically filed

What is WebForms?

• Software for capturing form data via any web browser

• Any paper form can be turned into an online form

• Data can be read from or written to any database

• Data can be output to fillable PDF forms as needed

• Forms managed using WebDocs Forms Management

• Supports electronic signatures and authentication

• Supports IBM i and Windows platforms

Form Capture Scenarios

Typical form capture scenarios• Use a web form to capture data and update a database

• Pre-populate form and send out URL links to complete form

• Pre-populate form with data based on an order, invoice, work order, or job number, and then complete form

• Fill out new form, such as a business application, where data is simply captured and routed to the appropriate person

• Fill out new form and store in WebDocs for form management and version control

• Pre-populate and store new form in a temporary directory on the WebForms server where it can be opened, completed, and submitted

Devices That Can Use WebForms

• Windows desktop, laptop, or tablet• Linux or Mac desktop, laptop, or tablet• iOS device (iPhone or iPad)• Android device (phones, tablets)• Windows 7, 8, or 10 devices

Customer Stories

Customer Story

Illinois Fair Plan• Not-for-profit insurance association that provides basic

and affordable property insurance to residents of Illinois• Uses WebForms for:

– Complex insurance forms and applications

Kimray• Manufacturer of control equipment used extensively

in oil and gas production in North America and around the globe

• Uses WebForms for:

– HR onboarding and creation of HR documents

Demo Time

Questions and AnswersPlease enter your questions in the chat log.

22

Thank You for Attending

For More Information:

2016 HelpSystems User Conferencehttp://www.helpsystems.com/shiftit

Website:http://www.helpsystems.com/rjs

Telephone:Sales: 800-328-1000

Support: +1 952-933-0609

Technical Experts:richard.schoen@helpsystems.comgreg.schmidt@helpsystems.com