E-Form Builder Software

As soon as the information layer is complete, our clients begin to look at automating e-form based processes to assist them with process efficiency – using the Process Manager product with its flagship application InfoCapture to build the e-forms and complex workflows.

The concept of e-forms can cause confusion within Intranet software applications like Claromentis, because they are so much more powerful than the equivalent form building software that is available for public websites, for example. This article attempts to clarify this, outlining the additional functionality that form building software brings as part of an intranet process.

In general terms the e-form building software that is available in public facing websites is much simpler. Nothing unique is known about the user, so they tend to be simply tools to make forms and then send the data to some other location – normally an email address. Sometimes, although rarely, they are at least dynamic so that once one field is entered other fields change – easing the task for the user in providing data for a longer form.

This is perfectly suitable for the simple requirements of most public facing websites.

However in an intranet or extranet process, the e-form builder software must address several requirements that build on the concept of a simple form. In general terms these are:

• Building the e-form
• Designing e-form Workflows
• Allowing for complex permissions
• Building e-form Notifications
• Addressing SLAs
• Providing bespoke functionality using Plug ins
• Project based localisation
• Pushing out to the mobile world of PDAs
• Reporting Engines

Building the Form

In a process analogous to the public form building software, Process Manager allows the administrator to create an e-form that potentially consists of multiple sections, with multiple fields in each section. The e-form however is fully dynamic, with sections reloading and values changing depending on data entered in the form – without the need to refresh the browser. Forms become dynamic over time, showing and hiding sections and data as required by the needs of each intranet process.

Editing form Fields

Designing Workflows

The intranet process that is started, and indeed continued, by the e-form will allow for the most complex of workflows as the data entered into the e-form are shared with and modified by various users that are involved in the workflow. Statuses and permissions will change over time, until the workflow reaches the ultimate conclusion.

Project Workflow

Allowing for Complex Permissions

Unlike public form builders, process manager is aware of the details, permissions and authorities of all users. In this way areas of the form can be hidden, fields marked as read only to certain users, and appropriate users can be empowered to change the status of the workflow.

Permission Groups and Rights

Building Notifications

The forms built by the software will automatically alert users by email or instant messaging systems so that the process started by the form will proceed efficiently at all times, with parties fully aware of their requirements in terms of actions and reviews that need to take place.

Notifications

Addressing SLAs

Intranet form building software to model processes often require the concept of service level agreements – a timer that records the progress of the issue reported against the agreed service levels of the intranet process. In this way a high priority issue raised in a ticketing system, for example, will be flagged after a short space of time unless it is resolved or acted on as part of the process. These SLAs are fully configurable inside the form based process manager product itself.

SLA Project Properties

Plug-ins

Bespoke needs of processes are handled by intranet form building software through the concept of plug ins. In this way at any time, based on any condition – the form based workflow can execute bespoke code to address the unique requirements of any business process.

For example the plug in might write a record to a third party database, or load data from some other application that is required at a particular status.

Project based localisation

Whereas simple form based software can be adapted as needed to suit the data collection – in e-forms the entire workflow and status set up, including all descriptions – need to be fully localised to meet the demands of each separate process in the business. In this way the generic and complex e-form building software will always produce intuitive forms for each user in every process.

Pushing out to the mobile world of PDAs

In terms of an initial data collection event in a form based process, in the intranet and extranet this may well take place in the field, requiring the process to accept data from hand held devices even if there is no internet connection at that time.

Reporting Engines

Form based software in the world of process management always allow for the easy generation of complex reports and filtered lists, providing significant value to the business as data is gathered on the quantity and status of data within each process.

List view of issues:

List view of issues

Report Generation:

Report Generation

Summary of Form Building Software in the Intranet Process Management World

In summary although building an e-form is indeed an important part of designing and implementing an intranet process, it is only a part of a solution that is much more broad reaching than a simple requirement for building a form on a public facing site.