Features and Benefits

Business Process Management Software Expertise

Experienced consultants from Claromentis Consulting services provide business process management software expertise to help companies identify ways in which process automation and workflow software can add value to your business.

During workshop sessions and site visits, Claromentis consultants help organizations to:

• Evaluate areas of improvement for key business processes
• Put in place a sound implementation plan
• Develop strategies for helping staff and external partners to manage the transition from inefficient legacy or paper-based solutions to Claromentis e-forms using process manager.

Notifications to Ensure participation in form based workflows

Automatic e-mail or instant messages can be sent to one or more individuals at key stages in the work flow process, to request information, provide notification of imminent events, or request approvals. In this way process management software ensures users are notified when their participation in a process is required, to maintain efficiency and to obtain the greatest benefits from process automation.

Using pop-up messages and web-mail functionality provided within the Claromentis Portal environment, automatic notifications and alerts can be configured to support business processes - reminding users about scheduled events or delivering authorization requests, for example.

Based on the values entered into key fields in an e-form, Claromentis e-forms software can trigger business process notifications. For example, if the budgetary amount on a purchase order request e-form is above a certain level, as a key step in the business process and workflow automation a notification may be sent to a senior manager to confirm approval before the request can be authorized. Notification templates can be set up to include key information that has been entered into an e-form by a respondent, and distribute that data to the people that need it for a timely and accurate decision within the process.

The result is that the business collaboration is increased, workflows are efficient and all participants receive the data they need in order to make the correct decisions on any data in any business process.

Business Process Software

Even the most complex workflow can be implemented and managed by Process Manager. The workflow can branch according to values in the forms, decisions of notified participants in the workflow, or even by individual custom plug-ins to ensure the process automation obtained precisely reflects your business needs – including access to and decisions based on third party applications and data help completely outside of the Claromentis framework.

Workflow Automation using Form Builder with wide range of field types

A wide range of field types allows you to create dynamic E-forms to hold any information that is required within the business process.

Field types available within our e-forms software are as follows:

• Short, medium, long string - Enables single line text entry
• Short, medium, long text - Enables multiple line text entry
• Checkbox - Displays "checked" or "un-checked" values
• Radio button - Forces the user to select one of multiple values by clicking on the button next to it
• Select field - Forces the user to select only one of multiple values by clicking on a drop-down list
• Multiple select - Allows the user to select multiple values from a drop-down list
• Date - Users can select a date from either drop-down values or a calendar
• Label - Allows the user to add a label to the form
• User list - Select a name from an automatically updated list of system users
• Document - Select a document from within the Claromentis Framework and attach it to an e-form
• Pick list - Displays response options in a separate pop-up window
• HTML – Allows the user to insert HTML contents in dynamic E-forms
• Group – Select a Group from automatically updated list of system groups
• Role – Select a Role from automatically updated list of system roles

Each field is configurable so you can define the way it should be displayed, any constraints that should be applied, and the way it should react if changed. These fields are organised into dynamic sections, each section has the ability to use HTML as comments to explain the section - for example to insert the company logo, images, hyperlinks, and formatted text when defining new form sections.

The Shortcut Toolbar to simplify adding new fields while creating dynamic E-forms.

Now new fields can be added to E-forms, by simply clicking on the icon of the required field type to be created and specifying the title for the field. The field with the specified title will be created of the selected field type with no further interaction or specifications required.

Data verification in Forms to Maintain Data Quality in an automated process

For each field, constraints and default values can be defined to ensure that the information collected is correct and valid for the business process, as well as reducing the time required for completion.

Field constrains

Field constraints restrict numerical fields so that only values within an allowed range are accepted, ensuring compliance with the business process.

Select and multiple select fields

Select and multiple select fields force respondents to select from a list of pre-defined values. As well as saving time, this ensures accuracy and consistency, making it more straightforward to search and report on specific values.

Default values - E-form Processing

Default values can be configured to populate fields automatically. As well as ensuring consistency and accuracy, this saves time as it removes the requirement to re-enter duplicate information or populate standard values.

Hints for fields

Wherever required optional hints will help the user to complete the e-form data accurately and with the appropriate data to match the request. If optional hints are present for a field, an icon appears in front of the field label and if the user hovers the mouse over the icon, they will see the hint specified for that particular field.

Plug-ins provide bespoke workflow automation

Written in PHP code, plug-ins further extend your ability to create and manipulate E-form solutions using the Claromentis business process software.

We offer a bespoke plug-in writing service, ensuring that the extended e-forms software fits your business requirements exactly. In addition, a plug-in developer guide is available on the API development Wiki, enabling PHP programmers within your organisation to create and manipulate plug-ins as and when you require them - without input from Claromentis.

Plug-ins are custom software written for your own requirements, to make a process perform some action when particular field values occur, or defined conditions are true.

Example uses are to access proprietary data stores for reading or writing relevant information when fields are of a certain value or some pre-defined condition is true. This allows the business process to act as a hub, collecting and modifying data from across the company.

Public Site data entry of electronic forms

E-Forms can now be located on an external public site, allowing the start of a process to be triggered by an initial data collection exercise on a public website. The ability to mount process manager forms on an external site opens up the ability to implement many processes that require external access at the start of the process. The process will manage a customizable thank you page for public users that have submitted data.

User friendly URLs for forms

As electronic forms can now be located outside of the intranet, Claromentis introduced the concept of a codename for each form based project in Process Manager. In administration a user can define for each project what the codename should be, and in this way previously complex URLs associated with the process can be replaced by much more memorable ones for the users interacting with the public facing process.

For example : the URL to list issues in E-form for a particular project is: http://forms.claromentis.com/intranet/infocapture/issues.php?project_id_select=7

By using "newhire" as Codename the URL becomes: http://forms.claromentis.com/forms/newhire

Form Styles

CSS styles - including defaults - can be defined by relevant users to ensure that the user experience and branding when using an e-form is appropriate.

Reporting and Audit

History Tracking

Tracking which users have completed which sections of an e-form - and when - is crucial to fulfilling today's demanding audit standards, to ensure that processes comply with legislation and that users are following the procedures correctly. The Claromentis InfoCapture application records this information so that people with the relevant permissions can access it for audit purposes.

Reporting: Filtering Tools

Using a sophisticated reporting tool within the Claromentis InfoCapture application, you can filter and report on any business process, according to your specific requirements. We understand that each business process is different, so the reporting tool has been created to offer complete flexibility to report on the values within the form that are important to you.