In 2018, only 57 percent of organisations actively used automation. Nowadays, you’ll be hard pressed to find a business that doesn’t use it in some capacity.
With the business process automation (BPA) software market booming, it’s never been easier to reinvent your processes and boost efficiency.
Of course, not all BPA software solutions are built equally. Some platforms can only handle your simple, repetitive tasks. Others require an extensive learning curve or additional coding expertise. This can result in varying success rates and stagnant process improvements.
To ensure you don’t experience similar challenges, you need to find a BPA platform that provides far-reaching functionality and scalability.
With that in mind, we’d like to introduce you to InfoCapture.
What is InfoCapture?
InfoCapture is a highly flexible business process automation software, designed to augment any manual process, regardless of its complexity.
Thanks to its intuitive interface and no-code backend, the platform can be used by anyone in your business – so long as they have the correct admin rights and permissions. This eradicates development bottlenecks and empowers every department to take control of their unwieldy processes.
The result? You can:
- Boost operational efficiency across your teams
- Improve process compliance and reduce the chances of rogue processes
- Eradicate paperwork
- Reduce the costs associated with manual work
- Meet your digital transformation goals
- Improve customer services and satisfaction rates
- Give your employees the chance to focus on more stimulating tasks
InfoCapture is one of four applications within the Claromentis digital workplace suite. You can either purchase the platform alongside our core intranet and project management platforms, or extend your investment and adopt all four platforms, including our comprehensive learning management system.
Inside our BPA software
Now that you have a good grasp of what InfoCapture is, we’d like to walk you through its extensive features, add-ons and use cases.
Automation features
Let’s start by summarising InfoCapture’s native BPA features:
- E-form and workflows. Create highly customisable e-forms and workflows for capturing information and streamlining manual processes.
- Service level agreements (SLAs). Label your tickets or processes as they move through pre-configured timescales. If the status remains unchanged before the timer is up, the SLA will flag the process as breached.
- Statuses. Automatically move your process through various stages, such as ‘new’, ‘in progress’, and ‘closed’.
- Notifications. Define rules for notifications, including which actions trigger them, what to include in the system message, and who to send the notifications to.
- Field conditions and triggers. Specify how you want your forms to change or react based on a field condition (a true/false statement) or a trigger (an exact change in a form). The former may alter field visibility, set an SLA, or progress the workflow. The latter may push through notifications or automatic field changes.
- Thank you pages. Direct your form-fillers to custom thank you pages after they complete a form.
- Reporting and dashboards. View your process statistics and organise the data in visual dashboards.
- Granular user permissions. Define roles and permissions for every InfoCapture user. This allows you to control access and editing rights, notifications, and more.
- Version control. Access previous iterations of your processes for compliance purposes and reinstate any historical settings if needed.
- Third-party integrations. Connect your InfoCapture processes with the rest of your tech stack, including productivity tools such as Slack.
- Templates. As a Claromentis customer, you’ll have access to free, tried and tested InfoCapture templates – including ISO 27001 procedure templates.
- Marketplace. Our developers are continually ideating and publishing new InfoCapture plugins on our marketplace.
Built-in digital workplace features
In addition to these process automation and management features, you’ll also receive our core intranet and project management capabilities at no additional cost.
While we won’t cover all of the applications available, we will summarise some of the most useful:
- Single sign-on (SSO). Boost productivity by providing secure and fast access to your e-forms and workflows.
- Content management. Use the page and menu builders to create effective dashboards for your processes, compliance data, tickets and more. Claromentis’s convenient drag-and-drop functionality makes building quick and painless.
- Themes. Customise your BPA portal and pages with custom themes. You can set different themes for various roles and permissions.
- Design panel. Make your portal a reflection of your business. Use our design panel to add your unique colour schemes, logos and fonts.
- Knowledge base. Create a repository of process related guidance, including standard operating procedures (SOPs), compliance guidelines or other referencing materials. Users also have the ability to ask questions if anything is unclear. All of your answers are automatically added to a growing ‘FAQ’.
- Document management. Upload, edit and share your forms, agreements and compliance documents in a centralised location. You also have the ability to link these documents directly to your automated workflows.
- Policy management. Store your policies in a version-controlled policy manager with AI chatbot functionality. This is particularly useful for supporting your compliance-driven processes, such as ISO 27001 auditing procedures.
- Buttons. Streamline access to your important forms and workflows with quick-access buttons.
- News and announcements. Update users on any upcoming processes and use urgent announcements to communicate compliance changes.
- Discussion forums. Set up collaborative messaging boards and allow users to discuss automation ideas and flag process risks.
- Badges for employee recognition. Assign reward badges to employees who complete certain mandatory processes or compliance obligations.
Please note that you can ‘turn off’ any Claromentis applications you don’t plan on using. In doing so, you’ll hide the application from view for all users. This ensures your BPA platform is free from clutter.
Use cases
The use cases of InfoCapture are practically infinite. Ultimately, if you have a process that you can define and map, our software will automate it.
However, to give you a better idea of how you might use the software, let’s dive into some more generic use cases. For convenience, we’ve divided them by department and industry:
By department
- IT and compliance. Fulfil your regulatory and IT audit obligations with efficient, replicable e-forms and workflows. This is perfect for collecting ISO 27001 evidence, reporting data breaches, and managing day-to-day IT tasks, such as provisioning new users.
- Operations. Improve process compliance across your departments with standardised, version controlled and accessible tasks. This prevents non-conformity and reduces the likelihood of human errors.
- Human resources. Streamline your everyday or ad-hoc HR tasks and encourage your employees to make requests or trigger procedures autonomously. Examples of processes may include reporting grievances and requesting volunteer days.
- Marketing. Enable other departments to submit marketing requests, such as sales collateral and social media ideas.
- Finance. Harness InfoCapture for expense management, tax returns and more.
- Customer support. Encourage your customers to submit support tickets autonomously via a 24/7/365 e-form and ensure your agents respond in a timely manner with trackable SLAs.
By industry
- Financial services. Build sophisticated mortgage and loan applications and eliminate the need for lengthy calls.
- Education. Automate common processes such as student applications, feedback gathering and incident reporting.
- Healthcare. Harness our HIPAA-compliant BPA software for recording incidents, organising patient appointments and fulfilling prescriptions.
- Charities and non-profits. Generate volunteer applications to streamline your selection procedures and reduce work for your teams.
- Real estate. Update your clients on the latest property listings with a property alert form. When a property matches a user’s conditions, they’ll automatically receive an email notification.
5 reasons to choose InfoCapture over other process automation tools
Buyer’s remorse is an all too common reality for many businesses.
So much so, that over half of all businesses regret their latest software purchase. Reasons for this include high pricing points, difficulties onboarding and training new users, and poorly managed expectations.
These are all issues that you’d hope to flag before signing your contract. However, as the research clearly implies, it can be all too easy to fall for smart marketing lingo and vague, too-good-to-be-true product descriptions.
That’s why it’s important to scratch underneath the surface and ensure you choose the right BPA software from the get-go.
With that in mind, here are 5 reasons why InfoCapture is different from other process automation tools. (And why our customers never regret their purchasing decision.)
1. Built for any complex process
Many modern BPA platforms will oversell their capabilities. Yes, they might be able to streamline your more generic processes, but do they have the bandwidth to handle your more complicated use cases?
We can’t make promises for other platforms. But we can guarantee that InfoCapture is built to handle anything.
In fact, many customers migrate to our BPA software after failing to automate their processes on other platforms.
Take a recent example: one of our clients spent 8 months attempting to build a process for reporting and tracking electrical danger notifications in SharePoint. After just a few consultations, the Claromentis team spun-up an automated process in InfoCapture that met the client’s exact criteria.
2. Additional intranet and project management capabilities
Unlike other process automation tools, every implementation of InfoCapture comes with intranet and project management functionality.
It’s up to you whether you use these features or not. However, we’d strongly recommend harnessing the tools to make the most of your investment.
There’s potential to build a brand-aligned intranet alongside your BPA platform or harness Claromentis’s core capabilities to augment your processes. This could entail:
- Creating and sharing knowledge base articles to explain a complex process or provide step-by-step instructions.
- Building dedicated projects and tasks for process improvement, building and QA.
- Giving your employees the opportunity to provide feedback on a new process or workflow via surveys and polls.
- Pushing out announcements to your workforce when a process is offline.
3. Optional e-learning functionality
You also have the option to purchase the Claromentis learning management system (LMS) for an additional fee. If you choose to do so, you’ll have access to the full Claromentis digital workplace solution.
Much like the intranet and project management platforms, you can harness the LMS as an independent e-learning solution – perfect for upskilling your teams and training new hires – or as an integrated part of your process management efforts. This can be useful for educating users on a new process, conducting compliance training, or onboarding new hires.
If you’d like to explore the ins-and-outs of our LMS, head over to our dedicated product page.
4. Available in the cloud and on-premise
Though most businesses are satisfied with a SaaS implementation, some prefer the security and control of an on-premise deployment.
To satisfy both crowds, we offer flexible deployments for all of our digital workplace packages. To find out more, click here.
5. Workflow consultation and custom development
Do you lack the internal resources to build out your highly complex workflows and e-forms? No problem. We’re happy to step in and offer our expertise!
Our experts can provide InfoCapture consultation or even build a custom development for you. This could be your own bespoke application or a plugin with an external platform.
Reimagine your processes. Redefine success.
InfoCapture is a powerhouse of an automation platform. So much so, that it’s difficult to summarise the full extent of its functionality in one blog post.
If you’d like to learn more about how the platform can solve your process challenges, we’d recommend scheduling a bespoke demo with one of our experts. This will give you the opportunity to see the platform in action – as well as explore the rest of the Claromentis digital workplace suite.
Book your slot here and see what you can achieve with InfoCapture.