6 key aspects that a digital forms software must have

The digitization of processes is a priority for companies seeking to optimize their document management, improve productivity and reduce costs. In this context, the digital forms have acquired a fundamental role by replacing traditional paper records with intelligent solutions that allow to capture, process and analyze information efficiently.

However, not all digital forms software offer the same functionalities and do not guarantee a successful implementation. Therefore, it is essential to know the essential features that a solution of this type must have to maximize its performance and adaptability to business needs.

Below, we explore the six key aspects that a digital forms software should include to drive your company’s digital transformation.

Characteristics of a good digital forms software

More and more organizations are deciding to abandon the use of paper because of its inefficiency and opt for digital forms, which allow them to reduce costs, better control information and access it in a more agile way.

However, choosing the best solution is complicated and there are many aspects to take into account. Therefore, we are going to analyze the main functionalities that a good digital forms software should have to help the migration from paper to digital forms.

Diversification of fields in forms

A digital forms software must offer a wide variety of field types to ensure a complete and structured data capture. Beyond traditional text fields and selection lists, an advanced solution must allow the inclusion of:

• Upload files in different formats. From the most basic components (text, dropdown, photos, signature, video) to the most advanced (table, barcode, QR, vo notes, sketches, graphics…).
• Integrated biometric digital signature, essential for document validation.
• Tracking and traceability with task assignment, time control, geolocation of inspections…
• Others

The more flexibility the software has in configuring forms, the more efficient the data collection and management will be in different operational scenarios.

2. Inclusion of conditional rules

These forms have to include the possibility to create conditional logic rules. Within each field process, the company may encounter different scenarios that will have to be handled differently. Therefore, a good online form design has to allow for conditional fields in case a workflow takes an alternative path. In this way the possible situations that may occur will be covered and will have the appropriate response.

Thus, a digital forms software should allow to customize questions according to previous answers, automate flow to reduce the margin of error and reduce data capture time by displaying only relevant information, among other scenarios.

This type of conditional logic is key to optimize processes in inspections, audits, maintenance reports or any operation where scenarios may vary.

3. Online and offline connection

A good digital forms solution has to offer the ability to work both online and offline. In this way, the company and its employees can have access to the data at any time, regardless of whether there is an Internet connection or not. This is a very important aspect when evaluating such a solution.

In offline operation, the software allows data to be captured and stored locally until the connection is restored and automatically synchronized with the cloud.

In this way, Smart Forms guarantee access to forms from any location; automatic synchronization of data when connectivity is restored; greater operability in remote environments or without network coverage.

This functionality is essential for sectors such as logistics and transportation, construction, maintenance and field services, where connectivity may be limited or intermittent.

4. Intuitive and agile user experience.

To achieve effective adoption within the organization, the software must be intuitive, easy to configure and accessible to all employees, regardless of their level of technological expertise.

It may not seem like an important aspect, but if a company wants to reach a 100% paperless culture, all employees must quickly adapt to digital software tools that allow them to do their work properly without decreasing productivity. That’s why having a user-friendly and intuitive solution can make the difference between success or failure.

Thus, a digital forms software must have a user-friendly interface with a design optimized for any device; it must allow editing and creating forms without the need for technical knowledge; and it must create efficient workflows that streamline data management and avoid repetitive tasks.

A poor user experience can slow down the implementation of the tool and generate resistance to change, affecting productivity and expected results.

5. Advanced workflow configuration

Digital forms software must go beyond simple data capture and allow the creation of customized workflows that automate the distribution of information within the organization.

In this way, it allows the definition of roles and permissions for each user within the process; the assignment of tasks according to department, business units or specific responsibilities; and the generation of automatic notifications and reports in real time.

This level of automation optimizes time, reduces errors and improves operational efficiency at all levels of the company.

6. Multi-device and multi-platform compatibility

To ensure accessibility and monitoring of information at all times, a digital forms software must be compatible with various devices and operating systems.

Thus, it must ensure availability on smartphones, tablets and computers; access to information through a web platform; and integration with other business systems through APIs.

This networking capability allows the data collected to be effectively analyzed and used for strategic decision making in the enterprise.

FIELDEAS Forms, the integral solution in digital forms software

At FIELDEAS we have developed a robust solution that integrates all these key features, offering companies an effective tool to digitize their processes and optimize data capture in the field.

With FIELDEAS Forms you can create your own customized templates to control records, audits, inventories or checklists and assign them depending on the workflow. At the same time it receives, collects and sends all the information captured instantly by workers, taking advantage of all the features of mobile devices.

Main functionalities of FIELDEAS Forms

• Visual drag & drop editor for an agile configuration.
• Advanced components: tables, barcode, QR, voice notes, sketches, graphs…
• Preloaded data and parametrics to streamline data entry.
• Validations and conditional rules to improve data accuracy.
• Customized workflows and templates for different sectors.
• Nested forms. Relates different forms for greater control.
• PDF report generation and data export.
• Geolocation, traceability and time control for better monitoring of activities.
• Integrations and APIs to connect with other business systems.