Implementing a digital forms solution without the ability to integrate with other business solutions does not bring real added value to the company. Therefore, it is important to ensure the integration of digital forms with other systems such as ERP, MES, CMMS, IoT, document managers, Power BI…
The digitization of forms is already an essential component of any company’s digital ecosystem. In industrial, logistics and technical services sectors, digital forms not only replace paper, but are the gateway to operational data that drive decisions, automate processes and feed central management systems.
Thus, its true value lies in its ability to integrate with key business solutions. Below, we analyze how the integration of digital forms with different systems transforms the way organizations operate, control and improve their processes.
Why is the integration of digital forms crucial?
Capturing data through forms is only the first step. The real potential lies in what happens next:
- Where does this data go?
- Who validates them?
- Which processes are automatically activated?
- How are they visualized and analyzed?
Without integration, data is encapsulated in an isolated system. With integration, it becomes live operational data, with real impact throughout the organization.
Main systems with which the digital forms must be integrated
ERP (Enterprise Resource Planning)
Integration with ERP allows data collected in the field or in the plant to automatically feed key processes: orders, receipts, work reports, time allocations, material consumption, etc.
An integration of a digital forms software with the ERP allows:
- Elimination of double data loading
- Improved traceability
- Reduction of administrative errors
- Acceleration of turnover and project closure
Practical example: A technician completes an intervention form. The work report is automatically generated in the ERP. The project costs are updated and the customer is invoiced without manual intervention.
MES (Manufacturing Execution System)
In the industry, digital forms connected to the MES allow real-time capture:
- Production data
- Stoppages and incidents
- Process variables
- Quality controls
This provides an accurate, real-time view of what is happening on the shop floor, and allows for more agile and flexible execution.
Practical example: During production, the same operator reports a breakdown or a shortage on the form. This information is instantly updated in the MES, allowing the supervisor to see what is happening without waiting for the shift to close.
CMMS (Computer Aided Maintenance Management)
The integration with the CMMS allows to generate:
- Automatic notifications from inspection forms
- Corrective/preventive maintenance parts
- Revision checklists that update the asset’s history
In addition, by integrating IoT sensors and forms, a predictive maintenance chain can be configured based on real conditions.
Practical example: A technician detects a fault and reports it via digital form, attaching photos and priority. Upon submission, an alert is automatically created in the CMMS to plan the repair. After the intervention, the technician completes another form with tasks and time, instantly updating the equipment history and maintenance performance in the CMMS.
IoT (Internet of Things)
Digital forms integrated with IoT allow:
- Automatic capture of sensor data
- Validation of conditions before sending forms
- Process triggers based on physical parameters (temperature, humidity, vibrations…)
This synergy enhances asset control, security and energy efficiency.
Practical example: A sensor detects a temperature rise on a machine and sends that alert to the operator’s digital form. The operator receives the notification and completes the form with actions taken, such as slowing down or stopping the machine.
PLM (Product Lifecycle Management)
In sectors with product development, connecting digital forms with PLM allows:
- Capture product validations at plant level
- Documenting nonconformities
- Providing feedback from manufacturing directly to design
Thus, the cycle between engineering, manufacturing and quality is closed.
Practical example: An operator completes a digital form after performing an inspection of a new batch, reporting results and possible non-conformities. This information is automatically sent to the PLM, where it is recorded as feedback for engineering and continuous design improvement. Thus, any issues detected in production are incorporated into the product history, facilitating quick corrections and version control.
Power BI
A robust integration with Power BI allows:
- Real-time form-fed dashboards
- Key indicators: quality, production, maintenance, logistics
- Decision making based on structured data
Data should not stay in the form. It must feed business intelligence.
Practical example: Operators fill out digital forms with production, quality or maintenance information. This data is automatically synchronized with Power BI, which generates interactive dashboards where supervisors can monitor key indicators such as production times, scrap rates or incidents.
Document Manager
Any form can and should be integrated with the corporate document system:
- Associate forms to orders, files, assets or customers
- Ensuring regulatory compliance and audits
- Generate PDF documents with electronic signature, attachments, photographic evidence, etc.
This ensures control, traceability and effective document retrieval.
Practical example: An operator completes a digital form with data from an inspection, attaches photos and an electronic signature. Upon submission, the form is automatically saved in the document manager, associated with the corresponding work order or file. This ensures that all documents are available for audits, queries or follow-up, without the need for manual management.
Historical DBs
Being able to query and write to existing databases allows:
- Real-time data validation (customers, products, locations)
- Enrich the captured information
- Consult historical data for decision making (average times, recurrent failures, etc.)
The integration of digital forms with existing databases avoids duplication and reinforces data consistency.
Practical example: Before completing a quality report form, the system consults the historical database to validate that the lot and product entered exist and are current. The operator completes the form with this validated information and, upon submission, the data is automatically stored in the database, updating the quality history.
WMS (Warehouse Management System)
In logistic environments, the connection of digital forms with the WMS allows:
- Register inputs/outputs
- Data capture at control points (docks, platforms, picking areas)
- Triggering automatic movements in the logistics system
This improves the agility, accuracy and traceability of the warehouse.
Practical example: An operator registers the receipt with a digital form that, in addition to the WMS data, attaches photos, electronic signature and comments. When sent, the information is automatically integrated with the WMS, ERP and document manager, ensuring updated inventory, invoice validation and traceability.
YMS (Yard Management System)
Logistics yards also benefit from digital forms connected to the YMS:
- Control of access, documentation and stay times
- Record of safety or condition inspections of units
- Synchronization of inputs/outputs with the yard system
Seamless integration reduces downtime and improves logistics planning.
Practical example: An operator reports safety inspections and yard conditions via digital form, attaching photos and observations. The information is automatically integrated with the YMS, facilitating incident tracking and maintenance planning.
Here is the post How to integrate digital forms in your company?
How to achieve an effective integration of digital forms?
Thus, for these integrations to be viable and sustainable, the forms solution must include:
- Open and well-documented API
- Native connectors or preconfigured integrations
- Ability to send and receive data in real time
- Support for advanced logic, conditional and validation against external systems
- High availability and security in communications
In addition, it is key to have a technical team capable of understanding the customer’s processes and orchestrating integrations with agility.
FIELDEAS Forms, the solution that integrates into your digital ecosystem
With all that we have seen, we can affirm that the integration of digital forms with other business systems is not a technical extra, but a strategic requirement.
Thus, only a solution capable of connecting with all of a company’s systems can automate flows, improve efficiency, reduce errors and increase operational control.
In this sense, FIELDEAS Forms is characterized by its ability to integrate with IoT, ERP, MES, CMMS, CMMS or PLM layers, among others, thanks to our APIs.
Unlimited integration
FIELDEAS Forms Integrates natively with your business systems (ERP, CRM, BI, GIS, IoT). We are specialists in connecting varied ecosystems of our customers.
Direct integration with leading systems
Easily connect to SAP, Power BI, Salesforce and any application via APIs or standard connectors, all ready to configure and run.
Continuous flow of information – Guaranteed traceability
Information flows frictionlessly between the field and the office, ensuring consistency and full traceability. Decision making is simplified and allows you to dedicate time to other management tasks.
Automation – Bidirectional synchronization
Automate processes, eliminate duplication and speed up decision making thanks to bidirectional synchronization. With FIELDEAS Forms data flows without you having to worry about anything and improving your efficiency day by day.
