What are eforms? Everything you need to know

Introducing eforms

Eforms, or Electronic Forms, are digital documents that simplify data collection using input fields to standardise responses. The information gathered generates real-time reports and powers workflow automation.

But, eforms aren't just a paper replacement. They are a method of transforming paper processes into digital workflows that with many advantages over their physical counterpart.

It's clear that eforms are more than just a template - they are your interface with automation and an elegant solution that simplify complex business processes.

Learn more about eforms by reading or downloading - What are e-forms?

Why use eforms?

By collecting data digitally, you can activate your information in digitalised workflows. Digitalised workflows have many advantages over paper-based workflows.

Information flows more freely, increasing productivity.
Restrictable access, ensuring only those who need to see it can.
Remotely accessible.
Facilitate growth in size and complexity
Scale alongside your business.
Actions can be executed simultaneously.
Reduced paper and ink usage.
Automatic audit trail generation.
Automate GDPR compliance.

Ultimately saving you space, time, and money.

Eforms in action!

Datatron has used eforms solutions over a range of industries.

In healthcare, we have digitalised workflows for institutions with high volumes and complex staff hierarchies. We needed a tool that can be accessed across many sites, is highly secure, and traceable. Eforms are this tool.

In manufacturing, we have installed solutions that replace many manual actions with one point of data entry. The computational powers of eforms and their agility to navigate physical and digital environments synthesised reports into a one-step task.

Learn more about how eform optimisation has been used to deliver better patient outcomes in healthcare and ensure data accuracy in manufacturing.

Eforms, they're not just better on paper.

Northumbria NHS

Newcastle Trust NHS

How eforms save Space, Time, and Money.

Eforms significantly increase ROI on data collection and workflow execution. Requiring less space, time and effort. Here's a deep dive into some of the advantages of eforms.

Audit trail & tracking

When was the eform filled in? Who by? How is the data being used in your organisation?

Each action taken on an eform is recorded and searchable, giving a transparent overview of workflows. This allows you to identify bottlenecks and take measures to resolve holdups - ultimately improving the flow of information. Eform processes can recognise their inefficiencies and the flexibility to eliminate them.

An auditable record of an eform positively impacts security and privacy compliance.

Analysis

Eforms generate reports automatically, accurately, and in real-time. How do they do this?

Standardised inputs are designed to eliminate errors, only collecting information that is relevant to you. This improves the health of the data used in report generation.

Because eforms are... well... e forms, they are computer-readable. This lets you track KPIs quickly and empowers reactive decision-making based on actionable live data.

Automation

There is no one way to achieve digital transformation, but automating workflows with eforms is a solid first step. Eforms digitise your data collection and transform the flow of information via automation.

On completion, an eform automatically follows approval routes and notifies users that a workflow has started or progressed.

Similarly, reports are generated automatically and on demand. This avoids errors and increases the pace you can react to KPIs.

Eforms ensure compliance by automating record-keeping. Retention schedules are added to data collected during workflow and automatically erased once held past the legal requirement.

Using eforms to automate digital workflows is the ticket to increasing ROI by making internal and external data collection more relevant, current and actionable.

Access

The ability to work at least partially from home is now a deciding factor in acquisition and retention. You can access eforms anywhere on any device. This makes eforms a versatile tool to meet shifts in workplace preference, like remote models.

By detaching workflows from a physical location, the flow of information can be independent of face-to-face interaction; understanding of the cultural shift in workplace preferences.

However, empowering remote workers is one of many advantages of remote access. The real-time data collection and reporting capabilities of eforms also allow reactive management in the field.

As well as capturing information for internal processes, you can embed eforms on web pages or distribute them via email to gather customer data.

Eforms optimise your workflow over multiple locations by collating and synthesising data from various sources.

Sustainable

In the office, paper usage is the main form of waste. The paper industry is currently the 7th largest consumer of energy.

Leave paper in the past.

Deforestation, water in pulp production, ink contamination, and air pollution are just a few ways paper indirectly damages the environment. This energy can be saved by digitising business processes—no more duplication, wasted ink, or single-use paper, reducing your business's carbon footprint.

By integrating eforms with other digital services, you can further increase the magnitude of environmental benefits felt.

Scalable

Growing physical workflows in size and complexity requires expanding the space, resources, or time used in the execution. This process is subject to diminishing returns.

Eform workflows are not confined to spatial, personnel, or resource limitations. Switching to eforms guarantees that your process can evolve with your business without sacrificing outcome.

Eforms can be used to start multiple processes simultaneously. This type of horizontal scaling can only happen digitally. Expansions like this reduce the length and complexity of workflows, meaning you can grow in size and increase efficiency by switching to eforms as an alternative to investing in the growth of a physical process.

Secure

Are eforms safe?

Eform access is password restrictable, and they move with encryption. You can confidently say that only those who need access will have it. Eforms also remove the possibility of loss or theft. The security level achievable with an eform is vastly more than that of paper processes.

A complete audit trail makes finding breaches faster and more fixable if privacy is compromised, keeping data safer and avoiding fines for non-compliance.

Data that requires retention is also stored securely and automatically deleted after retention is up.

The security features of eforms work together to ensure compliance with GDPR.

Digital Transformation.

Eforms are just one agent of digital transformation that, when paired with other tools, scale the efficiencies and exponentiate benefits by increasing operational effectiveness.

Eforms + EDMS

An enterprise document management system (EDMS) is a centralised hub for managing, storing and collaborating on documents within an organisation. The pairing of EDMS and eforms services synthesises internal communication, improves the flow of information, and guarantees compliance. Consider using eforms as part of your digital transformation strategy.

6 + 1 steps to using eforms.

Whether you're using eforms to improve the flow of internal information or externally for better customer engagement, here are the six easy steps to consider when using eForms.

Identify

Identify the business process that fully or partially relies on paperwork and physical handling - tasks like data collection, approval routing, risk assessments, and requests.

Error-prone processes requiring physical intervention yield the most considerable ROI once digitally transformed.

From these processes, note the information required for the operation of the workflow.

Ideate

Having identified processes to benefit from eform introduction, rank them according to:

How much time do they consume
How essential to your operations is the process
How frequently is this process executed

By activating eforms first in processes that are the most time-consuming, essential, and frequently executed, you stand to gain the most from the insights eform reporting provides.

Create

Eforms have a variety of ways to collect data that standardise responses. The best eform software provides flexible design features and creates a user-friendly output that does not compromise the function.

Modules include

Dropdowns
Passwords
Checks
Radio selection
Attachments
Calendars

And many more.

In the creation stage, assigning information input fields to databases is essential. This is not only used to help the standardisation of responses, it is also used for auto-completion.

Workflow

An eform created and optimised for data collection can now be used in a workflow. The completion of the eform can trigger multiple workflows simultaneously.

Notification
Routing for approval
Report generation
Follow-ups based on responses

The best eforms software integrates seamlessly with digital workflow design tools and communicates with internal databases. The workflow stage is used to link eform completion to workflow reaction.

Distribute

Before going live, a decision is made regarding the distribution and hosting of eforms. Eforms are a powerful tool for internal communication - they might be hosted internally on an intranet system. They could also be hosted externally on web pages, gathering inbound information and capturing consumer insights. Similarly, eforms can be distributed via email or on social channels. The information you wish to collect will dictate how you decide to distribute your eforms.

Automate

Eforms are your interface with automation. As mentioned in the workflow step, automation includes sending notifications, routing for approval and report generation. Eform data can also be automatically stored and erased in line with GDPR to ensure compliance. In this stage, the rules are applied to ensure that automated data collection is always relevant, current and actionable.

+1 Constantly Improve

Activate the audit trail!

Eforms document their journey - use real-time reporting to monitor the success of eform implementation. Reports can be used to make reactive decisions based on live data.

Identify and correct holdups, outliers and inefficiencies. When digitalising going forward, apply this information to future eform workflows - what you learn from one eform is transferable.

Eform FAQs

Are eforms free?

Basic eforms services offer free versions with limited features. More advanced versions may require payment, depending on the specific service.

At Datatron, we provide an integrated eforms service as part of our Electronic Document Management Systems (EDMS).

Is eforms trustworthy?

Many eforms of services are legitimate and widely used for data collection. However, researching and reading reviews about a specific service before using it is always a good idea.

Datatron has a proven track record in delivering reliable eforms solutions. You can read about some of our tried and tested eform solutions here.

Are eforms valuable to a business?

Yes, eforms are incredibly valuable to a business. They streamline processes, reduce paperwork, improve data accuracy, and enhance efficiency.

Datatron specialises in creating tailored eforms solutions that align with your business objectives and achieve your core goals.

How much does eforms cost?

The cost of eforms can vary depending on the provider, features, and level of integration you require.

Datatron offers flexible pricing options for our eforms services to suit your needs and budget, with advanced functionality that integrates eforms with your CRM database.

How to create an eform

Creating an eform can vary depending on your platform or software. Generally, it involves adding fields for input, customising the design, and setting up any necessary automation or integrations.

Datatron builds for purpose from an outline of your processes, augments with EDMS, and rolls out. Throughout the eform creation process, we offer our comprehensive support.

Are eforms safe?

The safety of eforms can vary based on the security measures in place. It's essential to choose a trusted provider that follows best practices for data security when using eforms.

Datatron strongly emphasises data security and complies with stringent requirements. We follow the Data Protection Act to the letter and are validated by ISO standards.