Enterprise Wide Electronic Form Routing Workflow Solution

Enterprise wide e-forms routing workflow solution processes forms electronically with routing determined by configuration, and allowing for email reminders for tasks and approvals. These forms will then be processed automatically at the end of the process into document management application. Approvals and dates are recorded and stored. Information in the forms is extracted and stored. The enterprise wide eforms routing workflow solution will eliminate multiple copies of the same form and eliminate paper routing for signatures around the company for multiple level approvals and also will create electronic copy for retention and retrieval.

DFS eform routing solution is customizable and can be used in many areas; for example, student admission approval, proof of sales form, education endowment fund requests, purchase request, time off request, human resource form, project approval, etc.

DFS eform routing solution is a web based application; user can fill out, submit, and approve forms through desktop PC, laptop, iPad, or mobile device. DFS eform routing solution can be installed on your server or made available to you in our hosted environment.

Benefits

• Automate and track the routing form approval process to reduce labor requirement and prevent error.

• Generate audit trails to increase routing form process visibility, thus improving process efficiency and overall productivity.

• Generate business reports using document captured data to facilitate day-to-day business operations and improve productivity.

Key Features

• E-Form builder/designer.

• E-Form: pull data from other databases; electronic signature; extract data into database.

• Reporting: Business Intelligence reporting and Report Designer.

• Security: Authenticated and anonymous users, role based security.

• Document management: Scanned/Imported Image storage, document storage.

• Messaging: Email notification, reminder, escalation, and deadline notification.

• E-Form Routing and Approval process: Manage routing form workflow.

• Compatibility: Can be integrated with existing business applications.

• Transparency: Trace progress of documents and produce audit trails of form approval process.

• Attach supplemental documents.

• Automatic creation of PDF files from electronic form.

• eForms integrated with BPM (Business Process Management).

Form Approval Process & Routing Workflow

Submit a Form

User fills out the form online (no need to login), uploads attached file if needed, and submits the form.

Form Approval Process

1. When a form is submitted to DFS Sphere, a confirmation notification is sent to the form creator through email.

2. The form approval process is kicked off; notification for approval is sent to approvers.

3. Approval process can be single step or multiple steps. Each step defines a group of users who can approve or reject the form.

4. Approver can approve the form in inbox, or through email (no need to login).

5. When a form is approved, an approval notification is sent to approver through email. The form is routed to next step in approval process.

6. When the last approval step is complete, a final approval notification is sent to form creator; data is captured to database, and the form is stored to imaging server.

Reports

DFS E-Form Routing Solution provides reports to track progress of form process. Document captured data is also used in business reports. For example, in purchasing application form, information such as item category, account assignment, and total price might be captured at the end of form approval process; business report can use this data to provide department purchasing report, or material purchasing report.

Integration with Existing System

DFS E-Form Routing Software can be integrated with existing software systems such as SAP, People Soft, etc… Data can be read from the integrated system for usage in form routing workflow process. Form captured data can be stored to the integrated system.

EForm Routing Solution for K-12 Schools

For more details, please download our white paper: Download White Paper

EForm Routing Solution for Colleges

For more details, please download our white paper: Download White Paper

Want a Demo?

Live demos are also available upon request. Send us your request through our Contact page.