Category Archives for "eForms"

5 Components of Smart Electronic Forms (eForms)

The differences in eForms offerings on the market could be compared to phones. You have your basic hard-wired wall unit, your cordless (but hardwired) model and finally, your smartphone—a high powered hand-held computer. They provide the same basic functionality, but one saves you oodles of time, integrates your data and content, and seems to have unlimited applications.

Smart electronic forms, the kind that can provide serious process efficiencies, have 5 essential components.

  1. Integrates form (and the data) with any business system

    Some of the most substantial value you can achieve from electronic forms is gained through integrations with your existing business systems: line-of-business systems, ERPs, CRMs, Case Management systems (CMS), home-grown systems, and even databases.
    Data can be pulled from these systems to auto-fill, validate and correct data in form fields, real-time. Not only does this make the form filling process quicker and easier for the user, but it helps ensure complete and accurate data.
    Anytime in the process, the submitted data can be pushed to these systems to update records immediately.

  2. Robust, transparent workflow

    For a fully automated process, a powerful workflow engine is essential. Features that help expedite processing include automated alerts and reminders. Customizable views for individual users expose only the information necessary, providing a simple and secure approval process.
    In addition, both submitter and business, have visibility to the form as is progresses through the processing cycle.

  3. Feature-rich user interface for quick & complete submittal

    Many eForms applications limit your ability to automate they simply collect field data. and then require additional steps for a complete submittal of required information. Items such as signatures, supporting documents, images with annotations, etc. are often require additional keying and rekeying, handling and human interference. It’s important to find a platform that provides this full functionality.
    Additionally, look for features such as auto-calculation, action-based dynamic sections that expand or collapse, progress bars and pop-up calendars.

  4. Easy to build an expose

    Who wants to engage IT help every time they need a new form generated? An easy to master, drag-and-drop form builder will put control in the hands of your business unit. You’ll gain huge benefit by being able to edit current forms and create new ones to automate any process.
    Once created, whether serving customers, constituents or employees, your forms should be available anywhere: public websites, portals, intranet sites or line-of -business systems. They should be responsive, so they’ll display perfectly any device, desktop to smartphone. Really smart eForms allow you to fill offline and sync for universal access.

  5. Control over form and final document appearance

    Forms you expose on public and internal sites should reflect your brand, from logo to corporate colors and fonts. Look for a platform that provides that options for appearance.
    More importantly, the simplified form in the fillable state should be able to be converted to any format you require. For example, the simple, dynamic eForms we created for courtroom processes maps the data to a state mandated forms for the final archived document.

If you’re vetting electronic form solutions, you’re obviously ready to move past paper. But the capabilities of very few eForms platforms run deep and provide end-to-end automation that can be extended to many processes. Do your homework. You don’t want to invest in a touch-tone, wall-mounted model in this era of pocket-sized-super-computer phones.

Let us know if we can provide additional information about how smart eForms can maximize efficiencies in your business processes. Visit our website ILINX eForms, request specific information here, or give us a call at 360-943-9273.

How eForms in Courts are Pioneering End-to-End Paperless Processes

Case Management featured

Courts everywhere use specialized software to manage their core business functions, not unlike any standard business process in any organization. ImageSource has worked with many courts to promote their paperless initiatives and integrate with their case management systems (CMS), whether they have proprietary systems or they are using popular software like Tyler, JTI, Justice Systems, or Thomas Reuters.

The reasons to utilize electronic forms in the courtroom are obvious. Eforms can enable an end-to-end paperless process, eliminate inked signatures, manual approval stamping, scanning and filing. They can also require that complete and accurate data is submitted.
Some case management systems include electronic forms modules, but they have real limitations. Because they are commonly static PDF documents that lack many of the benefits listed above, progressive courts choose to integrate a more robust eForms software for several reasons:

  1. Flexiblity of form structure
  2. Extended capabilities
  3. Data from forms can be pushed to other systems or standardized forms
  4. Control over final product or image
  5. Ability to easily build out additional forms not found in CMS

With these advantages in mind, let’s take a look at a real-world application to show the difference specialized, robust eForms software can make.

In the case of some California Superior Courts, eForms are revolutionizing traditional processes. In the past, attorneys and their supporting staff would have to sift through inapplicable fields to fill a paper form. Some of the fields had to be hastily filled during a hearing and then handed to the judge for a signature. The paper would then be delivered to court clerks, who would review and time stamp the document, scan and manually enter pertinent data into the case management system. The document would then be uploaded to a repository or the CMS, sometimes requiring more keying of index fields.

Flexible Form Structure & Extended Capabilities Simplify Completion

When advanced electronic software is integrated with a CMS, an eForm can automatically pull information from that database to pre-fill pertinent fields, verifying data, saving time and ensuring accuracy. Responsive form technology automatically only shows applicable fields, revealing more of the form only when certain actions are taken, like checking a box. Additional functionality enables the process to be completely paperless to provide additional efficiencies to the process. They include:

  • Pop-up calendars
  • Customizable branding
  • Electronic signature
  • Date stamping
  • Progress bar
  • Attachments documents or images
  • Calculator
  • Responsive sections (certain actions expose more fields)

Properly Integrated eForms Software and Court Case Management Systems To Deliver a More Powerful Solution that Functions Like a Single System

This eForm functionality is not just impressive, but exponentially valuable when integrated with existing case management systems, like Tyler, JTI, Justice Systems, and Thomas Reuters. The good news is that integrating some products, like our ILINX eForms, doesn’t have to be difficult or complicated.

Using ILINX eForms as an example, let me outline an example of the synergistic relationship between the two platforms for both the push and pull of data. As mentioned above, the eForm is able to pull data from the CMS to pre-fill and validate data in the form fields.
Upon completion and of an electronic form during a hearing, the same workflow used for submittal and approval can begin a number of essential processes to push data. First, it can update the case management system with the data collected. Second, the data can be transformed into a digital document that looks like an official paper document that can be stored in the CMS, stored in a repository, shared or printed.

This image automatically retains relevant metadata so it can be easily searched for, making retrieval a breeze. Lastly, the data collected can be pushed to standardized forms, like the ones provided by the Judicial Council of California for Superior Courts to use, fully automating that process.

Data collected on eForm can be automatically pushed to a standardized PDF form, including signature

 

A Dedicated Form Software Allows Limitless Possibilities for Forms & New Efficiencies They Deliver

Imagine the possible applications across your organization for any process that needs to gather information and deliver it in a specifically structured document, or as raw data. Using the right form builder, your IT team can generate a wide variety of eForms internally, enabling granular control over function and the flow of information.

Using the courts as an example, a flexible eForms product like ILINX, can be extended to integrate with any number of business systems for better access and automation. Forms can be integrated with accounting systems for online invoice submission, status and resolution, procurement and expense reporting. Forms can be utilized by HR for onboarding, time-off requests and address/name changes. Public requests for court documents can be made through a web form. Payments for requested documents or fines can also be collected through a form. All this using one flexible platform.

These points highlight just how powerful the integration of a robust electronic forms platform can be, demonstrating the value that they add not just to a court system, but to virtually any organization.

For more information on ILINX eForms, visit our website, email us at info@imagesourceinc.com, or call (360)943-9273.
To learn more about ImageSource, and all of the content management services we provide, visit us here.

4G and Content Management

With the advent of LTE, HSPA+, and Wi-MAX (collectively referred to as 4G) information can be transferred at speeds never before thought possible. 4G for most of us is old news. However, it occurred to me that organizations rarely consider how this efficiency can actually be utilized. Most of my peers/colleagues utilize one form of a cloud drop box or another.  These tools are great for one or two Power Point presentations and maybe a couple case studies. I remember the first time I turned on my iPad/Mobile HotSpot and opened cloud app. ABC, it was information at my fingertips when and where ever I wanted it—I felt a sense of freedom. As time passed I added more and more “IMPORTANT” content to my personal cloud. Certainly you can all guess what happened next. The pile of paper in my cloud was 10x the size of the stack of paper on my desk at work. 4G connectivity, the cloud and “IMPORTANT” information is a great tool. If you add one more piece to the puzzle (enterprise content management) it can be invaluable to your organization.

For a moment try to imagine where organized, “MOBILE” and secure content could add value to your organization. Content that is safely tucked away behind your firewall yet still available to the appropriate men and women in the trenches. The applications begin to seem endless. As you know almost any type of files can be managed inside an ECM solution.

In one scenario a construction manager is remodeling the third floor in a local university building. It becomes immediately apparent that the plumbing was modified at some point to accommodate for an additional bathroom. The CM only has the original blue prints in his/her possession. What he/she needs are the updated “As-Is” drawings. These documents have of course been printed, folded and filed away back at HQ. It is obvious now that dollars are about to be spent on the recovery of these drawings. The only question that remains now is; how many dollars could be saved?

Decision makers and labor workers alike can all benefit from the innovation of fast mobile internet. However, the content being sought after or delivered must be organized and secure. I challenge anyone who reads this post to add a comment below: How can high speed mobile internet and content management be effectively combined to reduce cost or increase an organization’s bottom line?

Joshua D. Gilmore
Account Executive
ImageSource Inc.

 

Please Hold for 1 Hour…

Great support is a must for any business and Customer Service 101. Automated support is great if you want to pay a bill with a credit card or check the balance of an account, but when you have an actual issue you need assistance with, automated support is the LAST thing that I know I want. You call the number, have to start pressing buttons and then keep getting dumped into various queues, and then when you actually do reach someone, sometimes you explain your issue, and then you get transferred 10 times until you reach the right person. I honestly dread calling any company or organization where I know this happens, because I know it’s not just a quick 5-10 minute call. It always ends up being 30 minutes to an hour of my time at least!

That’s one of the things that I think is so awesome about the Support Team here at ImageSource. Our customer partners can put in a support ticket via the website with information about the issue they are having and a live human being from our Support Team will call them to help work through the issue. The team can chat with the customer over the phone or even set up a WebEx session to dial-in and see what’s going on. What’s even more wonderful about working with so many great organizations in the Olympia area, if the issue can’t be resolved over the phone and/or over a WebEx session, a technician can be onsite relatively shortly to assist. How cool is that?!

On top of all that, there is always someone from our Support Team on call 24/7. So if a customer partner has an issue in the middle of the night that needs immediate attention, someone is always on call if the need arises!

ImageSource’s Support Team is very knowledgeable on a number of different content management products, from capture software to eForms to records management and everything in between.

So if you’re having an issue, don’t be afraid to reach out. You’ll get to talk to a human and you won’t be put on hold for an hour…

Kristina Linehan
Account Executive
ImageSource, Inc.

eCourts Blog Series: 3 Reasons Why You Should Integrate Your Courtroom Processes Today

Want to exponentially increase the value of existing and new technologies? Take an integrated rather than a one-application-can-do-it-all approach. Let each system, your case management (CMS), document management (DMS), and other line of business (LOB) applications do what they do best, and they will empower each other. Integrating these systems optimizes processes, allows for the exchange of data between systems and departments, and maximizes your technology investments.

As experienced integrators of DMS, ImageSource has taken the paperless courtroom to a whole new level that encompasses electronic form processing (real-time) during hearings, eFiling, public access, justice partners access and more—all through multi-system integration.

Example 1: Nightly and weekly audits can run against both your DMS and CMS systems. This allows the push and pull of information to update case information, and eliminates redundant, manual data entry.
Example 2: By accessing a common DMS, integrated with your CMS, your Courts, HR, Accounting, and any other departments share documentation that will streamline the collection of fines and accessibility of information.
Example 3: An integration between your DMS and Web Calendar, or other scheduling system, puts electronic documentation at the fingertips of Judges and Clerks in the courtroom, providing immediate updates and eliminating the shuffling of paper.

If you’d like to learn more about how ImageSource has successfully implemented and integrated the court systems, I invite you to explore what we’ve done for the Superior Court of California, County of Stanislaus.

April Gentry
Account Executive
ImageSource, Inc.

1 2 3 5