When you strive for the efficiency of a paperless office, the first thing you’re going to notice is how easy web forms make your work. Enter information once and have it easily copied, entered, and assimilated into many different forms and functions throughout your business. It sounds too good to be true. It can also make expensive reports, the hiring process, and handing PTO a breeze.
Enterprise Document Management Software is hard at work, even before adding web forms to expense reports. Once you add web forms to EDMS, you have something that runs like a powerful beast. Once you have everything set up, the expense process becomes much easier to automate.
You can set up your web forms to accept scanned attachments. That’s perfect for employees who can fill in the form, quickly scan their proof, and then get rid of it. As long as the scans exist they don’t have to keep the recipe from their work lunch two months ago, until the end of the quarter. You can also set up your functionality to automatically integrate credit card reports into the web form. Additionally, the program can flag any charges that appear improper and send them for manager review. This second set of safeguards help keep company money safe.
The hiring process is just a mountain of paperwork. HR is the only department who enjoys that, and even they can be swamped by all the forms. Web forms can be used from early in the hiring process to streamline all aspects of employee onboarding. Have applicants to the company fill out a web form to submit their resume. It’s quick, easy, and best of all, much more likely to be error free. People are best at entering their own information, after all. Once captured, this data automatically fills in other forms that need identifying information such as the legal name. When you hire an applicant, their onboarding paperwork can easily be streamlined by duplicating their information across the necessary forms. It saves time and reduces the chances that a mistake enters the system.
Paid time off is the office goal. It’s money for spending time doing what you need (or want) to do away from the job. Handling PTO can be difficult. Some of the formulas used to determine paid time off aren’t always. Additionally, managers who are approving or denying time may not have all the information in front of them. With that in mind, it’s easy to see how web forms can save time. Like all good EDMS, web forms will capture the information submitted and compare it to the database. If there’s any discrepancy in the request (say, an employee accidentally requesting more paid time off than they have available, when they meant some paid and some unpaid) the software can flag it for review.
Web forms will take your EDMS to the next level. You can set up automatic monitoring for things like expense reports and PTO. You can also cut down on the onboarding time for new employees. The sooner you have everything up and running the better!