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• Integrate with LDAP, databases & 3rd party apps
Buyers Guide
Forms Automation Software
What is forms automation software?
Forms automation software automates the process of creating, managing, distributing, and processing online documents. The software speeds up the documentation process for users by eliminating the need for paper and manual intervention in handling tedious tasks, such as finding misfiled paper documents or analyzing electronic documents. Users can use the tool to create digital forms, electronic surveys, contracts, and reports.
Forms automation tools can be used across all industries, irrespective of the business size. For instance, healthcare businesses can use the platform to collect patient information while retail businesses can utilize it for invoice generation. Likewise, customer service teams can use form automation for generating support tickets.
What are some common features of forms automation software?
File storage: Securely store online documents in a centralized, searchable repository. The documents can be accessed by multiple parties anywhere and at any time. It also reduces the risk of data loss and corruption.
Forms creation and design: Create digital documents, including reports, forms, and surveys using a drag-and-drop form editor and customizable templates. The software allows you to choose and add different fields in your form and customize the layout as per your requirements.
Process/workflow automation: Streamline document workflows by automating repetitive tasks, such as building forms, surveys, and contracts, setting up email workflows at the time of form submission, and processing documents.
Electronic signature: Sign forms electronically. The feature is helpful for both customers and clients, especially when documents require review, approval, or validation.
Offline access: Access, fill out, and submit forms even with limited or no internet access. The forms update on their own once you have a stable internet connection.
What are the benefits of forms automation software?
Reduces storage and paper costs: Going paperless is a trend that is increasingly becoming popular these days. Forms automation software leverages digital medium to store your documents that can be accessed with ease, anytime and anywhere. This immensely helps reduce your storage costs. Moreover, paper is expensive. The software helps you eliminate paperwork and thereby saves costs associated with managing, printing, and sharing offline documents.
Facilitates easy and secure file sharing: Forms automation platform enables users to share digital documents with ease, with a large number of users, and in multiple formats, such as PDF, Excel, and web forms. As compared to manual document sharing, forms automation offers security features, such as SSL certification, data encryption, GDPR compliance, and password protection that help secure your forms.
Improves team productivity: It can take a long time to create and fill out documents. With form automation, employees can automate all these time-taking manual processes with ease. The software also offers a library of customizable form templates that can be used to create and customize forms quickly. From automated form filling to confirmation messages, notifications, and faster processing, forms automation software helps save time and increase productivity.
Minimizes calculation errors: When it comes to generating online forms and invoices, forms automation automatically calculates fees, taxes, and prices for you, leaving minimum scope for manual errors. The software automates the data collection process and facilitates rule-based data entry. It imports the majority of data from pre-existing forms, which significantly reduces data entry errors.
What is the cost of forms automation software?
Most forms automation software products are priced on a “per user, per month” basis, and their entry-level pricing plan ranges from $6 to $45* per month. An enterprise product that’s priced higher may include additional features such as version control, archiving and retention, full-text search, and audit management.
*The pricing included is for the entry-level/lowest-priced offerings found on vendor websites as of March 16, 2023.
What are the key questions to ask when choosing forms automation software?
What is the level of automation and the number of forms supported by the platform?
While some form automation tools allow users to design and share an unlimited number of forms with limited custom fields and automation workflows, others have a restriction on the number of forms supported by the system. However, these offer more customization and automation capabilities. Before finalizing the best forms automation software, ask your vendor about the number of forms supported by the platform and the level of automation in a given pricing plan.
Does the software offer a digital signature feature?
Your shortlisted tool should allow your clients, employees, and customers to digitally sign documents that require further verification. This is an imperative feature of a forms automation system that not only validates the integrity of an online document but also streamlines the process of document review and approval.
What are the available data security features?
Data security is an important aspect to be considered in forms automation tools. While evaluating potential solutions for your document needs, ask the vendor about the available data security features offered in the software. In general, consider features, such as safe storage, data encryption, user verification, and security controls in a forms automation platform.
Sources
Products evaluated for the pricing calculation were taken from GetApp’s forms automation software directory. The pricing ranges exclude freemium versions of the products. The features highlighted were identified based on their relevance and the percentage of products in the GetApp’s directory that offer them.
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