You have 2 main options. You can:
1. Save & Publish
Once you have completed your Form, hit “Save” and “Publish” and the form is live on your users’ accounts instantly, wherever they are in the world.
2. Set Up Workflows & Actions
Once the form is built, you can set up a range of workflows and actions, report generations and communications to automatically trigger.
When the form is completed, you can use some or all of the information collected in the Form to trigger automatically or manually different Workflow “Actions” including:
• Sending an email
• Sending a PDF (fully customizable)
• Inserting a Database Record
• Updating a Database Record
• Emailing an XML
• Posting an XML
• Or utilizing the Integration and API tools
• Status Set
• Status Updated
Here are a few tips to enhance your workflows and actions:
Customize Email Subjects and PDF Report Names
You can customize the naming of both the Email Subject and the PDF Reports generated utilizing any field names from your form such as Date, Customer Name and Location to enable easy search and identification.
Set Status / Require Status
You can trigger different Reports and Actions based on the Status of the Submitted Form. You can also automatically set the Status of the form based on answers given in the form. In the same way, a certain Status may be required in order to generate an Action. For example, a Purchase Order Form can be completed in the Field. If the order value is over $500, an action triggers an automated email to the Financial Controller to review the Purchase Order request with an option to authorize. On authorizing, the Status changes from PO Pending to PO Approved and the field user receives notification that they can proceed with the Purchase.
Adding Resource Documents to PDF Reports
You can assign a document from your Resource Folders to be automatically attached to a PDF Report on dispatch. For instance, if you need different Terms & Conditions attached to your PDF Report based on answers provided in the Form (such as Customer Type). You can also add your Sales Catalogue to each PDF Report and send it only to all New Customers only.
Customizing Email From Name & Address
The Emails being automatically dispatched can have both the Email From Name and Email From Address customized based on criteria. For example, a Sales Order can come from ABC Sales (Sales@abc.com) while a Quality Report can come from ABC Human Resources (firstname.lastname@example.org).
Delay Dispatch Feature
You can set and stagger the dispatch timing of automated emails being sent automatically using the Delay feature.
Timed Status Change
You can enable the form status to change after a prescribed period of time. For example, if a Form Review has not occurred within a certain time frame, the status can automatically change to “Review Overdue” for example and an additional email reminder communicated.
“Send To” Feature
You can set up Actions such as emails to be sent automatically based on the form criteria and you can send emails to different parties based on form answers. For example, if a Safety Risk is identified as part of a Property Inspection – the Customer will receive the Inspection Report, the Sales Manager receives a summary of the order value and additionally, the Safety Manager receives a separate report based on the safety risk identified.
There are many things you can do when a form is submitted using Formitize. Rest assured that your workflows will improve, thanks to this amazing paperless app that lets you enhance your systems using smart forms that truly work. Let us formitize your forms and paperwork.