Tag: document approval workflow

frevvo + Google Apps: Part 5. Saving documents to Google Drive

google_drive_logo_3963Does your organization uses Google Apps? You can combine frevvo + Google Apps to create some really cool and useful solutions. In previous articles in this series, we saw how you can save (write) submissions to a Google Sheet, use the Google Distance Matrix API to automatically calculate mileage and reimbursement amounts, create dynamic pick lists from a Google Sheet (read) and update a Google Sheet.

Today, we’ll look at how you can save documents to Google Drive and, essentially, use Google Drive as an affordable system for managing documents. Again, it’s a common scenario. When a Permission Form is signed, or a Leave Approval workflow completes, or a Purchase Order is received, you want to save the documents somewhere. Many companies still save them in email folders as attachments or manually drop them into a shared network drive. With frevvo, you can automatically upload them to Google Drive.

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Upload to Google Drive

As before, you have to first get an access token. This is a one-time step. Login to your Google account and then visit: https://app.frevvo.com/google/consent. Follow the prompts and copy the access token and save it. Detailed documentation is here.

We’ve created a sample form and a shared Google Drive folder for demo purposes. Ironically, it’s a paper permission form that a parent must sign so students can use less paper and do things electronically 🙂

Click on the link above or on the image, fill in a student name, sign the form and enter an email address (don’t worry, it’s only used for this demo to email you the signed PDF. We won’t save it, it won’t appear on the PDF and it won’t be saved to Google Drive). When you submit, the form gets uploaded to Google Drive and saved in a folder with the student’s name so you can easily find it later. You’ll also get an email.

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Save to Google Drive wizard

How can you connect your own form or workflow to Google Drive. It’s easy:

  1. In Google Drive, create a parent folder that will hold all the submissions for this form.
  2. In the Form Designer, simply click on the Doc Actions (what happens to my data) wizard and select the “Save to Google Documents” option.
  3. In the wizard that appears, enter your credentials (see above for how to get an access token).
  4. Select the parent folder you created earlier in Step 1.
  5. For Submission folder, you may enter a fixed value (not recommended) or use a template. In this case, we have chosen the StudentsName control. For example, if you enter John Adams in the Student Name control, the submission documents will be stored in a subfolder called JohnAdams.

That’s it. Try it out for yourself using our sample form and see how the form PDF is saved to Google Drive. If your form had attachments (e.g. receipts for an Expense Report) they would also be saved into the subfolder.

Interested in learning more? Visit our website to view examples, watch videos, sign up for a free 30-day trial or contact us for more information.

Like what you see? Check out Part 6 where we put it all together to create a leave approval workflow that connects with a Google Sheet, routes between multiple users for signatures, updates the Google Sheet and saves PDF documents to Google Drive.

 

 

ROI in less than 3 months

roi-1Sometimes, we get asked in the sales process about the ROI (Return on Investment) of buying and implementing a digitized frevvo workflow vs continuing with the current way of doing things. Typically, this means sending an Excel or PDF document around by email for approvals.

Emailing Excel and PDF documents for approvals is incredibly expensive.

The manual approach is fraught with problems:

  • How do you ensure that you have the latest version? Shared folder? Intranet?
  • How do you actually get the approvals? Via e-mail? Schedule a meeting? What happens if someone is on vacation or fails to respond in a timely manner? What if there’s an error? More e-mail?
  • What if a signature is required? Attachments? Does this mean printing, signing and scanning?
  • How do you keep track of and formally record who has approved the document? Save multiple e-mails? Meeting notes?
  • What will happen months from now when you need to find the signed and approved document?

An automated approval workflow from frevvo can quickly save you a lot of money. In most cases, you will start seeing ROI with frevvo in less than 3 months (even faster at higher volumes). Check out this ROI calculator for a Purchase Requisition or click on the image to see how frevvo can save you $$$.

As a bonus, you’ll have happier employees who can focus on customers and new business opportunities rather than chasing down paper. Interested? Contact us now to learn more.

 

It’s Your Right To Reject, With Reason.

We have many features and benefits in our product. We always like to use customer examples to show you how it works. This time we are using ourselves as the example. We use this feature in our Client Services order workflow to continuously develop business agility.

Here’s how it works:

anonymousapprovalprocess

Sales Employee –> Customer (Approval/Reject) –> Sales Employee

In a Client Services workflow, designed with frevvo,  the first step is filled in by a company employee who then clicks send when the Service Order is completed. Conveniently, the customer receives a customized email with a link to the service order. This link will direct the customer to the step in the flow needed to be completed by them. This step is completed when the customer approves and signs it, but what if they don’t approve!? No worries, frevvo has your back. “Remember, we are all about the user friendly experience?”

The reject option.

The customer now has the option to click the Reject button (which can be customized to say anything you want) and provides a reason for the rejection. Rather than trying to solve the mystery of “Why was I rejected,” you will find out why in an email sent in response to the rejection of the step. Rejection never felt so good. Ultimately, this flow will be routed back to the frevvo employee for revision.

In summary;

Easy Reject is a feature that allows steps in a flow to be sent back to a previous step by clicking the Reject button. The Reject feature is easily configured through the Live Forms Quick Approve wizard. The designer simply selects “reject to” or “reject from” for each step in the workflow, including steps performed by anonymous users, and all the configured steps will display a Reject button. It’s that easy.

The ability for an anonymous user to reject a workflow task is an important feature of frevvo workflows. Contact us today and see if it will fit your business needs. You can view full step by step instructions to implement this feature in a Purchase Order Workflow here!

[Infographic] Why Hybrid Cloud?

 Tell me, Why Hybrid Cloud?

Why hybrid cloud? Why not hybrid cloud is the question you’ll be asking yourself after this article!

Hybrid Cloud: “A hybrid cloud is an integrated cloud service utilizing both private and public clouds to perform distinct functions within the same organization.” (http://www.interoute.com/cloud-article/what-hybrid-cloud)

The Road to Hybrid Cloud. The cloud computing model continues to create a larger and larger footprint in the IT landscape as enterprises pursue the model’s benefits including but not limited to: 1) shared resources 2) facilitated access to information and resources from anywhere on any device 3) on demand provisioning and reallocation of computational resources. The greatest benefits are typically achieved using public cloud services however most organizations are unwilling to put ALL their data (particularly sensitive information) into public cloud solutions. In order to still reap the benefits of the cloud computing model, organizations will implement some solutions on internal private cloud platforms.

What is Hybrid Cloud and How Does It Work. A hybrid cloud refers to an environment that runs both public and private cloud services AND provides a way to to share data between them. Typically the data shared with public cloud services is limited and secured/encrypted to reduce exposure. Exposing a server within your firewall to a public cloud service is not what we mean by hybrid. A hybrid cloud connects 2 or more internal and external cloud platforms in such a way that they can exchange information.

What Are the Advantages. A hybrid cloud allows organizations to leverage the efficiency gains of the cloud computing model without having to expose all their data to public cloud services by providing mechanisms to securely share data. Once mechanisms have been defined for exchanging data between internal and external cloud platforms, CIOs can incrementally control what data is exposed to public cloud solutions. The ability to integrate internal data with external/public cloud services is hugely beneficial (if not required) to leverage public cloud services in a compelling and useful fashion.

The Benefits of frevvo. When you sign up for an account on app.frevvo.com, you’re using frevvo in the public cloud. If you deploy frevvo within your organization, you are setting up frevvo as a multi-tenant, private cloud solution. Either way, there are many examples of frevvo participating in hybrid cloud architectures. A frevvo account running in the public cloud could be configured to securely access LDAP information running within a private cloud. Enterprises running frevvo within their private cloud infrastructure can write data to google spreadsheets (public cloud). Another example is utilizing frevvo’s database connector to allow frevvo from either a public or private cloud to integrate with any back-end relational database.

In Summary. This cloud computing phenomenon migrates both, public cloud and private cloud services, to solve your business needs. From small business to large enterprises, being able to keep private information secure as well as hosting public information is very beneficial. As noted on the infographic (pictured to the left) using frevvo in the hybrid cloud is a business strategy to lead you to successful business agility. Our cloud based product is mobile ready, with a drag & drop easy design, that allows you to create custom forms and workflows to increase business agility.

Click here to view the infographic in full. You can learn more about frevvo on our website as well as join today and receive a free 30 day trial!!.

[Customer Success Story] Hood County, TX

“frevvo’s modern online system is easy to use, has all the capabilities we need and is affordably priced. Their outstanding customer support and willingness to work with us made it the right choice for our County.”

– Jackie Solomon Director, Information Technology, Hood County, TX

Success stories are our favorite thing to hGuy filling in form and signingear, talk about, and share with the world. Hood County’s electronic blood warrant workflow is a particularly interesting case. In DWI cases, a Blood Warrant is required by law before administering a blood test.  Prior to automation with frevvo, this process could take hours to complete:

  1.  A paper warrant form is filled out by an officer.
  2.  The officer is then sworn in by a magistrate and signs the warrant form.
  3.   Finally, it is approved and signed by the magistrate.

These steps were tedious for the staff as it became expensive and time consuming. Hood County’s regular tasks were interfering with business agility. That’s when they called frevvo.

By converting manual processes into mobile-enabled, automated workflows with electronic signatures, the County is dramatically improving efficiency. For example, reducing delay is critical in blood alcohol testing. With an automated workflow, legal warrants can be obtained in a timely manner while eliminating errors such as missing data in an affidavit.

Hood County looked at 15+ solutions and chose frevvo. To obtain a Blood Warrant, forms are now filled out electronically by the officer. The magistrate remotely swears in the officer, reviews the warrant and signs off electronically or rejects. The officer prints out the exact PDF required by law including all signatures. The blood alcohol testing can proceed legally in a timely manner.

We have enjoyed working with Hood County a great deal and are grateful to have created this business relationship with them. Solving business needs through business agility is what we are passionate about. You can be our next success story, sign up today.

You can view the official Hood County Case Study here.

It’s “Bloody” Brilliant!

“I fought the law and the law won”

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We here at frevvo know there is no beating the law and when you can’t beat ’em, join ’em. Right? frevvo is very excited to announce that we have begun to work with Hood County and the future possibilities it creates sharing this technology. Hood County has recently found the convenience of using frevvo to create workflows and forms of their very own. A webinar is scheduled to take place on Thursday June 25th 2015 at 11:00am. Sign up now.

Paperwork causes time delays that could create further issues in this line of work. Employees may feel the burden with paperwork for routine things such as blood warrants, death inquests, emergency protective orders and more. What if all of this could be much easier? With the touch of a screen at the crime scene? Or back at the station? Even at the judges house at 2:00am? Yes to all of the above!

frevvo government workflows allow you to process paperwork for multiple events through multiple people in just minutes. Fill in all information from any device (computer, tablet, smart phone etc.), the form will be sent to the next party (for example a judge) who can sign for approval with a simple touch of his finger, sending that back to the sender(officer).

Hood County

Why frevvo?

frevvo offers an online form builder for document approval process that includes a digital signature. These great futures work with mobile workflows, online forms, and more, which can be converted to pdf. forms. There are many tutorials and a great support team to help you build your workflows/forms for an easier approval process.

See more about this incredible workflow here

Watch a LIVE(June 25th, 11:00am) webinar here

Sign up for a frevvo account here, get started today!

Using frevvo + Google Drive for Document/File Management

It goes without saying that there are big advantages to having your files in the Cloud. They’re automatically backed up, secure, can be accessed from anywhere etc. You can use Google Drive as a simplified document/file management system with folders/sub-folders, sharing and permissions.
frevvo + Google AppsIf your organization uses Google Apps, you can combine frevvo + Google Drive in interesting ways to create some cool solutions. For example, you can create an electronic approval workflow for a Purchase Order, and send it to your customer for signature (electronic, of course). Once signed, the customer gets a receipt (PDF) by email. But, the PDF can also be saved to Google Drive in the proper folder/sub-folder e.g. Purchase Orders/Acme Inc 2015_04_09 or Purchase Orders/Order 1234 or whatever makes sense for you. Check out this 90 sec video to see how it works. As POs flow through frevvo and are approved by customers, they’ll automatically be filed away in the correct place.

What about finding POs? As you might expect, Google Drive has great Search. When a file of a common type is uploaded to Google Drive, it is automatically indexed so users can easily search for it in their Drive files. Google Drive also goes much further. For example, it’s capable of recognizing objects and landmarks in images uploaded to Drive. Searching for a PO is just like doing a regular Google search. Just type in some text (a name, an address, an amount, anything …) and Drive will find files containing that text.

Now, obviously, Drive isn’t a full-fledged document management system and there are pitfalls to using folder structures for document management. But, the price is hard to beat and there are many situations where it’s genuinely useful. Especially, when combined with an automated approval workflow from frevvo 🙂 Check out our Google Apps Solutions and contact us for more information.