Posted in Forms, Workflows

Visual business rules for dynamic forms

Does Anyone Know Where We Keep the Unwritten Rules cartoon. Man shuffling papers from a file cabinet.

Business and educational forms & processes are usually dynamic – think purchase orders, emergency contact forms and travel requests. Our customers love how easy it is to visually design forms. With the Visual Rule Builder, they can easily create dynamic forms without the need to know JavaScript.

Learn more: Watch this 6m video to quickly learn more.

Continue reading “Visual business rules for dynamic forms”
Posted in Database

How to easily create Dynamic Database Forms

Useful processes connect to the database.

Practically every organization has at least one SQL database and often many of them. Many day-to-day business activities are simply more useful if they can access information from SQL databases on-demand.

For example, when a customer calls about a mistake on their order, your Customer Service personnel will be able to better help the customer and solve the problem quickly if they have visibility into order history from the database. Faster problem resolution leads to happier customers.

Continue reading “How to easily create Dynamic Database Forms”
Posted in Forms

Go the extra [online forms] mile

simple-visual-tools.png

Forms are a part of life but they don’t have to be tedious and ugly. Clean, well-designed online forms help customers provide needed information quickly and painlessly. What if your existing employees could do it all using simple visual tools without coding?

Join us for this 45 minute webinar on Nov 15 at 1:00 PM EST. We’ll show you online forms that:

  • Look great on all devices.
  • Dynamically adjust so they’re easy to complete.
  • Never need to be printed.
  • Route automatically for approvals.
  • and more …

save-my-seat

Posted in Low Code Platform, Workflows

[Video] 100% Visual Purchase Order Automation

Workflow automation is the foundation of digital transformation. But, automating everyday processes isn’t always easy. Dynamic forms, complex routing, e-signatures, mobility and more … it’s a lot to handle and that’s if you can find the necessary programming talent. What if your existing people could do it all using simple visual tools? Watch this brief video to see how easy it is with frevvo’s 100% visual, low-code platform.

workflow-automation-video.png

To learn more, visit our website, try frevvo absolutely free for 30 days or contact us for more information.

Posted in Workflows

How Dynamic Forms Streamline your Workflow Process

Paper-based processes throttle the growth of an organization. There are simply too many bottlenecks in designing, filling, and storing paper forms. On top of that, when you consider the costs of correcting errors and dealing with misfiled, damaged or lost forms, it’s easy to see how paper-based processes are expensive and inefficient.

frevvo’s cloud-based software offers fully automated dynamic forms and workflows designed to enhance productivity and drive down process costs. Now, it’s easy to get secure access to your documents and data from your mobile phones, and to share, save and process forms and approvals in a timely manner. frevvo unifies access control, user rights, and administrative settings through all devices ensuring complete security.

Automate your workflow with Dynamic Forms 

frevvo offers an incredibly easy user interface to create dynamic forms. There’s nothing to install and you don’t need to know how to write code. Simply drag and drop to create forms on the go. It’s easy to route your forms electronically to the right people at the right time and speed up the approval process. Using our Visual Rule Builder, you can easily perform calculations, pre-populate sections, show/hide parts of the form depending on data entered in it and route workflows conditionally. Additionally, cloud-based dynamic forms easily connect with your legacy systems as well as with many other third-party platforms without compromising security and scalability.

1. Automatic Calculations

Using the Visual Rule Builder, you can easily automate various calculations without any coding. Whether it is expense report, purchase order, tax or salary calculation; you can automate a plethora of calculations in frevvo forms. Not only does this remove the need for end users to perform tedious calculations, but it also eliminates errors due to mistakes.

Anyone can use the Visual Rule Builder to perform calculations – it uses familiar expressions and functions that should be familiar to users who have used a spreadsheet. View a detailed article here.

Example: Hellmann Worldwide Logistics

Although Hellmann’s primary objective behind using frevvo dynamic forms was to automate their workflow process, the complex calculations in contract amendments, credit amendment request, new customer credit approvals and cost allocation forms were done either manually or through Excel sheets that used to consume a lot of employees working time.

By using frevvo dynamic forms, not only did Hellmann automate their approval process, but their Credit Authorization, Cost Allocation, and Credit Approval forms are more user-friendly thanks to automated calculations.

The easy-to-use and affordable frevvo solution working in the cloud met Hellman’s real-world business requirements and helped them visualize and track misallocated costs, streamline the approval process, save employee time and reduce process costs.

“We’ve used Live Forms in the Cloud to automate several workflows in a matter of months and we were able to do it ourselves without expensive consulting resources.”

– James Darlaston, UK Business & IS Solutions Manager.

2. Pre-populated Sections

Business processes often have multiple forms where users must input the same information repetitively. A common example is Employee Onboarding where the user’s first name, last name, social security number and other information is required in multiple places. Sometimes it’s one form but it’s very long e.g. a Credit Application and it’s easier for the user if the form is split into multiple pages.

With frevvo, repeated fields are automatically copied from one form to another in the workflow. For example, if you have a First Name and Last Name field on multiple forms (pages), the user only needs to fill it for the first time. On second and subsequent pages, it’ll automatically be carried over.

If the user is authenticated, the system can also automatically populate several fields (e.g. Name, Email etc.) based on the logged-in user. With connections to Active Directory and other LDAP systems, you can retrieve any attribute for the user and pre-populate large sections of the form. For example, a Purchase Order must be routed to the employee’s specific manager. That information may be available in Active Directory and is automatically filled into the form. It’s less work for the user and also eliminates errors and typos.

Example: OSRAM Sylvania

After consolidating their HR processing in a single service center in Mexico, OSRAM was looking to streamline and replace their paper-based processes which were reducing their supervisors’ productivity as they needed to fill repetitive information again and again. Using frevvo, they replaced paper forms with electronic forms that can be submitted, signed and routed for approval and then submitted to the Service Center for further processing.

OSRAM integrated frevvo with PeopleSoft and their HR Portal. As a result, the form automatically initializes data, pre-populates sections, populates pick lists and reduces redundancy. Additionally, the built-in validations and business rules help OSRAM save valuable time that would otherwise be wasted in filling forms.

We needed an affordable solution that worked with our existing PeopleSoft, our HR Portal using single sign-on and other infrastructure and that was easy to use and met our business needs. Live Forms has the best combination of usability, price, support and business capabilities on the market today.”

– Roger Rudenstein, ERP Manager

3. Show/hide sections on demand

Paper/PDF forms often have sections that should only be filled out under certain conditions. For example, IRS forms require you to answer additional questions depending on your tax filing status. A Patient Intake form may require you to provide details if you answer Yes to certain medical conditions. This is a common source of errors and omissions.

With online, dynamic forms you can ensure that relevant sections are only visible when necessary. Another common example is a travel authorization form that might require multiple approvals. There’s no reason to display the approval sections until the workflow is in the approval step. Forms with the flexibility to show/hide sections on demand are easier to handle and more user-friendly.

Using the Visual Rule Builder, this kind of conditional logic is trivial to implement. Simply point and click in visual wizards to set the condition (it can be as complex as you want) and set the appropriate controls to visible or hidden as required. It’s so easy that anyone can do it.

Example: Tailored Brands

Using frevvo and a team of just 2 people, Tailored Brands has now deployed 104 forms and workflows for a wide variety of use cases such as Inventory Request, Store Appearance Check, Theft/Robbery/Damage forms and others. The forms are extremely dynamic – many of them show/hide sections on demand, perform calculations etc. As a result of the dynamic behavior and built-in mobile support, employees and managers find the forms easier to complete with fewer errors and missing information.

“Our forms are highly dynamic and can have complex business requirements. Using frevvo’s visual designers, we’ve now implemented 100+ forms & workflows.”

– Jim Rinke, Manager, Intranet & Documentation

4. Conditional/Dynamic routing in a workflow

Real, business workflows often feature conditional routing. A common example is a Purchase Order workflow where you must always get approval from your manager but if the amount is greater than $10,000 you require additional approval from the VP and if greater than $25,000 from the CFO etc. Another common scenario is conditionally routing to different people or roles depending on data in the form e.g. if Department is Sales or Marketing it routes to one person for approval but if Department is Engineering or Customer Support it routes elsewhere.

Both scenarios are easily addressed in frevvo workflows. For conditional steps, you simply create a Precondition using the Visual Rule Builder. If the condition evaluates to false, the step will be skipped. It’s as easy as that.

For dynamic routing scenarios, you can assign users and roles using templates. For example, if you have a control in the form called MyManager and you assign a template {MyManager} to the User property of a workflow step, the system will dynamically determine the user to route to depending on the value set in the form. In many cases (see Pre-populated sections above), the control is filled in automatically.

Conditional/dynamic routing is a very powerful feature of frevvo workflows that allow you to fulfill complex business requirements that are very commonly found in real-world processes. The best part is, like everything else in frevvo, it’s very easy to implement.

Example: Central Wyoming College

Central Wyoming College’s Purchase Order workflow was automated in record time: less than 10 days of work. They selected frevvo for the look & feel of the forms, the speed of implementation and, crucially, for its dynamic routing capabilities. The dynamic workflow routing relies on cost center codes to determine the appropriate approvers. The dynamic routing is also integrated with Google Apps making it easy for the customer to maintain. POs over a specific amount automatically route to the VP – matching CWC’s purchasing policies.

“frevvo’s system just works and meets our needs at reasonable cost.”

– John Wood, CIO

5. Seamless Integration with Business Systems

Day-to-day business activities are simply more useful if they can access information from business systems like SQL databases on-demand. If Customer Service has visibility into order history, they can better help the customer. HR applications are easier to use if they can access employee data and so on.

frevvo includes smart connectors as an option to connect forms and workflows with your existing back-end system or other legacy systems. With frevvo’s connectors, you can merge external and internal data, combine data from multiple origins and repositories, and create a uniform view for users.

With frevvo it’s easy to integrate with your SQL database, Google Apps, Confluence, Microsoft SharePoint, box, a variety of document management systems and, via third party software, with systems like Salesforce, QuickBooks Online and a host of cloud-based systems.

Example: Aero Communications Inc.

Aero was using a number of paper, Excel, as well as InfoPath forms for various day-to-day processes and approvals. The existing forms could not pull data from SQL databases resulting in excessive and duplicate data entry, errors, corrections and inefficiencies.

Using Live Forms, Aero has replaced multiple forms and workflows with fully automated online versions. Using Live Forms’ built-in Database Connector many of these forms and workflows are integrated with SQL and can dynamically update with real-time information from the database such as Customer or Product data. Automation speeds up approvals and improves efficiency.

We were looking for a single, affordable solution that could address all our requirements. Live Forms is the best web-based forms & workflow solution on the market today for our needs.”

– Adam Wiener, Applications Specialist

Digitize your forms completely to harness the power of workflow automation.

We are happy to discuss needs of your organization and offer the most suitable solution, REACH US 

 

Posted in Digital Transformation, Forms, HowTo

How Dynamic Forms Accelerate Digital Transformation in Your Organization

Forms represent about 83% of all business documents. A typical global enterprise uses an average of 400 complex business forms. If you are using printed forms, then you should know that about 15 to 33% of printed forms are either thrown away due to errors or discarded as they become obsolete after a certain time.

Moreover, a printed form will cost extra due to printing and paper cost, but the average processing cost of a smart form is comparatively cheap. Do you know, about 3% of paper forms are filled incorrectly, 7.5% of filed paper documents are lost in transit, and about 90% of the time spent to manage paper forms involves handling and shuffling them?

Smart dynamic forms; on the other hand, offer a chance to amend or update the form virtually on the go. In fact, integrated dynamic smart forms have the capability to streamline your organizations’ document management or workflow process management capability by reducing overhead costs.

The Evolution of Dynamic Forms

Dynamic forms are technically electronic or digital forms bestowed with capabilities beyond traditional paper forms. Electronic completion, digital signature, auto-filled data, dynamic sections, automatic calculations, database calls, and electronic submissions are some of the common advantages or capabilities of dynamic smart forms. These forms are designed to capture accurate, rule-based data. Additionally, they are able to adapt dynamically based on user responses and capable of pulling and pushing data from multiple sources. Dynamic forms often possess online capabilities along with the ability to capture ‘the metadata, such as geolocation. Due to the flexibility to access data anywhere and at any time, users can enter and process information at will in a simple and logical format

Use of advanced and innovative technology further enhances the capabilities and intuitiveness of interactive forms. Now, it’s easier than ever to create, maintain, and evaluate user-friendly forms that are in compliance with laws, regulations and business policies. Often it is the duty of a domain expert to create and maintain forms. Typically, these domain experts are not technology savvy and may have zero coding knowledge. Techniques such as drag-and-drop, wizards, and visual rules dramatically help in eliminating the need for software programming knowledge.

Why You Should Be Using Dynamic Forms

Many enterprises have embraced the digitization, but they still lack the oomph factor leading to success. For a digitization strategy to succeed, you need to automate processes right from start to finish. Relying on human input and manual tasks in a digitized environment is like swimming in a pond when you can easily sail the seas. Although many organizations have deployed smart forms, they still depend on traditional ink on paper to capture a signature and validate the authenticity of the document or form.

If your employees are spending their time manually entering data, correcting errors and chasing down approvals, they have less time to spend on work that matters – supporting customers, teaching students, or caring for patients. When business conditions change, they don’t have the necessary information at their fingertips to react to changes. These delays can be extraordinarily costly. On the flip side, responsive organizations tend to be perceived in an extremely positive light.

When a new business opportunity presents itself, it’s important to roll out the appropriate initiatives quickly e.g. introduce a new product offering or modify internal processes to quickly satisfy changing customer demands. Even something as simple as letting people buy on their mobile phone can have a huge impact. If employees can perform their day-to-day work in an efficient manner, your business initiatives will speed up and your organization will benefit.

dynamic forms

Key Capabilities of Smart Dynamic Forms

  • They can easily perform complex calculations.
  • They are designed to display content dynamically as and when required.
  • Smart dynamic forms can execute explicit data validation.
  • Smart forms are capable of looking up data from your databases and other systems, pre-filling fields and eliminating duplicate data entry.
  • Additionally, they can submit the data to your ERP securely and efficiently.
  • Smart dynamic forms are routed automatically to the relevant approvers.
  • Digital forms enhance visibility into location and status.

Here are a few advantages you can achieve with interactive web forms:

  • Enhance the speed of delivery as non-technical users can easily create and deploy online forms by taking advantage of an easy-to-use visual tool and reusable components.
  • Use Cloud to save cost and time as the service provider takes care of the licenses, hosting arrangements, upgrades, and security ensuring you are relieved from the complexity of building, managing and hosting your own smart form solutions.
  • Provide a great user experience by offering user-friendly forms with sophisticated built-in capabilities such as online data entry, data validation, and dynamic content. Additionally, provide flexibility to your users by offering them the freedom to fill in their forms anywhere, any time and using any device they like.
  • Reduce business pressure by reducing time to complete interactions and transactions. You actually help users to complete a transaction smoothly and in the first go.
  • Increase business agility by reducing the time spent by employees in routine tasks which frees them up to focus on customers, students or patients, allows them to react rapidly to changing business conditions and to take advantage of new business opportunities.
  • Reduce administrative overhead as you do not have to incur additional expenses in printing, posting and storing paper forms.
  • Enhance the accuracy of collected data as data validation and pre-population of the dynamic fields eradicates the need to go back and contact users due to incomplete or incorrectly filled forms.

Who Should Use Dynamic Forms?

Although we see and use automation everywhere in our daily lives from toll booths to GPS directions, many businesses are still lagging when it comes to automating their routine process workflows. Today’s digital infrastructure creates digital infrastructure creates opportunity as well as urgency to go paperless and reduce business inefficiencies. Unfortunately, it’s still commonplace to have many forms on paper, perhaps they are just partially electronic. Remember, paper-based processes have costs associated with them – the cost of the resources, cost of the infrastructure and the indirect cost of the time they consume. Printing, signing and scanning paper, Excel or PDF forms is still too common and unnecessary – there is a better way.

It’s 2018! It’s past high time to transform these manual, paper- and email-based processes into electronic digital workflows that can be tracked, managed, and controlled within the organization. Here are few industries or organizations that can gain huge business value by deploying smart dynamic forms:

Some Ideal Scenarios/Use Cases of Dynamic Forms:

hr-processes

Human Resource Department

  • Employee Onboarding
  • Vacation Request
  • Student Registration
  • Travel Authorization & Reimbursement

Accounts Payable

  • New Vendor Requests
  • Purchase Order Approval
  • Employee Expense Report

Higher Education and K-12

  • Student Registration
  • Transcript Request
  • Transportation

Healthcare

  • Patient Referral
  • Patient Intake
  • Clinical Trials

Inventory Management

  • Stock Transfers
  • Declaration Forms
  • Purchase Requests

Conclusion

Enhance ROI with Smart Dynamic Forms: If you want to replace or transform the way you are collecting or processing information and populating internal systems, then using smart dynamic forms, will help you in getting your processes running smoothly and efficiently. With smart forms, you reduce the chances of committing errors by 71% and consume 51% less time.

With modern, visual tools for smart dynamic forms, you can automate the creation, processing, and distribution of business forms by non-technical users in your organization. Digitized forms help you reduce processing costs, minimize errors, and capture fully validated data.

Electronic forms and the associated automated processes mean your people can spend their time on the most valuable tasks, react effortlessly to customer demands and changing business conditions so your business can prosper in the 21st century.

Let’s build a paperless organization! For paperless processing and to learn more about smart dynamic forms Try Frevvo FREE.

Posted in Customers, Forms, Workflows

At Tailored Brands, a team of just 2 people has successfully implemented 100+ forms in their 1400+ locations.

suits

With leading menswear retailers such as Men’s Wearhouse and Jos. A. Bank, Tailored Brands provides a one-of-a-kind shopping experience with compelling products and world-class service via their 1400+ locations in the U.S. and Canada.

Read-Case-Study

They were using a different product which generated very large files, required local emails, was hard to use for dynamic forms and was expensive to maintain. Their Manager of Intranet, Jim Rinke, decided to investigate alternative products for their digital transformation journey.

After a lengthy search, Tailored Brands selected frevvo in 2011 for its drag-and-drop design, robust dynamic forms, 100% browser-based interface and the ability to route the form to different recipients based on user data.

“We were looking to replace the product we were using with a system that would work in our 1400+ stores.

Our forms are highly dynamic and can have complex business requirements. Using frevvo’s visual designers, we’ve now implemented 100+ forms & workflows. frevvo Cloud just works and meets our needs at reasonable cost.”
– Jim Rinke, Manager, Intranet & Documentation

Using frevvo’s low-code, visual solution, Tailored Brands’ team of just 2 people has now implemented 104 forms and workflows for a wide variety of use cases such as Inventory Request, Store Appearance Checks by multi-unit managers, Theft/Robbery/Damage forms, Employee or Customer Injuries and others.

The benefits are enormous:

  • Previous forms were seamlessly replaced with online versions.
  • Small file sizes mean they work fast and efficiently in the store locations.
  • Dynamic behavior is easy and the forms automatically show/hide sections based on user data, perform calculations etc.
  • Built-in mobile allows employees to use an iPad to complete forms.

Tailored Brands intends to continue rolling out additional forms and workflows, especially workflows that can route directly to an email address (anonymous user).

Read-Case-Study

Learn more by visiting our website.

Posted in Forms, Workflows

[Video] Visual Rule Builder (V7.4)

vrbV7.4 has been released and it comes with a bunch of new things – the most exciting feature is the upgraded Visual Rule Builder.

Many customers use frevvo to create forms with extensive dynamic behavior. They love the flexibility and power of frevvo when it comes to creating dynamic forms. With frevvo’s Visual Rule Builder, it’s easier than ever to create these dynamic behaviors and anyone can do it.

Watch this short video that shows you how easy it is to use the Visual Rule Builder to create dynamic content.

Customers are using frevvo for things like:

  • Showing fields only when they’re relevant
  • Automatically filling in fields
  • Performing calculations

and many others.

View-Recording

Why not give it a whirl? Sign up for a free trial and see for yourself. It takes 30 seconds, and you can install a template and try it out instantly.

 

Posted in HowTo, Product

V7.3 – Dynamic pick lists & web services

One of the most common features our customers use is dynamic pick lists (or radio/checkbox controls). Examples abound such as a List of products for a Sales Order / PO, Number of available vacation days for a Leave Approval, List of projects for a Time Sheet and many others. With frevvo, you could always setup dynamic options using a business rule written in JavaScript.

/*member productCode, productName, resultSet*/
var x;
if (form.load) {
eval(‘x=’ + http.get(‘http://localhost:18080/database/BIRT/allProducts’));
var opts = [];
for (var i=0; i < x.resultSet.length; i++) {
if (x.resultSet[i]) {
opts[i] = x.resultSet[i].productCode + ‘=’ + x.resultSet[i].productName;
}
}
Products.options = opts;
}

V7.3 – no JavaScript

Products-WS
Selection Control connected to a web service

Starting with V7.3 (late August 2017), you can select an Options Source in the Properties pane for the selection control (drop down, radio or checkbox). By default, the Source is Design Time which simply means the choices are static and the designer specifies the list of options by typing them in at design time. But, you can now select Web Service. If you do that, three additional properties appear below:

 

  • Options URL: This is the end point for the web service. If you’re using the database connector,  it’ll be the same as the URL used in the JavaScript rule above. The assumption is that this call returns either XML or JSON.
  • Value binding: the path in the returned XML or JSON that determines the value of the select control (what’s in the submission).
  • Label binding: the path in the returned XML or JSON that determines the label of the select control (what the user sees).

That’s it. The URL can also be dynamic.

Edmunds
Selection control connected to the Edmunds API

For example, the screenshot at left shows a checkbox control that’s connected to the Edmunds API. The Options URL depends on the Year since that web service API returns Car Makes for a particular year. The URL is set to:

https://api.edmunds.com/api/vehicle/v2/makes?state=new&year={Year}&view=basic&fmt=json&api_key=<key hidden>

When the user types something in Year, the web service is automatically called, the results are refreshed and the choices in the Car Makes checkbox will change based on whatever the web service returned.

V7.3 will be released at the end of August. Visit our website and sign up for a free 30-day trial if you’d like to learn more or contact us for more information.

Posted in HowTo

How To: Dynamic email addresses

A question we get asked frequently is how to send an email from a form or flow submission where the email address of the recipient is dynamically determined at runtime. For example, I have a drop down control and if the user selects HR, I want the email to go to the HR Department (hr@example.org) and if the user selects Finance, I want to send it to Finance (finance@example.org).

It’s very easy in frevvo.

1. Create a hidden Email control in your form.

AdminEmail

Drag & drop an Email control in your form. In the Properties panel, uncheck Visible so the control is hidden from the end user. Name the control Admin Email. We assume that you already have a drop down control (in the screenshot, it’s called Department and the choices are HR and Finance).

When the user selects HR from the Department drop down, we’ll set the Admin Email hidden control’s value using a business rule.

2. Set the Admin Email address using a business rule

Create a simple business rule.

if (Department.value == ‘HR’) {
AdminEmail.value = “hr@example.org”;
} else if (Department.value == ‘Finance’) {
AdminEmail.value = “finance@example.org”;
} else {
AdminEmail.value = null;
}

In frevvo’s Winter release (expected in late 2017), you’ll be able to create these type of rules visually with the Visual Rule Builder.

3. Use the Admin Email control in the To: email

AdminEmailWizard
Email Wizard that uses a control template

In any Email wizard, you can use the Admin Email hidden control for the To:, Reply to:, Cc: and other fields. In the above example, we’ve used it for the To: field.

That’s it. When the User selects HR, the rule will set the Admin Email control to hr@example.org. When the form is submitted, the Admin Email template in the To: field will be evaluated and will resolve to the value of the corresponding control (hr@example.org). The email will be sent to the dynamically resolved email address.