streamline your processes by removing the paper
TRANSCRIPT
Streamline your Processes by Removing the PaperGo Paperless by Automating Your Key Document Processes
Your Presenters
Director of Document Management TechnologiesRJS Software - HelpSystems
RICHARD SCHOEN
Senior Technical Solutions ConsultantRJS Software - HelpSystems
GREG J. SCHMIDT
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• HelpSystems Overview• Top problems solved by paperless forms• WebForms overview• Demo• Q&A
Agenda
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HelpSystems Family of Brands
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Solution Overview
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Forms Management
Input Forms – Capturing Data (WebForms)• Turn any paper-based form into an online form• Validate data as it’s entered (no re-keying)• Capture signatures on forms• Merge data with fillable PDFs for pixel-perfect output• Store in WebDocs if form needs to be preserved
Output Forms – Generating Business Output (iForms)• Generate form document output as PDF, TIFF, Excel, and CSV• Use spool files, text files, XML, and database for source data• Create individual documents or document packets• Print, email, and file automatically to network folder, Sharepoint, or WebDocs
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• HelpSystems Overview• Top problems solved by paperless forms• WebForms overview• Demo• Q&A
Agenda
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Problem: Filling Out Paper Forms
Typical manual form filling process:• Fill out forms by hand• Forms manually filed or possibly scanned• Someone re-keys data to systems• Possibly more than one system• Time-consuming• Inefficient
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Problem: Form Accuracy and Validation
Typical manual form validation process:• User completes form by hand• Form is manually reviewed• Did the end user fill in all required forms?• Is data entry valid?• Do all the columns add up?• Were all errors caught while filling out the form?
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Problem: Forms Need To Be Approved
Typical manual approval process:• Fill out forms by hand• Walk to each approver’s office or email• Each approver signs document• Document gets filed or scanned• Product is ordered, time-off request or
expense report approved, etc.
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Problem: Where Does The Form Data Go?
Typical manual form data entry process:• Fill out forms by hand• Email or send paper form to department• Department may print paper for keying• Possibly one or more business systems
need data entry• Keying errors can happen• If data is not keyed into system, it’s not actionable
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Problem: Filing the Forms
Typical manual form filing process:• Fill out forms by hand• Document printed and maybe scanned• Document is filed into filing cabinet• Forms get lost when taken from storage• Storage takes up valuable real estate• Takes time to retrieve documents when needed
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What are Paperless Forms?
Paperless forms can:• Be filled out via a web browser• Validate data entry• Integrate to backend system databases and apps• Capture electronic signatures• Create pixel-perfect output as PDF or for printing• Be automatically filed
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• HelpSystems Overview• Top problems solved by paperless forms• WebForms overview• Demo• Q&A
Agenda
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What is WebForms?
Software for capturing form data via any web browserAny paper form can be turned into an online formData can be read from or written to any database Data can be output to fillable PDF forms as neededForms managed using WebDocs Forms ManagementSupports electronic signatures and authenticationSupports IBM i and Windows platforms
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Form Capture Scenarios
Pre-populate form and send out URL links to complete formPre-populate form with data based on an order, invoice, work order or job number and then complete formFill out new form such as a business application where data is simply captured and routed to the appropriate personFill out new form and store in WebDocs for form management and version controlNew form can be pre-populated and stored in a temporary directory on the WebForm server so it can be opened, completed, and submitted
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Devices That Can Use WebForms
Windows desktop, laptop, or tabletLinux or Mac desktop, laptop, or tabletiOS device including iPhone or iPad Android device including phones or tabletsFor offline, software loads on tablets and runs under IIS web server on Windows 7, 8 or 10
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Customer Stories
Illinois Fair Plan• Not-for-profit insurance association that provide basic
and affordable property insurance to residents of Illinois• Uses WebForms for:
– Complex insurance forms and applications
Kimray• Manufacturer of control equipment used extensively
in oil and gas production in North America and around the globe.
• Uses WebForms for:
– HR onboarding, creation of HR documents
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• HelpSystems Overview• Top problems solved by paperless forms• WebForms overview• Demo• Q&A
Agenda
Demo Time
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• HelpSystems Overview• Top problems solved by paperless forms• WebForms overview• Demo• Q&A
Agenda
Questions and AnswersPlease enter your questions in the chat log.
Learn More
Richard SchoenDirector of Document Management [email protected]
1-888-RJSSOFT or +1-952-736-5800
www.rjssoftware.com
Greg J. SchmidtSenior Technical Solutions [email protected]
1-888-RJSSOFT or +1-952-736-5800
www.rjssoftware.com
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Thank you for attending!
For more information:
Website: www.helpsystems.com/rjs
Telephone: 800-328-1000 sales
+1 952-933-0609 support
Forms and Document Management Technical Experts:
[email protected]@helpsystems.com
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