How Can I Use Forms to Automate Data Collection and Workflow Processes?

Question: “I’m looking for a way to automate data collection across my organization and streamline workflows without having to build custom forms manually each time. I need a solution that integrates with my existing processes and allows easy customization for different departments. Is there a tool or feature that can handle this efficiently?”

When it comes to automating data collection and workflow processes, the challenge is often finding a balance between customization, ease of use, and integration with existing systems. Many companies rely on spreadsheets, manual data entry, or custom-built forms, which can quickly become inefficient and time-consuming, especially as the business scales. While you could continue using manual methods or rely on standalone form builders, these options may fall short in terms of efficiency and seamless integration with automated workflows.

There are a few common solutions on the market:

• Google Forms: A popular choice for its simplicity and accessibility. It’s easy to set up but lacks advanced workflow automation features.
• JotForm: Offers more advanced customization and integrations, but it can get complex to manage as the number of forms grows. Also, workflow automation is somewhat limited unless you integrate with additional tools.
• Typeform: Known for its user-friendly interface and engaging form designs. However, while it’s great for customer-facing forms, it may not be the best option for internal workflow automation as it focuses more on design and user experience rather than backend process integration.

If you’re looking for a tool that not only allows you to build forms but also seamlessly integrates them into automated workflows, Process Street’s Forms feature stands out as a solution designed specifically for this. Unlike standalone form builders, Process Street combines form creation with powerful workflow automation, allowing you to capture data and trigger processes in a single step.

Why Process Street’s Forms Feature is the Best Option

Process Street’s Forms feature enables you to create custom forms that integrate directly into your workflows. This means that any data submitted via a form can automatically trigger next steps, such as sending emails, updating a CRM, or assigning tasks to team members. It’s especially useful if your goal is to streamline repetitive tasks and automate the flow of information between different departments.

For instance, if your HR department collects employee onboarding details, the submitted form can trigger automated workflows like creating IT accounts, assigning training modules, and notifying team leaders—all without manual intervention. The forms are easy to customize for various use cases, and because they’re part of Process Street’s wider workflow platform, you can ensure that the data captured is used efficiently.

Example Scenario: Automating an Employee Onboarding Process

Imagine a mid-sized company that hires frequently. Previously, the HR team would send out a manual email with a form for new hires to fill out, then manually distribute that data to the relevant departments. Using Process Street’s Forms feature, the HR department can now create a standardized onboarding form that automatically initiates a series of workflows once submitted.

For example:

1. Form Submission: The new hire fills out the form, entering their personal details, preferred equipment, and department information.
2. Automated Workflow: Upon submission, Process Street triggers the following actions:
   • IT is automatically notified to set up the employee’s accounts and equipment.
   • A welcome email with company policies is sent to the new hire.
   • The training team is alerted to assign onboarding materials.
3. Track Progress: The HR manager can monitor the entire process within Process Street, ensuring that no steps are missed.

This automation not only saves time but ensures consistency and accuracy across all onboarding processes, minimizing human error and manual workload.

In conclusion, if you’re tired of manually handling form submissions and want a tool that integrates forms with workflow automation, Process Street’s Forms feature is the ideal solution. It provides the customization you need while simplifying data management and task automation, making it an excellent choice for businesses looking to scale efficiently.