Best Form Automation Software

What is Form Automation Software?

Form automation software allows users to automate various tasks, such as creating and submitting digital forms, collecting data, and delivering digital signatures. It can eliminate your manual business process while allowing you to focus on other important tasks.

The software also enables users to create custom-designed forms using drag-and-drop editors or pre-built templates. Additionally, it provides features like digital signature capture, automated document routing, and real-time notifications for form completion or change.

How Does Forms Automation Software Work?

Digital form software is designed to automate the entire form-filling process, including entering data into fields, calculating totals or taxes, and generating reports automatically. 

To use it effectively, follow these steps:

1. First, set up the form templates in the software that will be used for various tasks.

2. Once set up, you can fill out these forms quickly.

3. The software then collects all the necessary information from each form and stores them in a database.

Benefits of Using Automated Form Software

Here are some primary benefits of using automated form software.

1. Less Waste

   Helps avoid wasteful paper-based processes, such as printing out multiple versions of forms. It also eliminates the need to store huge amounts of physical documents, which reduces office space needs and document storage costs.

2. Save Money and Time

   Allows employees more time to focus on other important projects instead of manually entering form data. It also reduces labor costs and the number of resources needed to complete tasks, saving businesses money in the long run.

3. Enhanced Productivity

   Using forms workflow software eliminates mundane and repetitive tasks. And because automated forms are error-free and require fewer resources to process, they can help eliminate any productivity issues.

4. Rules-Based Data Entry

   By allowing users to set up specific rules for entering and managing data, the software eliminates manual errors and ensures that only accurate information is stored in a database.

5. Track Forms Performance

   Provides information regarding how your digital forms are performing in terms of completion rate, quality of form responses, and other metrics. With this data, you can identify areas where you may need to improve your processes to maximize customer satisfaction.

6. Simpler File Sharing

   Allows users to easily upload multiple files from various sources in one location, then quickly distribute them to anyone who needs access. It also provides secure storage options and ensures all shared documents are encrypted.

7. Speed Up Tasks

   Forms are easy to create and customize without a lot of technical knowledge or experience needed. This allows for the quick setup of business forms tailored to your specific needs, so you won’t need to spend hours attempting complex configurations.

8. Data Entry Optimization

   Automates the process of entering data into databases or spreadsheets. It also allows you to quickly search through large volumes of data to find specific information with ease.

9. Greater Security

   An online form automation system adds an extra layer of security to confidential data. It encrypts data as it is processed and stored in the cloud, providing additional protection against potential breaches or unwanted access to sensitive information.

Types of Forms Automation Software

There are many types of form automation software available on the market today, each offering different features and benefits to streamline various business goals and processes. 

1. Document Management Software

   Document management software allows you to quickly search through digital documents and easily share them with other users. It also enables you to automate many document processes, such as version control, document validation, content indexing and archiving.

2. Data Extraction Software

   Data extraction software can be used to identify trends, generate reports, monitor performance, and spot potential opportunities. Additionally, the software automates the process of collecting data from websites, databases, documents, and other sources.

3. Form Creator Software

   Allows you to build forms without writing complex code or utilizing difficult web programming techniques. It features drag-and-drop templates for creating custom forms, embedding images and videos into forms, and sharing forms via social media or email.

4. Workflow Automation Software

   Automates repetitive tasks, such as data entry, order processing, and document management. CMW Lab software is one of the best choices for workflow automation, as its enterprise-ready solutions allow businesses to become efficient and productive and automate workflows with ease.

Common Features of Forms Automation Software

Here are some common features that most form automation solutions have.

1. Digital Signature

   Allows users to secure and validate electronic documents with a unique signature, ensuring that the contents and source of the document are genuine and reliable.

2. Form Design and Creation

   Enables users to quickly build forms with a range of customizable options, such as templates for contact forms, surveys, or order forms.

3. Autofill

   Eliminates the need to manually enter common form fields, such as name, address, email address, and phone number. Automatically populates web forms with the correct data when requested.

4. User Permissions

   Allows administrators to grant or restrict user access based on specific criteria. This ensures that only authorized personnel can view, edit, delete, or export sensitive information

5. Offline Access

   Makes it possible to access forms even with a weak or non-existent internet connection. Even in remote locations with little to no network coverage, you can still conveniently fill out the required forms.

6. Form Storage

   Allows users to store forms in an organized and centralized location, enabling easy access and retrieval when the form needs to be used.

7. Dynamic Document Generation

   Generates digital documents, such as reports, letters, and contracts in minutes. It can also be used to generate complex forms with dynamic data fields based on arguments set by the user.

8. Customizable Workflows

   It can be used to send personalized emails or sms notifications, assign tasks to specific users, generate reports, trigger notifications for upcoming deadlines, and collect information from multiple sources.

9. Automated Routing

   Helps teams complete tasks more efficiently by assigning specific forms or tasks to predetermined users or groups. It also allows users to set up rules that determine how their forms will be sent and who will receive them.

How to Choose the Right Forms Automation Software?

With so many options available, it can be difficult to know which is the best form automation software for your needs. To help you out, here are some key considerations when choosing the right solution for your business.

1. Identify Organizational Needs

   Start by assessing what type of forms your business uses and how they’re used every day. Consider also which forms need to be automated and why they need to be automated.

2. Try Before You Buy

   Trying before buying helps you ensure you’re investing your time and money into the right product. When doing a free trial or testing out a few demo versions, make sure to check integration capabilities, scalability, support options, price point, and overall usability.

3. Evaluate Features

   Think about other features or capabilities that would benefit your organization, such as data collection, electronic signatures, security measures, integration with existing systems, or customer support online services.

4. Assess Pricing Plans

   Some vendors offer pricing tiers based on volume or the number of users, while others determine cost according to features and functionality. Additionally, some vendors provide discounts or trial periods to help you decide which software is most suitable for your budget and needs.

5. Ask for Feedback from Users

   Get specific details about the user’s experience, such as how long it took them to set up, any technical issues encountered along the way, ease of use, and compatibility with other applications. Knowing this information will help determine if the form automation tool works well within your organization’s system.

Top 5 Form Automation Tools for Small Businesses

1. Best Free Software: Google Forms

2. Best for SMB Owners: Quixy

3. Best for Small Businesses to Large Corporations: Jotform PDF Editor

4. Best for Developers and IT Companies: Fulcrum

5. Best Mobile Form Solution: GoFormz

1. Google Forms

Why We Choose Google Forms

Small businesses can use Google Forms to gather feedback on their products or services. Large businesses, on the other hand, can leverage the platform to measure employee satisfaction or get input on strategic decisions. 

Key Features

• Create and analyze surveys in your web browser or mobile
• Summarize survey results with charts and graphs
• Manage event registrations

Pros

• Auto-populate fields on your form, saving time in data entry
• An array of customization options allows you to design forms that match your brand’s identity

Cons

• Limited design customization
• Some security concerns

Pricing: Free (Google account needed).

2. Quixy

Why We Choose Quixy

Quixy makes it easy to manage workflow, automate processes, and create custom applications. With its user-friendly interface and powerful features, the platform stands out from the competition as an ideal choice for small to mid-sized businesses. 

Key Features

• Automate complex tasks, such as data entry and document management
• Create customized applications with minimal coding knowledge required
• Provide detailed reports on performance metrics

Pros

• Develop forms within minutes with simple drag-and-drop
• Integration with external systems through APIs
• Generate customized reports

Cons

• UI/UX needs enhancement
• The app library needs improvement

Pricing: Starts at $20/user/month, billed annually. A free trial is available.

3. Jotform PDF Editor

Why We Choose Jotform PDF Editor

Jotform PDF Editor offers a user-friendly interface that makes it easy to edit, organize, and share existing forms and PDF files. With the platform, you can quickly create professional-looking documents with maximum control over the look and feel of your work.

Key Features

• Create forms from scratch or pre-made templates
• Add an unlimited number of subforms for each main form
• Add buttons for users to submit forms and data easily

Pros

• Offers free domain for your website
• Comes with several useful plugins for creating surveys, lead forms, etc
• Offers other useful features, such as email marketing and website analytics

Cons

• The maximum file size limit is only 5GB
• Advanced features need an account upgrade

Pricing: Offers a free subscription and two pricing plans—Bronze ($29/month) and Silver ($39/month).  

4. Fulcrum

Why We Choose Fulcrum

Fulcrum enables developers to design and deploy complex multi-tier web applications quickly and securely. With the platform, organizations can easily integrate their existing systems with powerful new applications tailored to meet their business’ specific needs.

Key Features

• Customizable forms and drag-and-drop form builder
• Scan barcodes, automatically capture GPS location coordinates, and collect signatures
• Provide real-time insights into data collection activities

Pros

• Create custom components without writing any code
• Easy to build and modify apps
• Near real-time sharing of notes between field and office staff

Cons

• Advanced features are less intuitive for less technical users
• Website load time is a bit slow

Pricing: Offers three pricing plans—Starter ($15/month), Professional ($33/month), and Enterprise (custom pricing). A free trial is available for each plan. 

5. GoFormz

Why We Choose GoFormz

GoFormz is an industry-leading mobile form solution that helps businesses streamline their data collection and reporting processes. It offers a simple and intuitive user interface that makes creating custom forms quick to work. 

Key Features

• Customize forms with drag-and-drop tools
• Automated calculations within the form
• Share forms via email or social media

Pros

• Store completed forms in the cloud and access historical data
• Access mobile forms in real-time
• Easily capture data from anywhere, even while offline

Cons

• Limited UI options
• Unable to integrate with a website

Pricing: Offers four pricing plans billed annually—Basic (free), Team ($24/month), Advanced ($48/month), and Enterprise (custom pricing).

Deployment Options When It Comes to Forms Automation Software

The success of implementing form automation software depends largely on selecting the right option for deployment.

1. Integrated Suite or Best-of-Breed?

   Integrated suite technology includes multiple components within a single platform, such as forms, workflow, reporting, and analytics. This can help ensure smooth integration between the various parts since they’re all part of the same system.

   Alternatively, best-of-breed solutions involve combining different components from different vendors into one system to create a customized experience for users.

2. Subscription License or Perpetual License?

   Subscription licensing is an attractive option for organizations on a budget that don't need powerful features. It offers simplicity, affordability, and scalability.

   On the other hand, a perpetual license allows businesses to purchase the form automation software outright and use it indefinitely with no additional costs.

3. On-premise or cloud-based?

   On-premise solutions require organizations to purchase and install their own hardware and software. This option offers more control over access, security, and maintenance costs. 

   Meanwhile, cloud-based software allows teams to access their applications from any location with an internet connection. This option is usually cost-effective due to lower upfront investments and fewer IT resources needed for setup and maintenance.

What Integrates with Forms Automation Software?

Integrations with form automation software generally range from workflow solutions and databases to analytics packages. You can also integrate it with third-party applications, such as email services or customer relationship management (CRM) systems.

Some of the best choices include:

• Workflow management: Smartsheet

• Data analytics: Python

• Email management: SendinBlue

• CRM: Salesforce CRM

Users of Forms Automation Software

Understanding who uses forms automation software can help you determine whether it could be a useful tool for your organization.

1. Nonprofits

   Form automation tools allow nonprofits to collect information, such as contact details, purchase histories, and donation amounts.

2. Retail & E-commerce Companies

   As for e-commerce companies, they use the software to streamline business processes, including checkout, registration, subscription forms, and account updates.

3. Banks & Financial Services Companies

   With top-form automation software, banks can improve their ability to detect fraudulent activity. This can be done through automated checks on customer identity documents.

4. Businesses

   Businesses, in general, can benefit greatly from form automation solutions. They can automate client onboarding processes, simplify data collection and file storage, and update records based on user-defined criteria.

5. Healthcare Organizations

   Form solutions automate repetitive tasks within healthcare organizations, such as patient registration forms, medical treatment authorization forms, insurance eligibility verifications, claim submissions, and referral requests. 

6. Educators

   From collecting student information and managing school databases to creating online surveys and quizzes, form automation software is an invaluable resource for educators.

7. Government Agencies

   Form automation tools make it easy for government agencies to collect citizens' data through online or mobile digital forms. It’s also useful for the auto-population of fields and the capturing of signatures.

8. HR Departments

   With the software, HR departments can easily enter employee information into various systems, track vacation requests, and process job applications and employee onboarding documents and checklist.

Market Trends Related to Forms Automation Software

Explore the key market trends related to form automation software and what they mean for businesses.

1. Use of Mobile Forms Increases

   Recent studies revealed that users spend an average of 4 hours and 12 minutes on their mobile devices. With this, accessing forms via mobile is also becoming popular. Companies, therefore, must take advantage of the mobile form technology to improve customer experience and increase productivity.

2. Adoption among Healthcare Providers Rises

   As more healthcare providers recognize the potential that automated form software holds, adoption rates continue to rise. The software automates tasks associated with creating paper forms, enabling healthcare professionals to save time and resources while keeping up with the increasing demands of patient care.

3. Auto-generation of Text in Forms

   The ability to automatically generate text, images, and other media makes it easier than ever to create engaging, rich content and deliver a positive customer experience. With the aid of artificial intelligence (AI) technology, form automation software can help produce unique and original content efficiently.

4. Cloud-Based Solutions to Be the Priority

   The shift towards cloud-based solutions has rapidly accelerated due to their convenience, cost-effectiveness, and seamless integration with existing systems. Many form automation solutions are now based on a SaaS (software as a service) model that allows organizations to have their dedicated server.