Your Guide to Digital Form Workflows

Managing workflows effectively can be the key to achieving operational success. Traditional paper forms are not only cumbersome but also prone to errors and inefficiencies, causing delays and increasing costs. This is where digital form workflows come in. By leveraging digital workflow software, businesses can streamline their processes, automate routine tasks, and ensure greater accuracy and accountability.

In this guide, we will explore the world of digital form workflows, uncovering their benefits, practical examples, and step-by-step instructions on how to create them. Whether you’re looking to eliminate manual paperwork or improve your overall operational efficiency, understanding digital workflows is a crucial step in your journey toward smarter, more automated processes.

What are digital forms

Digital forms are electronic versions of paper forms used to collect and process information. Instead of manually filling out paper documents, users input data into a digital format, often via software or a web-based platform. These forms are a core component of digital workflow software, as they facilitate the automation of routine business tasks such as data collection, approvals, and documentation.

Digital forms can be designed to capture a wide range of data, from employee onboarding information to customer service requests. One of the major advantages of digital forms is their flexibility—fields can be customized, logic can be built in to guide users through the process, and they can be integrated with other systems for seamless data transfer. This means fewer errors, faster processing times, and an overall increase in productivity.

Unlike paper forms, digital forms also offer the ability to track and manage responses in real-time, providing businesses with valuable insights into their operations. For instance, you can see when a form was completed, by whom, and whether any follow-up actions are needed. These features make digital forms an indispensable tool in today’s data-driven business world.

What is an example of a digital form

A practical example of a digital form can be found in how businesses manage customer feedback. Instead of distributing paper surveys or manually inputting data, companies use digital form workflows to collect and process customer insights efficiently. For instance, after a customer service interaction, a digital form can be sent automatically to request feedback, allowing businesses to gather and analyze data in real time.

Platforms like beSlick make this even easier by offering pre-built digital form workflow templates, designed for common business processes such as customer feedback, employee onboarding, and task approvals. These free digital form workflows help businesses get started quickly by eliminating the need to design forms from scratch. In beSlick, a customer satisfaction form can automatically trigger a follow-up workflow if the feedback falls below a certain threshold, ensuring prompt action from the relevant teams. This not only streamlines processes but also reduces errors and boosts customer satisfaction.

By leveraging beSlick’s workflow templates, businesses can integrate forms into their broader workflow management system, ensuring that every step—from data collection to task assignment and completion—is automated and tracked. This results in fewer mistakes, faster turnaround times, and improved visibility across the organization, ultimately leading to better decision-making.

How do I make a digital form

Creating a digital form is a straightforward process, especially with the variety of digital form creator tools available today. Whether you are building a simple form for internal data collection or a more complex workflow that integrates approvals and notifications, the right tool can make all the difference.

To create a digital form, you can follow these basic steps:

1. Choose a platform: Platforms like beSlick provide user-friendly digital form creators with built-in templates, allowing you to easily customize fields and workflow steps. These platforms also offer drag-and-drop interfaces, making the design process accessible even to users without technical expertise.
2. Design the form: Start by selecting the type of data you want to collect—whether it’s customer feedback, employee onboarding details, or approvals. Add fields such as text boxes, dropdown menus, checkboxes, and even signature capture to suit your needs. With tools like beSlick, you can also incorporate conditional logic to guide users through dynamic workflows.
3. Integrate into a workflow: One of the key advantages of platforms like beSlick is the ability to integrate digital forms into wider workflows. For example, after a form is completed, it can trigger tasks, notifications, and approvals that keep the process moving without manual intervention.
4. Test and publish: Before rolling out your form, always test it to ensure functionality and usability. Once you’re satisfied, the form can be published and made accessible to your team or customers, depending on the intended audience.

By using a powerful tool like beSlick, you can not only create digital forms but also link them to workflows that streamline your business operations, reduce administrative burdens, and increase overall efficiency.

What is a form workflow

A form workflow refers to the structured process that a digital form follows from submission to completion. It ensures that data captured via digital forms moves through the appropriate steps, tasks, or approvals within an organization, automating tasks and reducing manual intervention. In essence, a form workflow guarantees that no step is missed and that every form submission reaches the right individuals at the right time.

For example, consider an employee leave request form. Once submitted, the form workflow can automatically route the request to the employee’s manager for approval. After approval, it may notify HR to update records and ensure payroll adjustments. With platforms like beSlick, this entire process is automated, ensuring both accuracy and accountability without manual oversight. This is just one of many digital workflow examples that businesses can implement to optimize their operations.

Digital workflows provide far more flexibility than traditional paper-based processes. They can be configured to trigger tasks, notifications, or escalations based on specific conditions. For instance, if a leave request exceeds a certain number of days, the workflow can automatically escalate the request for higher-level approval. By eliminating delays caused by manual handoffs, businesses can operate more efficiently.

Platforms like beSlick also offer pre-configured digital workflow templates for common business tasks, helping organizations streamline operations quickly. These templates, combined with automation, reduce bottlenecks and allow teams to focus on higher-value tasks instead of getting caught up in administrative work. Whether it’s employee onboarding, purchase requests, or customer feedback processing, digital workflow examples like these show how businesses can benefit from improved process management.

How is digital workflow different from paper workflow

The differences between digital workflows and traditional paper workflows are stark, especially when considering efficiency, accuracy, and flexibility. Paper workflows have long been the norm in many organizations, but the rise of digital workflow tools like Microsoft Forms and beSlick has transformed how businesses manage their processes. 

Here are some key differences:

• Automation: Digital workflows automate many of the steps that paper workflows rely on manual effort to complete. Tasks such as approvals, notifications, and data transfers are done automatically, reducing the risk of human error and speeding up processes.
• Tracking and Visibility: In a digital workflow, every step is tracked in real-time, providing managers with full visibility into the status of tasks. Paper workflows, on the other hand, can easily result in misplaced documents or delays in processing.
• Data Accuracy: Digital forms reduce the risk of incorrect data entry by allowing for field validation and pre-populated fields. Paper forms can be prone to errors or missing information, which can cause delays and inaccuracies in business operations.
• Storage and Accessibility: Digital workflows store all data electronically, making it easy to retrieve, search, and share. Paper workflows require physical storage, which is not only cumbersome but also more susceptible to loss, damage, or security breaches.
• Environmental Impact: By eliminating the need for physical paper, businesses that use digital workflows reduce their environmental footprint, saving paper and other resources.
• Integration with Other Systems: Digital workflows often integrate seamlessly with other business systems, such as CRM, ERP, or HR platforms. Paper workflows are disconnected, making it harder to synchronize data across various departments or systems.

With the help of tools like beSlick, transitioning from a paper workflow to a digital workflow offers not only cost savings but also improved productivity and operational control.

What is workflow with example

A workflow is a series of tasks that are carried out in a specific order to achieve a particular business outcome. When digitized, workflows become more efficient and less prone to human error. The digital workflow definition refers to the use of technology to automate and streamline these processes, ensuring that tasks are assigned, tracked, and completed without manual intervention.

Take employee onboarding as an example of a digital workflow:

• Form submission: A new hire fills out a digital onboarding form, providing personal details, tax information, and other required documents.
• HR review and approval: The digital workflow automatically routes the submitted form to HR for review. Once HR completes their tasks, the workflow moves to the next step.
• IT setup: The system triggers a task for the IT department to set up the employee’s equipment and accounts, ensuring everything is ready for the new hire’s first day.
• Manager notification: The workflow automatically notifies the new employee’s manager to schedule onboarding meetings and introductions.
• Employee confirmation: Upon completion of all onboarding tasks, the new employee receives an automated confirmation with relevant first-day details, company policies, and access credentials.

This is a perfect example of how a digital workflow can improve operational efficiency by automating tasks that would typically require manual follow-up and coordination. Platforms like beSlick make it easy to create and manage workflows like these, ensuring that every step of the process is completed smoothly and on time.

What is an example of a digital workflow

A digital workflow is an automated process where tasks are assigned, tracked, and completed electronically, eliminating manual handoffs and delays. These workflows can vary in complexity, from simple approval processes to multi-step operations involving several departments. To illustrate, let’s explore a digital workflow example in the context of invoice approvals.

• Invoice submission: A vendor submits an invoice via a digital form, which automatically gets logged in the company’s accounts payable system.
• Manager approval: The system triggers an automatic notification to the relevant department manager, who reviews and approves the invoice electronically.
• Finance department processing: Once approved, the invoice moves to the finance department for payment scheduling. The workflow ensures the invoice follows the correct approval path based on its value and type.
• Payment confirmation: After the payment is processed, the system sends a confirmation email to the vendor, closing the loop on the workflow.

In this digital form workflows example, the entire process is automated, significantly reducing the time it would take if handled manually. Instead of chasing signatures or approvals on paper, the workflow is tracked electronically, with every action documented for compliance and audit purposes.

Platforms like beSlick offer a range of digital form workflow examples in their workflow templates library, enabling businesses to quickly implement automated processes for tasks such as invoice approvals, employee onboarding, and customer support. These templates help streamline operations and reduce errors, making them an ideal starting point for organizations looking to improve efficiency.

How to create a digital workflow

Creating a digital workflow is a simple process with the right tools and planning. A well-designed workflow can streamline business operations, ensuring that tasks move smoothly from one step to the next. Platforms like beSlick simplify this process by offering intuitive, user-friendly interfaces and pre-built templates. 

Here’s a step-by-step guide to creating your own digital form workflows:

• Identify the process: Start by choosing the process you want to digitize. This could be anything from employee onboarding to expense approvals. Clearly outline the steps involved and the desired outcome for each step.
• Map out the workflow: Break down the process into individual tasks, identify the people responsible for each task, and define how information should flow between them. Platforms like beSlick offer visual workflow builders to help you map out the entire process in an easy-to-understand format.
• Create digital forms: Many workflows start with a form. Using a tool like beSlick’s digital form creator, you can build customized forms with the fields you need, such as dropdowns, text boxes, and even file uploads.
• Set up task assignments and automation: Once the form is submitted, configure automated task assignments, notifications, and escalations. For instance, after an employee submits a leave request form, the workflow can automatically route it to their manager for approval and notify HR for record-keeping.
• Test the workflow: Before launching the workflow, test it to ensure all steps function correctly. Make sure each task is assigned properly and that any automation works as expected.
• Launch and monitor: Once your workflow is live, monitor its progress and make adjustments as needed. Tools like beSlick allow you to track task completion and identify any bottlenecks, helping you optimize the process over time.

By using a comprehensive platform like beSlick, businesses can easily create and manage digital form workflows that reduce errors, speed up processes, and ensure accountability across teams.

What are examples of workflow processes

Workflows are essential to nearly every business operation, automating repetitive tasks and improving efficiency. There are countless workflow processes that can be digitized, and they span across different industries and departments. Here are some key examples of workflows that demonstrate the benefits of digital workflow systems:

• Employee onboarding: Automating the onboarding process ensures that new hires complete all necessary paperwork, receive training schedules, and are set up with the required technology and tools. This workflow reduces manual oversight and speeds up the time it takes to get a new employee fully integrated into the team.
• Expense approvals: Instead of waiting for paper-based approvals, a digital workflow for expense reporting automatically routes submitted expenses to the appropriate manager for review. It can apply rules based on thresholds and categories, ensuring faster processing times.
• Customer support ticketing: Many companies use workflows to streamline how customer support tickets are handled. A customer submits a ticket, which is then automatically assigned to the relevant support team member. With automated follow-ups and status updates, issues can be resolved faster, improving customer satisfaction.
• Sales proposals: Automating the creation, approval, and tracking of sales proposals can greatly increase the speed and accuracy of the sales process. Each step—from proposal drafting to customer approval—can be managed in a digital workflow, ensuring nothing is missed.
• Compliance management: In highly regulated industries, ensuring compliance with rules and standards is critical. Workflows can be designed to manage audits, approvals, and documentation, making it easier to meet regulatory requirements and avoid penalties.

These examples of workflow processes showcase how automating tasks can help businesses improve productivity, reduce human error, and ensure consistency in operations. With tools like beSlick, businesses can create customizable workflows tailored to their specific needs, further enhancing these benefits.

What are the 3 basic components of workflow

Every workflow, whether digital or manual, is built upon three basic components that ensure tasks are completed efficiently and correctly. Understanding these components helps businesses design workflows that are clear, actionable, and aligned with their goals. In a digital context, platforms like Form Workflow Plus simplify the creation and management of workflows by incorporating these essential elements:

1. Input: This is the data or information that triggers the workflow. It could be a completed digital form, a customer inquiry, or any other piece of information that starts the process. In digital workflows, inputs are usually forms that are automatically routed to the relevant person or team for action.
2. Transformation: Once the input is received, the data goes through a series of tasks or steps, referred to as the transformation stage. This might include approvals, data processing, or task assignments. For example, in an employee onboarding workflow, the new hire’s form triggers a series of actions such as sending an email to HR, assigning IT tasks, and notifying the manager to schedule orientation.
3. Output: This is the final result of the workflow. It could be the completion of a task, approval of a document, or delivery of a service. In digital workflows, outputs are usually tracked and recorded, allowing managers to review the outcome and make adjustments if necessary.

By focusing on these three components—input, transformation, and output—businesses can design workflows that are not only efficient but also scalable. Tools like Form Workflow Plus and beSlick make it easy to build and automate workflows by incorporating these essential elements, ensuring that tasks are completed on time and without errors.

Why Digital Form Workflows are Essential for Business Success

Digital form workflows have become an indispensable tool for improving efficiency, reducing errors, and ensuring accountability across various processes. From employee onboarding to customer support, the ability to automate routine tasks not only saves time but also boosts productivity and enhances visibility into operations.

By transitioning from traditional paper-based workflows to digital workflows, businesses can benefit from faster turnaround times, more accurate data, and seamless integration with other systems. Tools like beSlick and Form Workflow Plus offer powerful solutions that make it easy to design, implement, and manage digital workflows tailored to specific business needs.

Whether you’re handling complex compliance requirements or simplifying day-to-day administrative tasks, embracing digital workflows is a key step toward driving operational excellence. As businesses continue to evolve, those that adopt digital workflows will be better equipped to scale efficiently, provide better customer experiences, and maintain a competitive edge.

Ready to streamline your processes and reduce manual tasks? Explore beSlick’s digital workflow templates to see how easy it can be to get started. Start your free trial and discover how your business can benefit from a more organized, automated approach to workflows.

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