OnBase E-Forms provides a standard means of initiating requests, notifications and other routine processes by allowing users to complete and submit online HTML forms that become immediately available for retrieval and routing. E-Forms also can play a central role in workflows, allowing users to create electronic documents to initiate, participate in or complete business processes.

Used in conjunction with OnBase Workflow, E-Forms, can drive a completely paperless business process, whereby standardized internal documents (e.g. expense reports, purchase requisitions, vacation requests, etc.) are created and routed entirely within the OnBase system. Once a form is submitted, OnBase automatically indexes the document using fields on the form and makes it available for retrieval within OnBase. The form may trigger an OnBase Workflow, completing or initiating a work process. The addition of the OnBase Web Server to this configuration enables the submission of online forms (e.g., order forms, membership applications, requests for information, etc.), extending participation in your business processes to your customers and vendors across the Web.

E-Forms can take on any design the end user chooses in order to fit their specific environment by creating the E-Forms in any HTML editor. The form itself may even provide additional instructions on how to accurately complete the form. One of the greatest benefits of OnBase E-Forms is that items within the form (buttons, menu lists, etc.) can utilize OnBase features.

Core Features Of OnBase E-Forms

Paperless -- conserves paper by using generated electronic forms

Improve accuracy by eliminating handwriting errors

Standardize information by using drop-down lists

Automatically capture, index and archive forms as new documents

Revisability -- to reflect current information and updated information

Can utilize AutoFill Keyword Sets to populate multiple fields from previously stored data, making form completion quick and easy

Applications For OnBase E-Forms

In a typical scenario, E-Forms are used to start automated Workflows that drive business processes. These can range from straight through processing of an invoice, to approval of a loan package, creation and review of an insurance underwriting file and much more. Decisions can be automated entirely through the point-and-click configuration of system business rules, or users can be asked to make decisions based on the documents or forms presented to them. E-Forms and Workflows can also be generated directly from a line-of-business application (e.g., ERP, CRM or other information system) integrated with OnBase through the Application Enabler module.

Essential to an automated workflow solution, E-Forms help organizations quickly capture information that fuels internal processes and can be used to prompt users to take appropriate action. Within a human resources context, for example, a company can process and store all of its employment applications using OnBase E-Forms. The applications can be completed and submitted via a company Web site. The application forms would automatically be indexed and entered into the appropriate work step inside of Workflow. Additional E-Forms can be used throughout the hiring process to collect user input and route the application through the appropriate steps.

Once the employment applications are archived in the OnBase System, they can be cross-referenced with other related documents such as resumes, employment referrals and offer letters. Within OnBase Workflow, all of the documents pertaining to an applicant can be part of a "folder view" created within the system. This folder view enables the human resources manager to view all related documents pertaining to a particular applicant without having to search the system for all of the documents.