The Datamax Thinking Blog

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What Are Electronic Forms And Why Should You Care?

 Electronic forms come in two varieties. The first are client or user based forms. The second are server based forms. Understanding the differences between these forms and the benefits can dramatically help increase your operational efficiencies in your workplace.

Client Or User Based Forms

One of the easiest ways to improve the processing of information is by creating a user form. This form can be as simple as a Microsoft Word document that allows for a user to add text to the form and as advanced as a Microsoft Excel or Adobe Acrobat form that can aggregate the data and submit it into your workflow for you. The hallmark of a client or user based form is that it is driven by the user of the form. In most cases, it increases the efficiency of the user simply by preventing the need to print, complete and then scan or fax that form.

Client based forms can enhance efficiency in an organization by providing a level of automation. The best example of a user form that provides automation is a web contact form. When a user completes the form, the information is automatically routed to the appropriate location based on rules the programmer has built into the form. That same type of logic can be applied to a form in Microsoft Excel, Microsoft InfoPath or Adobe Acrobat. When a user completes a form, that information can be routed to the appropriate location for further processing.

Server Based Forms

Just as a client based form can increase efficiencies in adding data to a database, server based forms can increase efficiency in retrieving data from a database. A server based form can provide the data from your database in any format you choose. If you want to customize an invoice from your accounting system, an electronic form is used to compose the data into a format that is acceptable to you and your end-users. The most common server based electronic form is the invoice or billing statement that comes from your accounting package.

Server based electronic forms can go much further than simply printing an invoice or a billing statement. The real power behind many electronic forms packages is the ability to take data that has been somewhat basic in the past and create documents that can enhance your bottom line. For example, if you have a dot matrix printer that prints information from a mainframe database, you may have thought that you would be stuck with that dot matrix until you decide to change your mainframe. Through the use of an electronic form you can format the document you need to print with color and graphics to suit your needs without expensive pre-printed paper forms. You can print the body of the form at the same time as the content of the form on a low cost color multi-function system.

Client based and server based electronic forms have different purposes and different uses. Appropriately using these forms can have a direct impact to your bottom line. Whether it is providing your employees or customers with easier processing of data they gather or creating document from your database that are more creative and personal, using electronic forms in your organization will increase your efficiencies and have a positive effect on your bottom line.