Can Dynamic Fillable Forms Improve Your Workflow and Customer Experience?

Your business needs to collect and present information. Dynamic HTML fillable forms are an ideal way to do this. With the advancement of HTML and adaptive HTML forms you can go way beyond the realm of Acro Forms and static PDF forms and you can do it without compromising security or having to spend $200,000+ for an enterprise-class product that may lock you into proprietary files and formats. Fillable HTML forms are easily accessed on any device and submitted through the same with omnichannel delivery options of the completed forms. The complete workflow of a business process can be handled with a single forms solution integrated with your existing or new business systems. There should be no requirements to modify your business software. Let the fillable forms become your gateway in and out of your system and your automated communications solution for your customers, partners, vendors and employees.

A true dynamic fillable form only displays questions and information relevant to the individuals completing a multistep fillable form workflow. Efficiency and accuracy are the top priorities of fillable forms. The user interface is also high on the list for important features when designing your fillable forms. Users do not want to waste their time viewing fields, paragraphs or buttons that are not relevant to their situation.

I went for an MRI recently and was handed a two-page legal size paper document on a clipboard — in 2018. How crazy this was, considering that an MRI machine is one of the most expensive and technologically advanced machines in the hospital and they are using paper forms! I became frustrated with all the questions that were not relevant to me and my procedure. Not to mention that some sections were actually left blank only to be filled by the MRI technician. I had to do something about it. I reached out to the hospital management to show them how the form should have been designed and the data collected. Aren’t you tired of being asked for things like your address and phone number when you are already a customer or patient?

Sample patient form. The fillable screen of the form should display only information relevant to the patient’s procedure, which in this case is an MRI.  There are only two options for the procedure which should be selected by the technician, not the patient. After clicking one of the two buttons for the procedure, the correct fields relevant to the patient will appear on the tablet.

Based on selections being made by the user, the dynamic HTML form will maximize the screen real estate by displaying only the information relevant to each choice. Time is too valuable to be wasted going through items that are irrelevant. If the patient has no allergies and they check “No,” why use the screen space displaying a list of common allergies? Use your screen real estate more wisely! If the patient checks “yes” for allergies, the form can adjust automatically to present new questions, pertinent only to an affirmative answer to the original Other Allergies question, triggering the display of a form field for the patient to list their allergens. Optionally, the form could also display the checkbox list of common allergies.

Workflow and customer experience impact

The benefits of using dynamic HTML fillable forms to collect your data are enormous for workflow and your customer experience goals. One of the top advantages of HTML adaptive forms is that they open up the endless possibilities of delivering the fillable forms securely to a person anywhere in the world without requiring them to use any special software or hardware. For example, the patient completing the MRI form could have completed it at home before they arrived and been able to get a PDF emailed to them for their own records. Just imagine how many steps your users could cut out on both the customer and business side with fillable forms. HTML forms are dynamic, portable and provide omnichannel delivery on smartphone, tablets, PC and can work with any business software via web services.

Dynamic fillable forms immediately change based on the data entered. For example, if a user is filling out a form about a new utility service, the fields are only related to that specific service and can give options for other available services as needed. Another example is insurance forms. With all the necessary forms of insurance, you can narrow down or expand the content of a form depending on the user’s needs, no unnecessary fields to fill in or take up unneeded space on the forms or screens. One insurance customer was able to eliminate more than 30 percent of their form templates, which were being used with their legacy forms software. In their case that was more than 300 form templates they no longer needed to use or maintain.

Don’t forget the omnichannel delivery options for your end results. Forms can be delivered according to the user’s choice, meeting your customers where they want to be met.

Diverse industries

Fillable forms can be your solution across industries. There are scenarios in healthcare as mentioned but also banking, education, insurance, manufacturing, telco, utilities that should be using dynamic fillable forms. Businesses in these industries and more need to collect data internally from employees and externally from vendors, business partners and customers, as well as delivering information to the same. Shouldn’t they be using dynamic fillable forms?

has been in the enterprise forms and documents business for over 20 years and has the premier product on the market. Eclipse Corporation's flagship enterprise software, DocOrigin, improves communications with customers, partners, vendors and employees.