Three Ways to Future-Proof Your Electronic Forms
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Leave pre-printed forms and outdated forms software behind. Switch to modern electronic forms and achieve: - Easy document creation - Fast document assembly - Flexible document distribution And watch the on-demand webinar on HelpSystems.com: https://www.helpsystems.com/resources/on-demand-webinars/three-ways-future-proof-your-electronic-forms
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Three Ways to Future-Proof Your Electronic Forms
- 1. All trademarks and registered trademarks are the property of their respective owners.© HelpSystems LLC. All rights reserved. Three Ways to Future-Proof Your Electronic Forms Go Paperless by Automating Your Key Form Processes
- 2. Three Ways To Future-Proof Your Electronic Forms Your Presenter Richard Schoen Director of Document Management Technologies
- 3. Three Ways To Future-Proof Your Electronic Forms • HelpSystems overview • Common use cases for electronic forms • iForms overview • Demo • Q&A Agenda
- 4. Three Ways To Future-Proof Your Electronic Forms HelpSystems Family of Brands
- 5. Three Ways To Future-Proof Your Electronic Forms Document Management Solution Overview
- 6. Three Ways To Future-Proof Your Electronic Forms Document Management Solution Overview
- 7. Three Ways To Future-Proof Your Electronic Forms Document Management Solution Overview
- 8. Three Ways To Future-Proof Your Electronic Forms Document Management Solution Overview
- 9. Three Ways To Future-Proof Your Electronic Forms Forms Management Input Forms—Capturing Data (Webforms) • Turn any paper-based form into an online form • Validate data as it’s entered (no re-keying) • Capture signatures on forms • Merge data with fillable PDFs for pixel-perfect output • Store in Webdocs (if form needs to be preserved) Output Forms—Generating Business Output (iForms) • Eliminate pre-printed forms • Generate form document output as PDF, TIFF, Excel, and CSV • Use spool files, text files, XML, and database for source data • Create individual documents or document packets • Print, email, and file automatically to network folder, SharePoint, or Webdocs
- 10. Three Ways To Future-Proof Your Electronic Forms • Need to automate creation of business forms and custom correspondence • Need help assembling document packets for various departments • Need flexible document output and delivery options Common Form Related Problems
- 11. Three Ways To Future-Proof Your Electronic Forms Still Using Pre-Printed Forms? Business Need • Eliminate pre-printed forms • Modernize form generation processes
- 12. Three Ways To Future-Proof Your Electronic Forms Or Outdated Form Generation Technology? Business Need Move away from outdated form technologies such as: • Advanced Function Print (AFP) • Printer Control Language (PCL) • PostScript Does form design have to be hard?
- 13. Three Ways To Future-Proof Your Electronic Forms Need Sophisticated Business Forms Output? 13 Business Need Generate high quality POs, invoices, statements, checks, bills of lading, and policies Solution: iForms Electronic Forms • Generate a spooled or text file, or utilize database or XML input • Convert these documents and apply overlays, or generate database-driven documents • Print, email, and file automatically to network folder, SharePoint, or Webdocs
- 14. Three Ways To Future-Proof Your Electronic Forms Or Customer Letters and Correspondence Documents? Business Need Create customer letters and other correspondence documents Solution: iForms Electronic Forms • Press a button or function key from business application to queue up letter generation or automate batch processes • Generate a letter as a PDF, TIFF, Excel, or other output document type • Print, email, and file automatically via network folder, SharePoint, or Webdocs
- 15. Three Ways To Future-Proof Your Electronic Forms iForms Overview Electronic Form and Document Design Replace Pre-Printed Forms with Electronic Output Forms • Generate forms from IBM i spooled files or PC text files • Generate forms using SQL database or XML data input files • Output to PDF, TIFF, Excel, CSV, and other formats • Use graphical form and text overlay designer • Assemble document packets • Print form documents to any printer • Monitor output queue or directories • Use IBM i CL commands or universal REST API • Run forms server on IBM i or Windows
- 16. Three Ways To Future-Proof Your Electronic Forms iForms Overview Electronic Form Document Designer
- 17. Three Ways To Future-Proof Your Electronic Forms iForms Overview Convert from Plain Paper to Electronic Forms
- 18. Three Ways To Future-Proof Your Electronic Forms iForms Overview IBM i Spooled File Merge and Delivery WebDocs
- 19. Three Ways To Future-Proof Your Electronic Forms iForms Overview Data-driven Documents WebDocs
- 20. Three Ways To Future-Proof Your Electronic Forms iForms Overview Document Assembly API iForm Merge Static PDF PDF Report Drawing Or Work Instruction Assemble PDF Document Packets On The Fly • Create complete document packets to send or print • Generate PDF electronic forms via iForms • Insert static PDF files • Insert system-generated PDF reports • Insert drawing or work instruction PDF documents • Print PDF form packet documents to any printer • Use IBM i CL command (IFMASM) or REST API
- 21. Three Ways To Future-Proof Your Electronic Forms iForms Overview Use Graphic as Form Overlay Use database or spool file fields: Items Pricing Invoice Totals Use Existing Form Overlays • Re-use form overlay graphics from existing system • Create form overlays from PDF, Word, or other graphic files • Merge existing overlay with database text at runtime • Add graphic elements such as images and barcodes • Re-purpose existing government forms • Minimize initial form design process • Convert easily from other form systems
- 23. UP NEXT... Questions and Answers Please enter your questions in the chat log
- 24. Three Ways To Future-Proof Your Electronic Forms Thank You for Attending For More Information: Website: http://www.helpsystems.com/solutions/document-forms- management Telephone: Sales: 800-328-1000 Support: +1 952-933-0609 Technical Experts: richard.schoen@helpsystems.com greg.schmidt@helpsystems.com
Editor's Notes
- Good Afternoon Everyone and welcome to our live webinar. Today is Thursday September 15th I’m Richard Schoen coming to you from our offices in Eden Prairie MN I’ll be the moderator today for our webinar titled: Three Ways to Future-Proof Your Electronic Forms This webinar will provide an introduction to some common reasons why companies may want to eliminate their pre-printed forms in favor of automated form output generation processes. Or if you’re using outdated forms technology such as IBM Advanced Function Printing or some other older form technology you may want to update your software and consolidate your products under a single vendor such as HelpSystems. We have lots of information to cover today so let’s get started.
- As I mentioned I am Richard Schoen, Director of Document Management Technologies at HelpSystems. I am part of the technical solutions group at HelpSystems bringing topics like this to our customers and prospective customers. I have over 27 years of background with IBMi, Windows and Linux platforms and managing and delivering forms and documents.
- Our agenda today will hopefully provide a good introduction to HelpSystems, RJS and our electronic forms output generation solutions. We’ll provide a quick company overview of HelpSystems and its history. Then we’ll talk about the common business reasons companies move to electronic forms output generation. Then we’ll provide an overview of our iForms electronic form generation software. Then we will provide a short demo of the iForms software designer. We will end with a few minutes of Q&A and a couple of polling questions. Feel free to enter your questions in the chat window as we go and I will address them towards the end of the webinar. Select “All Presenters” so the questions are directed to me. We’ll also plan to complete our session in 30-40 minutes so you have plenty of time to make your next important meeting. Also todays event will be recorded and you will receive a link after the webinar to share with anyone in your organization who couldn’t attend todays session.
- HelpSystems has been in business for over 32 years providing system management, business intelligence and security solutions for IBMi, Windows, Linux and AIX platforms. The RJS document management products joined the HelpSystems product brand portfolio in 2014. The RJS products focus on helping companies implement paperless process to capture, manage, deliver and secure their critical documents. Our WebDocs family of products help companies go paperless by providing several key document management components. ---------------------------------------------------- Our WebDocs family of products help companies go paperless by providing several key document management components such as: -Document scanning to capture paper documents such as AP invoices -Electronic Business Form Output generation software which can be used to generate documents such as invoices, purchase orders, statements, checks and more. -WebForms, our web based data capture software allows companies to capture data at the source of entry and eliminate re-keying of information. (Used often in AP, HR and other departments looking to turn paper forms into actionable data.) -SignHere Electronic Signature Capture – Capturing signatures on business documents such as invoices, receipts, proofs of delivery and bills of lading without printing. -DeliverNow Automated Report and Document Bursting and Delivery. If you’re planning to implement paperless process in any of your departments, chances are we have a solution.
- Our solution covers 3 core areas of a business Document Management Process Management Forms Management
- Document management – This focuses around capturing and managing scanned paper documents, electronic reports from IBMi and other systems, mfg drawings, email, inbound faxes and other electronic documents such as photos, videos and more. We can manage any document that can be created in a PC format.
- Process management – Webdocs contains a built-in document routing system to provide the ability to electronically route documents to the right people for review and approval as well as electronic signature capture. Signatures can be captured via desktop software or web based forms that can be sent out via the web
- Forms management – Forms management covers two different but important areas. Input forms – We can take any paper based form and turn it into an online version where data can be captured. This is a great way to capture data right away without re-keying. Output forms – generating high quality business output documents such as invoices, purchase orders, statements, bills of lading, checks and more to reduce paper usage.
- Input forms – We can take any paper based form and turn it into an online version where data can be captured directly into a business system. This is a great way to capture form based data right away without re-keying. Output forms – generating high quality business output documents such as invoices, purchase orders, statements, bills of lading, checks and more to reduce paper usage. This is also the main topic of today’s webinar. If you’re interested in learning more about input forms and data capture, take a look at one of our recent webinars replays on capturing data without paper or feel free to reach out for a personalized presentation from me or one of our sales team members.
- Receive daily Excel or CSV reports or task lists that need to be processed Excel has long been the go to technology for accounting and finance processing. Move data between multiple business systems via ODBC or File Transfer cxcxzcx Upload and Download File from Web Sites and dsa Administrate and Monitor Business Systems Dsdadasd Run Command Utilities and Other Custom Applications dsadddasd Need to quickly extract data from a database for report generation in Excel, CSV, Access or text formats. Many customers have the need to extract data on a regular basis and send that data to end users, trading partners and customers. By creating a re-usable task in Automate to accept a database connection string, SQL query, output file name and delivery destination your team can quickly create tasks and workflows to distributed information from your database without re-writing business logic over and over. Read an incoming , Excel, CSV or other data file and insert or update the records to a database table. Often we receive information either via FTP, Email or download from a trading partner web site that needs to get imported into our corporate databases. You can write automate tasks and workflows to automate the entire sequence from end to end. Download the file or detach it from an email message. Read the file line by line and then compose insert, update or delete statements to place the information into a temporary table for further processing or directly update a production table depending on the complexity of the transaction. You can also validate data as it is read and written to the selected destination table to make sure only clean data gets imported. Perform ad-hoc database queries and updates Often there is a need to perform quick updates to status fields or other field in a database in an audited fashion. You can build tasks and workflows that update a selected record set and then capture the audit information to a custom SQL database log or some other logging system to make sure the updates were audited. ETL or data transformation. Read data from one database and summarize into another database. Often we have the need to summarize daily sales and other information so that we can provide management with the information they need to make daily decisions. Being able to use SQL statements to summarize and extract data daily is a great way to keep management in the loop on daily activities within the business. Need to schedule and run SSIS and other database utilitites. Often you may already have daily business logic that is being run by Sql Server Integration Services or via stored procedure calls to an Oracle, IBMi or other database server. Being able to quickly schedule and work with your existing business logic from an automation task is a great way to put better management behind running your database automation and extraction tasks. These are just a handful of the common database use cases available for use within the AutoMate and BPA server software Not all trading partners will allow businesses to FTP documents any more. For those trading partner transactions where FTP is not an option someone in the various business areas may spend lots of time manually logging in to web sites, navigating through the site and downloading files. In other scenarios, users may have a need to perform google or other site searches to locate information and grab the data and put it into an Excel or CSV file or a database such as SQL Server. There might also be needs to enter data into online web based applications that don’t have web APIs or services available. Or running daily reports may be a manual operation because the web application has no scheduling mechanism. Today we’ll be focusing on learning more about AutoMate’s interactivity features for automating web sites
- Many companies are still purchasing form stock and using pre-printed forms. Examples of pre-printed forms would be warehouse areas where carbon multi-part invoices and shipping documents are being generated or pre-printed check stock is being used to generate AP or payroll checks. By moving to electronic forms your company can save money by no longer purchasing pre-printed forms. You can get rid of those old dot matrix printers and even generate electronic versions of a document as PDF. Documents can then be electronically signed, filed and delivered to eliminate the need for multi-part forms and filing the paperwork. You can still always print a copy as needed. I have talked to a few customers recently who have old RPG applications generating forms and they have staff nearing retirement age so they want to modernize their processes moving forward by using modern software with visual document design processes rather than hand programming forms. And of course many companies have green initiatives to stop generating paper altogether. ------------------------------------------------------------------------------- Time to start eliminating pre-printed forms. Still purchasing re-printed form stock Printing multi-part carbon forms Save money by not purchasing form stock Get rid of old dot matrix printed forms Replace outdated RPG print programs Our staff is nearing retirement age and can no longer maintain old application code. Document needs to be separated and manually filed or scanned. Signatures have to be collected on paper forms rather than allowing customers to e-sign a document. Many companies have green initiatives to stop generating paper altogether.
- If you happen to be using IBMi as your business computing platform, you may be currently using older IBM Advanced Function Printing (AFP), PCL or Postscript tools for output form development. If you’ve used AFP you know the form design process can be very painful. AFP page overlays must typically be created using MS Word or some other document authoring tool. Then the Word document is printed to an AFP printer driver that can output a binary file containing the overlay object. After that the AFP overlay object is manually converted to an overlay on IBM i by uploading the file and running thru several manual steps including the Create Overlay command CRTOVL. Finally the overlay is printed using an RPG program on IBM i. The printed output is then reviewed and the process continues in a circle until the form is just right. There are at least five steps involved when creating or updating an AFP overlay document. There are also several problems with this process: -Form design changes can’t be quickly iterated and reviewed because of all the steps involved. -Custom RPG programming is required for every form. -You have to output to spool files, although in today’s world you can convert the output directly to PDF, TIFF or other formats. -Forms with AFP overlays don’t always render correctly to both printers and PDF documents. -Often customers are using special AFP or IPDS printers or conversion boxes for printing that cost more $$$ It might be time to replace your outdated electronic form technologies. As you’ll see in our iForms demo today, the form design and runtime process can be greatly simplified. ------------------------------------------------------------------------ Form designers can make form design changes interactively and review the test output in PDF format at the push of a button as you’ll see during our demo today. Solution: iForms Electronic Forms Interactive form designer Real-time testing of design chagnes No RPG development required No special printers needed
- All businesses have the need to generate standard daily business forms and documents for output. As mentioned on the previous slides, many companies are still using pre-printed forms and have not made the move to generate their documents with electronic overlays for printing, sending via email, or archiving. Others are using old, outdated, or unsupported form technologies that need a refresh such as IBM Advanced Function Printing (AFP). With software such as iForms, form designs can be quickly created and can contain graphical elements such as static text, database fields, barcodes and images.
- Many businesses have the need to generate large quantities of letters, price books, policy change notifications, product modification notices, recall letters and other documents for vendors, employees, and customers. Letters often need to be retained for audit and compliance purposes, so they may get manually filed or scanned. Often these letters are also generated via manual generation processes, taking lots of time away from more meaningful activities. Using a software solution such as iForms allows the generation of forms and letters to be integrated into existing application processes or even application screens. When integrated to an existing application screen, letters can be generated, printed, filed or distributed all in one action such as a function key press thus making the process real-time.
- Let’s take a look at an overview of our iForms Software Generate forms from IBM i spool files or PC text files Generate forms using SQL database or XML data input files Output to PDF, TIFF, Excel, CSV, and other formats Graphical form and text overlay designer Assemble document packets Print form documents to any printer Monitor output queue or directories IBM i CL commands or universal REST API (build a URL to call form generation from any platform) Form server runs on IBM i or Windows Server
- This is a screen shot showing the iForms Designer and the text Layer Designer which is used to map data from spool files or ASCII text report files. We’ll be taking a look at a live demo of the designer in a few minutes.
- This is a screen shot showing an example of the before and after image from an IBMi spool file that as been turned into a high quality PDF business document that can be printed, archived or delivered electronically.
- This is an overview of our IBMi spool file merge and delivery process A typical IBMi scenario often consists of creating a spool file report or text file that needs to have a form overlay applied. iForms can pick up a spool file and generate a form using an output queue, data queue or directory monitor as a trigger. The form document is then generated as a PDF document and either printed, emailed or sent over to be archived in a network directory, or document management system such as Sharepoint or WebDocs. In many cases iForms processes can be intermixed with the customers existing form processes so that our software can be slowly implemented beside an existing forms package such as IBM Advanced Function printing. When monitoring an output queue, delivery information for a document can be stored as part of the spool file attributes or our Report Splitter product can be used to burst spool files and extract delivery information.
- Where iForms excels is on the generation of documents that are entirely data driven so no report text file or spool file is needed. Data can be read from any database or XML input source. In this scenario our CL API command or the iForms REST API can be used to generate a data driven documents on the fly using an existing process from any platform. A REST API call is a form generation call that can be made by building a URL from any application and then running the URL to generate a document on the fly. Or if a scripted business process needs to be created, iForms can be coupled with our AutoMate Windows process automation software to create an end to end data driven form generation process. As customers start looking to improve their future document generation processes, generating documents from the database can eliminate the need to create text based reports unless there’s still a valid business reason to do so. If there’s custom business logic needed in the form such as swapping logos and graphics, this type of logic can also be included when generating documents.
- Many businesses have the need to create or assemble document packets for printing, distribution or archiving Such as: Shop floor packets that may contain a work order or manufacturing order, a CAD drawing and all the related work instructions and check lists. Often these documents get printed and routed to the shop floor and in many cases the work is done by highly paid engineering staff. Many companies are now starting to go paperless by storing these documents in a document management system such as our WebDocs software and electronically routing them automatically to eliminate the initial human intervention when producing shop floor packets. Another example scenario might be creating an HR packet when a new employee gets hired. All of the form data gathered during the hiring process can be completed and then assembled into a complete employee document that gets filed electronically or printed if needed. This might include the I9, W4 and other documents that need signing. What a great way to help out the HR department One final example is a scenario where shipping documents or bills of lading get generated for a customer order and complementary sales and marketing materials can be inserted in to the shipping paperwork automatically from a process to allow the shipping process to not only deliver product, but also do some subliminal marketing at the same time.
- Often when a company wants to jump start their migration from an existing form technology such as AFP (from IBM) to iForms, they are concerned about needing to re-design all their forms. Fortunately we provide a middle ground by allowing you to turn any existing PDF document, Excel spreadsheet or Word document into a form overlay graphic. We can also use existing bitmap or jpeg overlays if you have a graphic you’ve been using with your existing system. The graphic gets inserted into the form designer and then database fields, logos, barcodes and other graphic elements can be quickly added to the form so a new form template can be ready for use within an hour or two. Then over time you can re-design the forms as needed using the iForms Designer to create a flexible document design.
- Now we’re going to take a quick look at the iForms designer process with a sample IBM i spool file document.
- OK, now we’re going to take time for a little Q&A. I will also show a poll with a couple of questions we can share with the group. When entering questions, please remember to Select “All Presenters” so your questions are directed to me. Can I call the document generation process from a .Net, PHP or .Ruby application ? You would utilize the iForms REST API to call form generation from a platform other than IBMi. The REST API is supported from any platform that can make a URL call. This includes business process automation tools such as our AutoMate software. If all my data isn’t in my IBMi spool file or PC ASCII text report can I grab information from my database and use it on my form ? Yes, a form template based on a spool file or text file can also draw in additional information from database table(s) as needed. Ex: If the original report has customer number in it we can go grab name, address, email address and more from the customer database. Or if we want to use the company number to select the logo we can do that as well. How would I generate documents from databases other than DB2 ? In the designer you can specify any database that is available. As long as it has a database driver available, iForms can use it. Simply specify the driver of choice and create an SQL statement to grab the data needed for your form document. Can I filter pages from a spool file or records from a database during form generation ? Yes, you can use soft coded form parameters to drive filtering within a database query of when selecting pages from a spool file for processing. You can also use our Report Splitter to burst documents before processing with iForms. Can I print any PDF document with iForms ? Yes, you can print generated and static PDF documents directly from the IBM i via an output queue or using any Windows print driver. In fact we also have a hybrid scenario where we can render as PCL, Postscript and even AFP with the appropriate Windows drivers and then either print directly to a Windows printer or the data can be re-spooled to an output queue as a *USERASCII file for printing. This is a nice way to integrate iForms documents in the middle of an existing process that still uses special output such as AFP. Can I print barcodes ? Absolutely. As we demoed hard coded and soft coded barcode values are supported for easy integration with barcode based systems. Is iForms part of a package or can we purchase standalone ? iForms is our forms output generation engine. We also have additional modules for automated distribution, archiving and signing of documents. Our sales team can articulate the various modules for you. Will this software also image the PDF file after it’s printed ? We can store PDFs in any file system , Sharepoint or using our WebDocs software where documents get immediately archived and indexed for immediate online availability. Can you build labels with iForms? Yes, pretty much any type of labels including Zebra. Can we create customized approval processes ? If you couple iForms with our webdocs document management software you can create approval processes within the software to manage electronic approvals. Can we print Terms and Conditions pages on the back of each document ? Yes, forms can be created to draw in terms and conditions and other static info that can be put on the back of each page. Can we include one signature on checks under $1000 and two signatures for checks over $1000 ? Yes, absolutely this can be done using the form scripting logic.
- Thanks for attending our webinar today. We hope you learned some helpful information to allow your company to start thinking about moving towards modernizing your document output and assembly forms strategy. If you have any additional questions on our forms or other document management technology, feel free to reach out to our sales team, Greg Schmidt or me and we will be happy to address your questions or provide a more in-depth technical demo. You will also receive a link to this recording so you can share this webinar with those in your company who could not attend today’s session. Again thanks for attending todays webinar. Have a great day and enjoy the rest of your week. Pause for a moment. Stop screen sharing Save polling answers.