Deal management in onboarding forms

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dear ladies and gentlemen welcome to our live webinar easy onboarding of new employees with ocular forms my name is Alexander Gruber and I'm responsible for the imaan generation in Europe up to ocular for all those of you who don't know us you just a few words about DocuWare DocuWare develops and distributes document management as management systems with the goal of easy durable ization of business processes with both cloud and on-premise solutions companies of all industries ultimate and with intuitive processes in order to lower their costs and increase the productivity our main topic today is DocuWare forms he will gain extensive information about on how to streamline the capture of data with lab forms and how to connect the captured data with business processes i'm very happy to introduce you Steve Roehm Regional Sales Director at dougie were and responsible for the United Kingdom Steve has been working in the area of enterprise content management for more than a decade now and for this he has really deep knowledge of the whole spread of enterprise content management solutions let's have a short look at what we will present to you today first off Steve will present to you the docq viewer solution for web forms and will let you know about the key values and possible use cases after this you will see a live demo of the paper forms showing the case of onboarding new employees during the presentation you will have the possibility to ask questions and the question tab we will try to answer as many of those questions as possible at the end of the presentation of course we will record the session and provide it and send it over to you after the presentation as soon as possible ok after this introduction I now hand over to Steve Thank You Alexander this is Steve rose thank you very much to everybody for joining our webinar today to appreciate you might help you air forms so without further ado let's get started the first thing I'd like to do is to put DocuWare forms a little bit in the context of the wider dog who air products so before I get stuck in to directly and just take a step back and remind everybody you know what are the frustrations in our businesses today and those frustrations for DocuWare from dock us perspective center around information often documents containing information are still there in paper filing cabinets they're in unmanage file shares perhaps and I managed SharePoint repository this can be quite chaotic and makes things difficult to manage keeping a business are constantly under increasing pressure to do more we have to expect our organizations to do more without increasing resources you've all been through the gdpr regulations in the last couple of months you'll now know about personal information but is there enough security in our systems to control access to that personal information and to do it in ing to the procedures and policies we've defined for our businesses finally you know software can be quite frustrating and complex very much for you know the the not expert users and so you know we think that making giving people the tools they need to be effective in their jobs is not being done well today and docu aires mission is to resolve that so we see in any business that DocuWare can deliver additional value in three steps so the first step of digitize remove paper cut the cost of paper cut the cost of printing and storage share digitized files doesn't matter once something is digitized it can be accessed from any location different branch offices remote remote locations you know globally to share information and work on processes as needed the second step is to bring in document management to increase productivity so to index everything so it's easy to find things we can search on the content with our full-text search or on metadata and on index information to add that security around roles and permissions to each document document to make it possible to use mobile devices to be part of the story to capture documents and then to access them when you're out and about either with a smart phone or with a tablet and then to integrate with all the other applications and have a smooth experience between the CRM and the ERP the accounting software then in any business and then the third step you know is automating workflows and making the business and the people more effective so you know turning business roles into real actions having a workflow that can be adapted and configured to adjust to the external market pressures to be able to understand the process bottlenecks and see those and then resolve them and to have picked your people you know working on exceptional items and not just grunt work day to date data keying just to keep the basic things running and all this brings you know operational excellence better better business effectiveness which improves service for your customers and so forth so this DocuWare product set covers the whole range of capabilities and features that any modern document management system needs so from the left here from content capture and content ingestion things like scanning documents through the middle which is where we do all the process intelligence and workflow and building in rules-based you know routing and approvals and exception handling and so on and finally to deliver that in the format it's needed on the devices it's needed so you can see I've highlighted reforms that's where the focus today but that is you know for DocuWare a forms comes in the context of a wider product suite it's a very easy that we'll have forms exploit all the other parts of DocuWare to really make a complete and effective automates a business solution we'll look at some of those examples as we go through so now we put that context what our DocuWare forms so these are web-based forms to give you absolute control over what information you capture and how you use it simple and the key emphasis of DocuWare forms and I think we'll see that through the presentation today is that they're designed to be easy to create and easy to use so on the left here you see a screenshot of our web-based designer client which is a palette for dragging and dropping different form elements so that anyone can easily design their own web form and connect that up and make it effective and then on the right you see that form in the context of a web browser also works on smartphones for example where anyone would be there inside the business or externally on the internet provided they have connectivity they can get the forms and they can complete the information and submit it so easy to create and easy to use and I think these themes will come up again through our conversation today so try to capture some of the unique things about DocuWare forms a sort of key benefits that they provide so the first thing is you know we're really conceptually we're replacing the old paper forms where people are writing in you know answers into predefined boxes on paper templates and you know what are the great business strengths of that is that people are providing the information that we need as businesses in a self-service way so we don't we can rely on them to discover the information and to communicate it to us if we want to maintain that self-service data entry you know approach the second thing is we want to be clear about what data we're capturing whether we need numbers or quantities whether we need names and text we want to be constraining the that's provided into the accurate data times to get you know a good capture of that data I'll come on to that a little bit later the Third Point here you know we really don't want users to have to re-enter the same data on multiple different forms or on multiple different systems so DocuWare is unique that it can capture the information once through one webform information and then create many what we call merge documents to communicate all or part of that information and transmit that into you know one or more workflows and keep it you know on archive over time and that cuts out data King and it cuts out multiple entries it cuts out data King for customers and their businesses to be you know reading off information and keying it into line of business systems no not a key benefit is we really our vision is about giving people control of the tools they need to be successful in their work and we think that anyone can be a web form designer the door where forms product so we really made it as easy as possible for anyone across the business people who might have used a Microsoft Word document and and laid out a paper form in the past now they can do it electronically and that's kind of an you know relates to my last point which is you know people do have these familiar concepts either the form filler or people working on forms as they go through a business process in their organization they're used to this concept of the form and we want to keep this familiar concepts and make those tools you know easy to use and and you know not be a big jarring shock when they get brought into our businesses so how does DocuWare forms sit in the context of documents and workflow so you know this alluded earlier in the wider picture of our portfolio the forms do sit within the dock you wear suite and so we that allows DocuWare forms to create human readable humans and then to store those documents in the dossier filing cabinets the electronic filing cabinets so we can create one or more documents and store those in the filing cabinets we can use those to trigger one or more workflows documents can easily be attacked when you fill in a webform you can have you can attach documents and those attached documents come usually be uploaded and saved together with a form so all related information travels together around the work phone around the business this means forms can be very easily retrieved so you can easily find a form just use DocuWare searches like a Google search you know four four pegs or search on the index data and Don the forms themselves can be used to trigger and direct DocuWare workflows as users complete different fields on the form so those fields can be used to make decisions on which workflow path to follow but but you know don't let that be too complex a simple example is somebody fills in a form we can use a very short document workflow to send a confirmation email back and attach the form document to that email - so just simple things can make a big difference in and making our businesses more efficient and then last but not least you know any form date of this capture by the DocuWare web forms and can then be propagated into other systems and other applications across the business so we use a capability we call Auto index to write out you know in a structured way that information as you define it in your configuration so I touched on this already but just to sort of emphasize the rationale here and how we go about it we we basically allow paper forms or a PDF form to be used as a design template when you're making your own electronic forms and doggy web forms so you can keep the design and format that you had in your old paper performs in your business and that maintains you know makes it very easy for people to step to a digital version and then data from the webform is then just propagated into the boxes and the fields that you had on that original paper form template we'll see that in action in a minute so here a few words about the DocuWare configurator so easy configuration is very key to making this usable and accessible across our customers businesses so we have a drag-and-drop palette of different elements that can be put into you know any web-based form and now with DocuWare 7 we provide finer grained control over placement of the fields and the elements so we essentially have 12 columns logical columns in a kind of a grid across the page and you can adjust the size and appearance of all the forms in a very visual way also something new is control over visibility of fields and over groups of fields we call that field behaviors and that means that you can hide and reveal subsections of forms depending on previous answers so you can hide you know if somebody doesn't have the information you don't have to present them you know unnecessary questions that they're not going to be able to are interested to answer then of course when we configure our forms and we create them we then map the indexes of the form data into the document metadata so we can easily reuse that index information more widely and then we can set up the publishing steps so we can just have a simple URL that can be used either inside your business or if you would like external customers or suppliers or prospective employees anyone out there and the public Internet can be given that URL can come in and complete a form on with DocuWare so I'm about to step into a real-life example here just to give you an idea of the demo what we're trying to achieve is a it's onboarding a new employee the new employee is going to complete their personal information in a online web format doc you wear form now I'll show you how DocuWare can generate all the needed documents in order to provision things like office furniture opening an email account the IT department setting up data for payroll the Accounts Department doing that all in a parallel fashion so yes let me change gears now and switch to the live demo and move the screens around a little bit here so hopefully everyone can see this live demonstration of DocuWare 7 just started here in a normal door window so you can see the document review right now and nothing to see at this point I'm going to start by just sharing with you how we would set up and configure DocuWare forms so here i've open the configurations tab and you can see one of the nestling in with all the other configuration options DocuWare we now have DocuWare form and if I open up the forms configuration you can see there's a list of forms that we have active in the system here and right down below here I have a new one that I've been working on employee onboarding for the UK so I click the pencil I can open up this form and make edits and changes as I'm creating the form for my users good so this is the you know live presentation of the DocuWare forms editor so just to orient everybody around the screen here first of all I would say we have in the middle the most important area which is our layout a canvas or where we're going to paste in ad design elements and then on the left here we have a list of different design element types that we can simply drag and drop onto the canvas to start creating our form so let me just give you an example of that in this form here let's say I wanted to add the ability to upload attach and document in that case I can simply take the attach file element trying it on basically you can see this happening on your screen and then just let go of it and the place on the form where I decide to just set it and I can resize just grab the corners here take advantage of those you can see it's clicking here across those columns I can make it taller as well and wider if I wish don't need to make it too big here so it's as simple as that to add in you know the complex behaviors that you need to attach a file to our to our form here and you see I get given a default field label I can change that define the file types put on a file 5 limit of maximum number of file services supports multiple file selection and upload and so on so hopefully gives you an idea of just how easy it is to add elements into the form and position them where you need just going to delete this one out the next thing I'd like to show you well I'm hearing that the form designer is what we call field behaviors so I have a field here this is cap this whole form is capturing new information from a prospective employee so that we can you know have them properly registered on our system and have all the tax information and payroll information and so forth one of the questions we want to ask is you know do you have a student loan and do we need to set up our accounting system so that's being paid back automatically and with your monthly paycheck but for those people who do have a student loan then we need to know if it's plan 1 or plan to you know these different plans were brought in you know in different different periods in the past few years what I've done here is to create a behavior so you'll see this and I click this element on the right-hand side I now have a behavior field behavior student loan if I open up my field behaviors and you can go ahead and M I don't want to update my PC right now can go ahead and edit the field behavior student loan that I've created earlier so what I've done here is simply to say if my student loan remember the checkbox called student loan is that equals yes then my sub question is going to be required but if it doesn't equal yes then we would this sub question would be hidden let's just close that away let's say I want to just preview that when I can preview either for desktop or mobile its preview for desktop here so right in the designer I can preview anytime I want to see how it's going to look on a mobile smartphone device or on a desktop you'll see here if I come down to the student loan section and down at the bottom then when I click yes hopefully you can see that minimize this window a little bit second scroll all the way down yes a can see just above the signature if I if I look at the preview you see as I operate the yes or no so that some question appears I'm just having a very I was scrolling down now that's how the the field behaviors are operate in a very simple example good let's move on then so once my field filled my forms canvas is laid out and I'm ready to go now that now just go through a few steps and further of the wizard we have here just like all of the other configurations in DocuWare it's a very friendly step-by-step process to configuring anything so the wizard yet asked me do I want to have merge forms more about that in a second and what do I want to do after the forms being submitted the next book I want to merge forms so let me say I want to add emerge a new merge form here I've already got a couple in the system but let's add a new one and the first thing is that the system will ask me well do you have a template I can go ahead and open up just any PDF that has you know all could be a JPEG image for example that has a static version of the form that I want to work on so here's the one I've opened up so this is just a piece yes now as a background and this is a in the UK we call it a P 46 which is something that needs to be completed when you have a new employee and they don't have a p45 tax form already and then to add in this new employee I'll make that a little bit smaller on the screen so now you see all the fields that were generated in my web form designer available on the left of this view unless L want to take the nation' snubber the NI number and put that into this box here that says national insurance on the right and I just create a box and move it directly where I wanted to appear on my merge form on my output and you can see it's as easy as that to map these fields on the left into my paper format I can choose on the right I can choose a different font different text color whatever I want to make that look really cool so let's just cancel that one out I'm going to come back in now and in true Blue Peter fashion here's one I created earlier this is that same P 46 but all the fields now are being populated in this stage you can see fully address first and last name and so on okay and finally those steps to the last parts of the wizard here I can define what I want to do is the output from my merge form to apologize have a lot of servers and activities running on my PC it's a virtual machine running all the dock us servers on my desktop around my little laptop right now so seem like we just overwhelm that a bit but truth demo form I'll come back and you can pick up where we left off you turned all that I said the locks prevent multiple people working on the same thing at the same time where we were and then the merge form output I can have the PDF flattened or keep those forms editable and the PDF and then asks me where I want to store it within my door where file cabinet structures and then penultimate action here that can take all of those web form fields that I defined and map them into these index fields here which are the index fields of the target filing cabinet I can carry all of that data through with that merge form output and have that as metadata as part of that output document so here for example I've got my ni number I can put my date of birth my first name last name everything can be can be transmitted through into the workflows and kept permanently within in DocuWare and last but not least as with anything in dashi we're very tight roles and permissions so here I'm just giving permission for the whole organization to use it I wanted to publish my url externally that i can configure a public forum and just simply put in a dock you a user that's kind of the default user to post that forum I don't want to do that right now but it's as easy as that if you do okay then I can go ahead and save that and then that forum is ready for you some time since I was working before I'm gonna go straight to it so here underneath I have the URL of the forum itself so let's see that now we built it we'll see it in action first of all I gotta fill in some fields here just bear with me while I do a bit of typing please you as good anymore no they're just I am a citizen of national of the EU and I do not have a student loan let me go ahead and put my signature in here and submit the form so that's how the user perceives it and how this new employee would complete that information from fill in the form it's been submitted successfully I can go back over to my original view and DocuWare you see where this form has got to the first thing I'm going to do here is just as I'm signed in as admin is just search they say by last name for all the documents in the system where the last name of the employee I'm seeing an employee HR search here is row you can see I've got two new documents that have just appeared in the system so here's that P 46 document that we designed and opening that up double click to open it you can see how all the various fields that I just completed have now been populated directly into that form so let's say I need to submit that to the HMRC then I can simply create a short work flow though to email out as an attachment to there they're our main email board at the same time I've got a second document here this is an emergency contact document completely different document with completely different purpose in my business you know who do I contact is Stephen sick but you can see here already pre-populated the same information so we can avoid having that information be entered twice and just you know wasting time so that's how that can be seen from a search so I can search on your document type or employee name or they equally we have that available and the door where hold of you as well so you can see all the related documents to row or any other employee through that folder view which is very convenient we can we can then constrain the permissions of those holders so any I can see my own documents for example so that that is the end of the live demo thank you for watching me doing a little bit of typing there that's something else I just wanted to share with you which is what one thing I wasn't able to do in this context was to show you just how a more extended workflow would look if you know you were doing multiple parts of a process and to do that and just have a really quick video clip here I'm just going to fast forward to 1036 which is where the relevant bits are for this this video clip so up to now what we have is pretty much the form already when you shared with you and then some new hire processes workflows going on this is an example from our DocuWare kinetic solution for employer management and now I'm going to log in as Elizabeth cash so Elizabeth here is a hiring manager so once you've made an offer to somebody then automatically this new workflow submit provisioning request now starts so now it's for the hiring manager to to fill in the provisioning request form so that their new employee can have all the you know the systems and permissions that they need to be productive from day one so the first thing that Elizabeth needs to do here is to open up this provisioning request form so this is as you can see it's a different form but a later stage in the onboarding process for a new employee and here we use the the field behaviors in order to specify which departments need to be involved in the provisioning so as the hiring manager Elizabeth knows that it's the HR manager and also on the right there they're the sales manager they need to be involved so you can see how these boxes are checked then you get more detail required so we might say for example let's just do the standard options for HR then we go to the next so this one's facilities management then this one might decide to choose the additional options that would be the second checkbox and as you can see that then opens all of the server items here that might be specifically required for this employee not sure they're going to need a file cabinet because they probably have DocuWare but certainly a locker and a nameplate and an access card so this is where the hiring manager has the has a knowledge of what their new hire is going to need and can set that up obviously you can standardize that to the extent that you need so once Elizabeth sends it out what that does behind the scenes is it creates parallel workflows for multiple departments as we've seen so now we're going to log out from being Elizabeth and we're going to log in as admin just so because with the admin we can see all the various processes that are going on so here you see there that's created two parallel processes even though this new hire is coming to a role in finance finance still need to be doing some activities to set up payroll and so forth for this new hire so that that task has gone over to Elizabeth herself and then Simon stone who's heading out the the HR function he has he had his head to the facilities to say he has things to do too so just as the admin we just confirmed that those have been done for the purposes of the demo here so signing back in is Elizabeth and she can open up that original form output and you can see here on the right we've now taken the the output from our webform and it's creating an extended form document and then on top of that we now have it appearing here so she where stamps these green stamps that confirm that each department has done their bed so let's say this employee then it doesn't stay long and they leave the business then you can see exactly what has been provided to them that's evidenced within the system where we have control over permissions and authentication so that's just how easy it is to to you know to imagine DocuWare forms being part of a longer chain of you know deeper business processes that make our organizations run okay let's come out of that video I thought that was that sniff it was very helpful just to sort of give a bigger view there right now let me switch back over to my slide show and that that's the end of our demonstration so they'll recap a little bit DocuWare forms is there to solve you know multiple information challenges in one head so it replaces paper forms it replaces PDF forms it cuts out emailing documents around or document attachments it cuts out scanning documents that have the potential for inaccurate capture of course it cuts out and storing paper as well it's not to say docu err can't do scanning or emailing but this is one way to fine-tune those forms based processes where that's the right fit for for your business obviously it's getting structured information upfront from the the respondent it's eliminating bad data through the data field fields and field masks I haven't really touched on field masks but you can control you know when I did the National Insurance number you can control that to be two letters followed by six numeric digits followed by one letter with or without spaces out there you can use a regular expression to do there do that and it's very easy to find regular expressions for all kinds of different field masks and that can reject bad data right there as the forms being completed obviously with checkboxes and so on it cut out ambiguity and also eliminates unnecessary questions through the field new hey yeah immediately launched a digital digital workflow automatically without human involvement and then you know just as with any other part of dock you where you can access forms and form based workflows from any device from mobile devices anywhere so if you need to approve something you can do that even on the golf course so let's see how some real-world DocuWare customers are using DocuWare form but the first example of this is an insurance company and they converted their paper-based policy applications to mobile and tablet friendly web forms and that's whether you really use that conditional logic to only reveal those questions that refer to you know are you retired your salary above this level so on and so forth and these are forms that can be completed by the insurance broker or by the the applicant and they can do it you know - in this picture you see that being done jointly and that that's a great example that applies to all kinds of face-to-face engagements where a tab that is a very useful piece of hardware now DocuWare really McCann made that deliver business value here's another example a major airline beginning with the letter L mentioning their names capture all their pilot new employee applications through a single form and they request that you know training and certification documents are uploaded at that point so they can preview you and and accept or reject applications prior to spending time on on interviewing and incident scheduling interviews so that's a great real world example of plee onboarding and then the final one here is DocuWare we like to drink our own champagne I think some people call that eat your own dog food but I prefer drink your own champagne so we use DocuWare forms for all of our purchase purchase requests throughout the company so all pors are then used to you know be it around to be approved to be stamped and then later on when we get the invoice we match them automatically to the invoice to streamline that part of our business process - so yes DocuWare forms simplify information capture design and publish with easy no code tools design and publish those forms link them to workflow cut out manual steps and you can access them right from DocuWare cloud so the doc your forms is included with DocuWare cloud it's available as a an extension module for DocuWare on-premise I think you'll agree having seen presentation and the demo today that we can use forms as part of the solution to solve the information people the security challenges that face most businesses we do it in a very intuitive very easy-to-use way to give people what they need to do their jobs more effectively so once again thank you very much for your time and attention if you'd like more information please go to DocuWare comm slash forms or you can request a DocuWare cloud trial at our website - don't forget if you'd like to contact your authorized DocuWare partner to line up a personalized discovery workshop you can do that - perfect thanks a lot Steve for your really deep insight and your really really deep live demonstration during doing your presentation I received only one question that says or that asks if document forms also can give an auto-fill functionality and if yes on how this could be implemented in the in the process an alter foe so that the fields are filled or completed automatically when you start typing in oh yes scuse me I just had done that yes in so I probably skipped over a little bit too quickly but when you set up each individual field let's say a tech field you can define default entry into that or you can define fixed text that populates into the index fields in the you know as you store the document away and in fact when you set up the field masks as well that provides it you know the ability to set a default value for around as an example value so let's say you know you want that UK nurse insurance number you can you can show that and it comes in light gray pre-populating the you know the field in there in the form okay perfect thanks a lot Steve so thanks a lot to Steve and of course thanks for you all for attending this webinar and if they're armed oh there's coming another question and that asks if we are able to get data from external databases drop-down or something similar yeah I'm afraid I don't know the answer to that one so maybe we could take a doe to the questioner yes and get back to that person perfect of course Clara father's and we'll come to that back to you to the person who asked this question and let you know about the answer okay let's just wait on some more seconds if there are any further questions doesn't look so so email back up one slide so Steve dot Rho and DocuWare comm said please feel free to send me an email if any questions come up later as I mentioned you know if you'd like to see you know a personal demo that we can do some discovery around your particular business needs just contact me and I'll make the introductions yeah perfect thanks a lot Steve and you all will receive a record of the of this webinar so um also the contact informations are in the end of that recording so you can have a look at them and get in touch with us and then you will of course receive answers to your questions as well so thanks a lot Steve saying thanks a lot for you for attending this webinar I think it was really great to have that insight and if you need something else just contact us so um have a nice afternoon and good bye to everybody thank you very much for me - good bye to everybody you