What Is It?
• FreeForm adds eform capabilities to the SmartSearch document management system. Now a simple web or PDF form can populate transactional PDF documents on the fly, provide validation, dynamic form creation based on variable data, feed other line-of-business systems and import into the SmartSearch document repository via XML.

Are you duplicating your data entry? Entering the same data to multiple forms?
Are you consistently wasting money on expensive pre-printed forms?

• No more, with FreeForm by SmartSearch – data entered within a browser based form or PDF can be seamlessly imported into SmartSearch document management as well as generate custom email notifications for ad-hoc workflow.

• Data entered into the form is validated, error checked and automatically rendered to a physical electronic document and then disseminated to decision makers, knowledge workers and/or customers with no manual intervention.

• Reduce the significant cost of post process data entry and capture
• Get rid of ineffective web site contact forms, employment applications, doctor pre-visit forms and replace them with dynamic eForm's workflow

How It Works?
• The FreeForm interface can be deployed and configured in multiple ways – either as an ASP.Net web form or PDF form exposed via the web. Depending on the requirements, the Square9 Professional Services team will recommend the best solution. Included in the FreeForm package are the following components;

• Web Form Development - based on an existing PDF, Word Document, Excel Spreadsheet or custom created form
• FreeForm Engine- component to accept the form data rip it into a PDF and instantiate the following add-on capabilities:
• The ability to automatically or manually save the form generated PDF to a network location accessible to SmartSearch or any other DMS (document management system) for import.
• The ability to send an email alert to multiple recipients notifying them of a document’s arrival.
• The ability to send a copy of the PDF to email recipients as an attachment
• The ability to add a bar code to the output PDF file
• Use our custom web or PDF forms or create your own and dynamically merge form data with electronic based document overlays.

Use Case
The FreeForm solution has many applications and we will draw upon a sample workflow to demonstrate its capabilities. A school district in Ohio had several pre-printed, multi-part forms that would be generated from their human resources department. Since the school district managed the hire, termination, transfer of almost 1,000 teachers and staff each year, the school districts pain was directly related to pre and post paper processing.

The solution was a custom web form that would allow potential applicants to access a web-based employment application. The eform allowed the applicant to provide all personal and employment history as well as a save capability to allow data points to be saved for returning users. Once the form was complete, the web data transactionally populated a PDF template and was imported into the document management system. When the document arrived into the document management system, an email notification alerted an HR admin.

Other Use Cases
• Insurance claim for medical procedure

• AP Invoices with unidirectional data population into line-of-business and document management system

• Medical Consent for X-Rays, Medical Records, Birth Records that may require digital signatures

• eCommerce Forms

• Inventory Control Workflow

Process Flow

FreeForm Workflow
• eForm's can do much more than reduce data entry and capture costs. The main benefit to eForm's is their ability to trigger workflow's.

• To illustrate FreeForm’s workflow capabilities, an example will be draw using a price increase request form, a project that was completed for a division of a global supplier of tools and construction equipment.

• As with any industry, the price of raw materials fluctuates with the price of commodities like oil, steel, grain, etc. Moreover, costs associated with transportation that are reliant upon gas and petroleum also impact the price of a product.

• The company required a way to automate the very manual process of increasing the price of a product.

• The solution came in the structure of an eForm. Now when the price of steel for instance increases in price, knowledge workers can quickly go to a web address, access the price increase request form, provide reason for increase as well as key data points like: plant location, date, supplier name and annual spend with supplier, item SKU, number of items purchased with supplier, etc which is automatically retrieved from the companies inventory management control system by the eForm during pre-process validation. All data and the mathematical calculations are done automatically during the form population or during post-process form submission

• Ultimately once the form is submitted it goes directly into the document management system, where an approval process based on a pre-defined set of authority levels is initiated. Various routing takes place to either approve, reject or dispute, allowing authorizers to dynamically offer comments, corrections which may impact the workflow rules

• Once approved, the document management system workflow will initiate a data output feed to the inventory management system updating the price of all or specific products that use steel like nails, screws, high tension wire, clasps, etc.

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business applications

 

Key Points
• Customer performs all data entry
• Communicates strictly through HTTP/HTTPS ports
• Supports digital signatures
• Data integration with other business applications
• FreeForm can initiate validation, error checking automation
• Form data can populate multiple forms at once
• Integrated with Kofax remote scanning
• Solution comprised of Microsoft .Net and C# technologies

Key Features
• Apply watermarks and stamp images and text into PDF files.
• Ability to merge multiple documents together
• Dynamic PDF document creation, leveraging ADO.Net and ODBC connectivity
• Add dynamic information based data entry values
• Ability to send email alert with PDF form as attachment

Types of Forms
• Membership applications
• Automotive
• Medical
• DHHS
• Homeland security
• Immigration forms
• Contracts
• Return authorization
• Event registration forms
• Refund and RMA forms
• Change orders
• Tax forms
• Surveys

Requirements
• Microsoft IIS 6.0 or higher
• .Net 3.5 framework


BISCOM Sharp OSA Kodak kofax Fujitsu The Paperless Project
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