How can you improve collaboration and efficiency with better workflows?
If your organization is still relying on outdated, manual processes – think email approvals, PDF attachments, or patchworked onboarding – then your workflows are slowing you down. These inefficiencies don’t just waste time; they create bottlenecks, compliance risks, and frustration across your teams.
The good news? You can eliminate those pain points by turning static forms into dynamic, automated workflows.
Form-based workflow automation streamlines how data moves through your organization, ensuring the right information reaches the right people at the right time, without the delays and manual busywork. From approvals and assignments to notifications and reporting, you can transform collaboration at every step.
Let’s explore how smarter form workflows help teams move faster, stay connected, and scale seamlessly, starting with a real-world success story from Westmont College.
The small liberal arts college was struggling with outdated, inefficient practices, including processing sensitive student data through paper forms. Students were printing out PDFs, meeting with staff for wet signatures, scanning the PDFs, and emailing them back to administration. Talk about a headache! Westmont realized that they needed a digital refresh with one single scalable solution. They found that solution in FormAssembly, eliminating 40 hours a week in manual data entry and increasing online payments received by 160%.
With FormAssembly, teams can:
- Automate multi-form processes – Seamlessly connect forms, emails, approvals, e-signatures, and notifications into a single streamlined solution.
- Centralize data – Eliminate silos and synchronize workflows across platforms like Salesforce, Microsoft, Google, and payment solutions.
- Launch workflows in minutes – Easily share and deploy automated workflows through email, SMS, or embedded links.
- Streamline approvals – Set up automated, time-sensitive notifications to keep processes moving without delays.
Isn’t it time to make process management and collaboration more efficient? Start by integrating powerful workflow automation tools into your custom-built forms.
Here’s how we make it easy for you:
Admin reporting
Get a birds-eye view of all your workflows, form usage, and data connections in FormAssembly’s administrator dashboards. There, you can manage user permissions, including setting up SSO access through SAML or LDAP, as well as user deactivation and form owner transfer. You can also set up templates, predefined content (think drag-and-drop form fields), and company-wide branding and styling settings to make it easier for users to start creating forms that fit your company’s needs. Enterprise admins can set custom domains, restore and purge response data, and even scan incoming files for viruses to better protect your business from threats.
Approvals
Stop the flood of back-and-forth emails for approval processes. The Workflow Approval feature lets you create approval processes within FormAssembly, ensuring data collection follows your guidelines and best practices. Conditional pathways based on approvers’ decisions help automate your approvals for faster and more efficient decision-making.
Assignments
Keep your processes on track, your information centralized, and accountability for your team clearer. Assignment workflows within FormAssembly lets anyone easily assign someone to a Form Step in your Workflow Builder. If a second respondent needs to fill out information on a form, they can submit their data within one Workflow response.
User collaboration
No need to go it alone in FormAssembly. Workflow Collaboration enables form and workflow sharing across teams, allowing for collective development and analysis. You can tag in your workflow pros to edit and review as needed without having to set up a conference call. And don’t worry about duplicating your efforts: only one user can edit a workflow at a time, saving you time on revisions and miscommunications.
Document upload
Sometimes you need a little more from your users than a simple text fill. If your form requires a file upload, like a signed contract, a photo ID, or a proposal slide deck, FormAssembly’s document upload workflows can route your files properly. Control what files will be accepted by restricting file type by field so users won’t upload the wrong types of files, like a Word document where you’re asking for an image. Once users upload files, smart workflows allow you to securely store those files in Salesforce, Google Drive, Dropbox, or Microsoft SharePoint.
Notifications
The best business processes promote transparency and using notifications is one key way to keep communication open. Workflow Notifications in FormAssembly let you automate alerts for submitted forms or pending actions, keeping teams informed and efficient. The customizable notification system ensures you’re not stuck with one-size-fits-all alerts. The default template provides essential data – including submission date, completion time, and full response text – but allows you to tailor notifications to include only the specific information your team needs. This flexibility ensures everyone stays informed with relevant updates without drowning in unnecessary details.
Beyond Forms: Building a Connected Workflow Future
Let’s take it back to Westmont College. What was an accepted everyday process of paper form fills was transformed overnight with a digital solution. Not only did the college streamline approval processes for students, they impacted their bottom line.
Forms aren’t standalone features – they’re connectors in your business ecosystem. Efficient workflow management software creates synergy across departments, eliminating silos and establishing future-proofed operations across your whole organization. Teams like Westmont take advantage of the scalability of form workflow automation as organizations grow and find long-term success.
When you start building enhanced workflows, you’re building an integrated foundation that scales with your growth, adapts to changing requirements, and transforms bottlenecks into breakthroughs. The question isn’t whether your organization needs automation – it’s which critical workflows you’ll revolutionize first.
