When your organization is responsible for handling sensitive data, implementing digital services, or improving internal workflows, the right data collection platform can make all the difference. But with so many tools available, how do you choose the right one?
In a recent webinar, FormAssembly teamed up with experts from Info-Tech Research Group and Fíonta to answer that question. The session explored how organizations can identify, evaluate, and adopt the best data collection solutions for their needs – especially in complex environments where compliance, integration, and scalability are top concerns.
Below, we’ve rounded up the key takeaways and expert insights from the discussion. You can also watch the full presentation on demand here.
Data Collection Tools Are Strategic – Not Just Tactical
Historically, form builders have been viewed as simple tools for one-off tasks like surveys or contact forms. But today, they play a much larger role in digital transformation and service delivery.
As organizations look to centralize, secure, and streamline data across departments and systems, flexible data collection platforms like FormAssembly have become vital to achieving operational goals.
The right tool shouldn’t just collect information – it should route it, validate it, secure it, and connect it to downstream systems like CRMs and ERPs.
Look Beyond Features: Prioritize Business Fit
A common pitfall in software selection is focusing too much on technical specs instead of business alignment. To avoid that, Info-Tech Research Group recommends a capability-based approach to reviewing online forms vendors:
- Understand your workflows. What happens before and after data is collected?
- Identify integration needs. Will the form tool need to sync with Salesforce, SharePoint, or another system?
- Account for compliance. What regulations (e.g., HIPAA, FERPA, GDPR) must be followed?
- Include all stakeholders. Will IT, security, or other teams need to be looped in?
Implementation Partners Accelerate Success
For many organizations, especially nonprofits and government agencies, bringing in a trusted implementation partner like Fíonta can make a big difference. These experts bridge the gap between platform capabilities and real-world use cases.
Partners can provide:
- Strategic implementation plans
- Best practice guidance for conditional logic, security, and integrations
- Ongoing support and documentation
Focus on Government and Ownership
A recurring theme throughout the webinar was the need for centralized governance and clear ownership of data collection tools. Without it, organizations can fall into “form sprawl,” where dozens of disconnected tools and data silos emerge.
FormAssembly helps solve this by offering:
- Enterprise-level admin controls
- Approval workflows and audit trails
- Flexible permission settings
Integration is Key to ROI
Whether you’re collecting applications, intake forms, donations, or customer feedback, that data likely needs to end up somewhere else. FormAssembly’s deep integration with Salesforce and other platforms is a key differentiator.
Use cases discussed in the webinar include:
- Automated student intake forms that populate Salesforce records
- Healthcare screenings routed securely via HIPAA-compliant workflows
- Volunteer applications that trigger approval chains and custom notifications
Final Thoughts: The Right Partner is Strategic, Secure, and Scalable
Choosing a data collection partner isn’t just about form-building – it’s about aligning with a platform that can support your mission, grow with your needs, and protect your data.
FormAssembly, along with partners like Info-Tech and Fíonta, helps organizations:
- Simplify complex workflows
- Reduce manual data entry
- Maintain compliance with industry regulations
- Empower teams with user-friendly tools
If you’re evaluating platforms or struggling with disconnected data processes, now’s the time to step back and assess whether your current solution supports your long-term goals. Check out SoftwareReviews’ 2025 Online Forms Comparative Report to see Info-Tech’s evaluation process for yourself and to research the best online forms vendor to support your business.
