Instantly route completed forms to your contacts based on input information

Processing paper forms results in a variety of time-wasting demands, including the hand delivery of completed forms. Relying on paper forms, teams in the field often need to deliver completed forms to their back-office counterparts before important business processes can take place (e.g. billing, payroll, etc.). 

This can be problematic when managing field teams in remote locations, who may not return to the office for a week, or even a month. Adding to these frustrations, paper forms are often delivered to the wrong contacts or lost in transport, risking critical data and communications. 

Fortunately, digitizing your work forms for use on phones, tablets, and computers addresses each of the obstacles presented by paper documents. With GoFormz, your digital forms can be filled out while offline in remote areas, allowing teams to continue their work despite cell service and WiFi disruptions. 

Once submitted, your digital forms can be configured to instantly route completed forms to specific contacts, colleagues, and customers – streamlining form delivery. This Automated Workflow can even be customized to dynamically route completed forms to specific contacts, based on the information entered within the form. 

Use case example: Dynamically route job site injury reports

Imagine you are responsible for the completion of job site safety documentation for a variety of different job sites. When relying on paper forms, your job site teams would take days, if not weeks, to deliver critical safety documentation to the back-office, making it difficult for management to efficiently track and respond to job site incidents, like injuries. 

With digital forms, this process can be drastically accelerated, allowing submitted documents to be accessed, viewed, and processed in real-time. Since you manage several job sites simultaneously, however, you need a better way of routing incident reports to the correct job site supervisors and back-office personnel. Leveraging Template Events, you can easily configure Triggers to route forms to the appropriate contacts based on the job site location selected from a Drop Down menu – ensuring the right management teams receive the correct incident reports, every time. 

How to dynamically route digital forms to your contacts based on input data

To configure your own Template Event, log in to GoFormz from a computer and open your desired Template. Next: 

1. Select the gear icon to expand the options menu and select Template Events. 

2. Configure your Trigger (what will initiate your automation): for this example, we’ll select Completes Form. 

3. Under Do the Following, select Email. 

4. Now we can utilize Template Variables to make our automation dynamic. For example, we can use the Template Variable [Supervisor Email], which will automatically populate a specific employee’s supervisor’s email. Template Variables can also be utilized throughout your email’s subject line and message. 

5. Next, select the Attach PDF checkbox. 

6. Click Save Changes.

Ready to further streamline your field-to-office workflow? Check out the top three ways Tempalte Events can accelerate your form sharing here.