Some forms go together. This is especially true in heavily regulated industries — like construction, energy, medicine or finance — where dozens of forms sometimes have to be filled out just to initiate a single project or procedure. What’s more, different projects will require different forms to be completed! Project size, location, and the specific type of work involved are just a few of the factors that drive the regulations with which a project has to comply — and therefore the set of forms that needs to be completed. Keeping track of all this can get very complicated.
We’ll use the construction industry as an example. Different types of construction work, like hot work or high altitude work, will require different permit and safety inspection forms to be filled out; and these forms may differ depending on the project’s location, which determines the governing body that has jurisdiction over the project. In order to comply with government requirements, you would have to look up all the right forms given the project’s location and specifications, create instances of each form, and assign each one to the right person. This can be a tedious process, especially if you have to do this for every single project, creating ample opportunity for human error. You can forget some of the necessary forms or accidentally use the wrong form — resulting in compromised safety, non-compliance, and wasted time and money.
Digital form packages can help automate this entire process, ensuring that the right forms are initiated for each project. A digital form package is a set of forms that go together, combined with some automation rules for when and how each form should be created and assigned. These packages are built on a GoFormz feature that allows you to create one or more new forms based on data in a completed form. So you can have a project kickoff form, and depending on the responses you provide in that form, other forms will be created automatically and assigned to the right people.
Going back to our construction example, imagine that your project lead completes a project kickoff form. She checks off boxes for hot work and high altitude work, and selects San Diego as the location. As soon as she completes the form, a California Hot Work Permit and California High Altitude Work Permit form will be created automatically and assigned to the appropriate staff in San Diego. What’s more, these forms can also be pre-populated with basic project information from the kickoff form (e.g. project name, ID, address, etc.), saving even more time and effort.
A simple digital form package like this makes compliance paperwork considerably easier, especially for large projects that require a lot of permits, inspections, etc. It creates accountability, makes you audit-ready, saves time for both project managers and field workers and — most importantly — improves worker safety. And best of all, all this can be down without writing any code!
This is the simplest example of a digital form package, where a single form spawns several secondary forms — but you can also create more distributed dependency structures, with those secondary forms initiating additional forms, and so on.
Contact your GoFormz account representative if you are ready to save time, improve compliance and bolster accountability with digital form packages. To learn more about form automations and workflows, check out our Getting Started with GoFormz Workflows post.