What is Forms Management?

March 10, 2024 |
5 min read

Forms. They're the backbone of countless processes, from customer feedback surveys to employee onboarding applications. But let's face it, traditional paper-based forms can be a nightmare. Lost documents, illegible handwriting, and manual data entry slow things down and introduce errors.

This is where forms management swoops in to save the day. It's the art and science of creating, distributing, analyzing, and ultimately, improving the way you use forms.

What is Forms Management?

In essence, forms management is a system for bringing order to the form frenzy. It involves using software to create user-friendly online forms, automate workflows, and seamlessly integrate data collection with your existing systems.

Here's why you should consider ditching the paper stack and embracing forms management:

  • Accuracy and Efficiency: Say goodbye to messy handwriting and human error. Forms management software often includes features like data validation and pre-populated fields, ensuring clean and accurate data capture. Plus, automated workflows eliminate the need for manual routing and approval processes.
  • Accessibility: Gone are the days of hunting for lost forms. Online forms are readily accessible from any device, 24/7. This not only improves user experience but also allows for faster data collection.
  • Streamline Workflows: Forms management software empowers you to design efficient workflows with conditional routing and automated notifications. This gets tasks completed quicker and removes bottlenecks from your processes.
  • Cut Costs and Optimize Resources: Paper forms cost money to print, store, and manage. Forms management eliminates those expenses and frees up your team to focus on more strategic tasks.

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The Form Management Lifecycle

Think of form management as a well-oiled machine with a defined lifecycle. The journey encompasses several key stages, each contributing to a smooth and efficient process.

1) Form Creation and Design

The first step is crafting the digital form itself. Here are some important considerations:

  • Identify the Purpose and Target Audience: What information do you need to collect? Who will be filling out the form? Understanding these factors will guide the design and ensure the form gathers the right data from the right people.
  • Choose the Right Form Elements: FMS offer a variety of form elements, from text fields and checkboxes to dropdown menus and file upload options. Select the elements that best suit the type of data you're collecting.
  • Designing User-Friendly and Accessible Forms: Keep it simple! Clear instructions, logical layout, and proper use of labels will ensure users can easily navigate and complete the form. Accessibility features like screen reader compatibility are also crucial for an inclusive experience. 

2) Form Distribution and Completion

Once your form is designed, it's time to get it into the hands of your users. An FMS allows for various distribution methods:

  • Making Forms Readily Available: Embed forms directly on your website, share them via email links, or generate QR codes for easy access. 
  • Online Forms vs. Offline Access Considerations: If internet access might be an issue, consider offering offline access options where users can download and complete forms locally, with subsequent synchronization when they come online.

3) Form Submission and Data Collection

When users submit the form, the magic of the FMS happens:

  • Secure Data Capture and Storage: FMS ensure your data is safe and secure. Encrypted storage and access controls prevent unauthorized access and data breaches.
  • Integrating Forms with Existing Systems: FMS can seamlessly connect with your existing databases and CRM systems, automatically transferring collected data for further processing and analysis.

4) Form Analysis and Reporting

Data collection is just the beginning. The true power lies in harnessing the information:

  • Using Form Data to Gain Insights and Improve Processes: FMS offer robust reporting tools, allowing you to analyze submitted data. Identify trends, track completion rates, and uncover valuable insights that can inform better decision-making and process improvement.

By understanding these stages in the forms management lifecycle, you can leverage the power of FMS to streamline your data collection, gain valuable insights, and ultimately, empower your organization to function at its peak.

Who Can Benefit from Forms Management?

The beauty of form management softwares is its versatility. Here's how it empowers various departments:

  • Human Resources: Manage onboarding, applications, leave requests, and performance reviews – all electronically.
  • Customer Service: Gather feedback through online surveys, streamline support tickets, and improve customer satisfaction.
  • Sales and Marketing: Generate leads through online forms, conduct surveys, and manage event registrations with ease.
  • Finance and Accounting: Automate expense report submissions and invoice processing, saving time and reducing errors.

Getting Started with Forms Management

Ready to ditch the paper chase? Here's how to get rolling:

  1. Choose the Right System - Explore different forms management platforms and pick one that suits your needs and budget.
  2. Implementation - Roll out the system within your organization, ensuring proper training for users and administrators.
  3. Best Practices - Embrace best practices to create clear and concise forms, track form usage, and regularly evaluate and update your forms for optimal performance.


Forms management is more than just a corporate jargon. It's a strategic approach to transforming the way you collect information, streamline workflows, and gain valuable insights. Take control of your forms, and watch your business processes soar. Do you want to experience the power of forms management? Explore the Formester forms management solution and see how it can revolutionize your data collection game!

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