The Smart Form Effect: Changing the Way You See Efficiency

Ever since we first introduced our Smart Form Toolkit, just over two years ago, we have loved telling people about it. Mainly because we see the look of mild interest quickly turn into excitement as they start to come up with all the ways they can use Smart Forms in their business. The possibilities are endless – you bring us the process and we can show you how to manage it more effectively.

What are Smart Forms? They are customizable forms that feature fields with validated data from your Dynamics ERP. Users can participate in data entry that will get routed through an approval process before being imported to the appropriate Dynamics screens.

What does this mean for your business? Rather than filling out an excel sheet that gets printed and passed around for signatures before that data has to be re-entered in the ERP, you will use one form and enter the data only once. With drop downs and validated fields, the data entry time is much quicker and the errors are minimized. Your managers can simply double check the data before importing rather than having to re-key it all into Dynamics.

Here are some examples of the most popular uses for Smart Forms we’ve seen so far:

Expense Reporting: Employees will fill out an expense report Smart Form (enter GL codes if applicable), and attach images of all their receipts. That form and the associated receipts will be routed through a pre-configured electronic approval process. Once the necessary approvals have been completed, an import button will become available to send the data on the form to the ERP for payment.

Credit Card Reconciliation: A CSV file will be downloaded from the credit card company’s website and imported to the Smart Form that will chop those line items up by card holder name. Each individual’s statement will get routed to them for approval, coding, and/or attaching receipts. Once completed and routed to the next approver, the work can be double checked before importing to the ERP.

HR On-boarding: There are also Smart Forms that are more like checklists. For new employee on-boarding, you can create a checklist with activities like set up phone and email, 401k forms, or order business cards. All of the new hire documents will be attached and sent on with the checklist to each participant in the process. Notifications can be set if a task isn’t completed by the deadline.

Taking into consideration the three concepts described here, you can come up with lots more that apply specifically to your business. What’s great about the Smart Form Toolkit is that you’ll have the tools to be self-sufficient and build your own as you come up with more and more uses. If you’re at Convergence, come by booth #729 to see them in action. Or give us a call to set up a demo – 800.997.9921 ext. 1451 or visit us at www.altec-inc.com.

About Altec

Altec is a leading provider of Integrated Document Management solutions for Microsoft Dynamics AX, GP, SL and NAV. For more than 25 years, Altec has provided a wide range of  paper to paperless solutions including its flagship product, doc-link™, which allows companies to go paperless to improve productivity. doc-link stores documents electronically where they can be easily accessed, routed through workflow and automatically delivered based on the recipient’s preference. Altec delivers its solutions through a global network of authorized partners in more than 60 countries. For more information visit www.altec-inc.com.

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