What are Mobile Forms and How are They Used?
Businesses today often have an increasing need to enable workers in the field to collect data while outside of the office. Many companies, like construction and utility companies, employ a mobility strategy that equips these field workers with tablets and smartphones. Mobile forms help those workers utilize their devices to collect and submit data in real-time. That data can be instantly shared with the main office, or input into another business system or workflow.
What Are Mobile Forms?
Mobile forms are applications designed for smartphones and tablets that allow for the creation and submission of forms with multiple types of form data. In most cases, mobile forms help companies with employees in the field streamline their data collection. Mobile forms present a way for companies to fill and submit traditional paper forms like reports, audits, or inspections on mobile devices.
Forms Automation and Workflows
Mobile forms software solutions integrate with your other business tools and systems to enhance existing forms workflows. With mobile forms automation you can streamline business workflows and simplify your data collection strategy.
Submitting a single form can trigger an automation sequence, sending data to a manager’s email, delivering photos to Dropbox or Google Drive, saving a copy of the form to your project management database, or any other number of actions. The destinations for your form data can be set up when creating your forms. These automation steps can all help businesses go paperless.
Examples of How Mobile Forms are Used
Offsite and Remote Work Locations
When work frequently takes you to projects in rural locations without a reliable cell or Internet connection, a mobile forms app provides a solution for completing paperwork and returning it to the office more quickly. Because of the offline functionality of mobile forms, data can be collected in real-time, regardless of where a jobsite is located.
Managers who need to put together a report of work completed at the end of each week to send updates to customers and internal stakeholders have access to that information sooner and can provide more accurate and frequent updates.
Driver and Fleet Management
A logistics or other company with a fleet will have drivers completing deliveries and jobs. For each haul done, drivers need to complete several paper forms. With mobile forms, these drivers can complete their required paperwork, including any necessary photos, GPS and time stamping data, and send it back to the office instantly.
This gives the office a real-time understanding of the status of the haul, vehicle, and driver. Having access to this data sooner allows dispatchers to keep clients better informed of progress at every stage of transport and delivery.
When work is completed on a site outside of the office requests will be made for parts, materials and supplies. When a request has been submitted through a mobile forms app, a Purchase Order can be created automatically. That way, employees can continue working and don’t need to wait for the accounting department to get back to them with a PO.
Employees can take photos of receipts from purchases, so they don’t have to worry about losing receipts or needing to mail or scan them in. This is also helpful for accounting because these PO requests can be sent to them directly. When accounting later receives the bills, they can match up the POs and make sure that each purchase is authorized.
What do Mobile Forms Cost?
Mobile forms are usually sold to businesses as a SaaS solution (Software as a Service) on a per-user basis. Mobile forms typically cost between $12 and $50 per user per month for an annual subscription, depending on the desired features.
Larger organizations often receive custom volume discount pricing.
The monthly cost of mobile forms is priced to be offset by savings in time, paper, and money. Total return on investment is achieved by 84% of organizations using mobile forms within months.
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How to Create Mobile Forms
Mobile forms can be created with mobile forms software on the web. A drag-and-drop, or other simplified form builder, is used to create and deploy forms to the desired team’s or employee’s mobile device(s).
Responsive, feature-rich form builders make it easy to learn how to build and use mobile forms. Mobile form builders make it easy to create new forms, or recreate digital versions of paper forms companies are already using.
Users can create custom forms with easy to organize drag and drop elements, and even see a preview of the form on a mobile device.
Types of Form Fields
Within the form fields, you can set rules and expressions for questions to require a certain value, calculate the difference between two answers, narrow down the results for easier selection, and more.
Key Features of Mobile Forms
Mobile Forms App
The Forms App component of mobile forms allows you to use mobile devices, such as smartphones and tablets, to complete forms and collect data. This is where the forms that have been built with the form builder will be available for most users to complete. You can take photos within your forms, add notes or even sketch on the photo, track your location, and more.
Turn mobile forms data into a customized PDF. Data from your form will be delivered to the recipient as a PDF. You can customize how the PDF will look when delivered, and even create a template that looks like the original paper form by using branding for your company and designing the form’s layout, including font size and color.
The modern workplace isn’t confined to a traditional office, and often employees need to complete work while on a job site, at home or on the road. Mobile forms software works without an Internet or cell connection, which enables teams to complete data collection and forms regardless of where the job takes them. Submission data is stored until connectivity is regained, and then automatically continues to the predetermined destination.
Checklists, inspection forms, maintenance requests, time cards, and custom forms can be build by using a mobile form builder on a desktop. Drag and drop question fields, and set the necessary rules and expressions to create mobile forms. Once the forms have been created, they will be available to complete on mobile devices. Mobile forms are fast to create with the right form builder, reducing time to deployment.