DocTech Top Tips for Creating User Friendly Digital Forms

Well-designed digital forms are more than a digital equivalent of a paper questionnaire they’re critical tools for data accuracy, process efficiency, and user satisfaction. 

Done right, digital forms reduce errors, guide users smoothly, and integrate beautifully into business workflows. This post highlights best practices inspired by DocuWare’s powerful Forms functionality, DocTech’s implementation experience, and industry guidance on usability and accessibility.

In this blog post we will discuss the following -

• Discover how to design digital forms that boost data accuracy, user satisfaction, and business efficiency using best practices for integrated dogital forms rather than standalone processes.

• Learn five essential tips for creating user-friendly forms, from using conditional logic and field validation to linking forms and guiding users post-submission.

DocuWare Digital Forms Features

An Overview of DocuWare Forms:

• Use mandatory fields to ensure all essential information is completed
• Include field masks which dictate the format of information.  This can be a set number of digits required for an account number, a specific format for email addresses etc
• Include sequential numbering if they need to track the form submissions.  This can be used for things like Purchase Orders, Support Ticket requests, customer complaints etc
• Digital forms allow you to use fields such as tick boxes, date fields, drop downs etc
• We can also include image uploads (as opposed to people having to remember to add attachments to emails)
• We can include signature boxes
• Fields like submission date can be greyed out so people cannot back date forms
• If we capture expiry dates against attachments such are training certificates or insurance documents, DocuWare can remind people that the certificate is expiring and request replacement certs
• If you specify certain fields, or image uploads, as mandatory we can make it so the form can’t be submitted unless those things have been completed/uploaded. 
• Once submitted, the form can go through an approval process within DocuWare
• We can also merge the data we capture onto form templates with more branding or official content
• As we then have the data in DocuWare, we can export that to third party systems (assuming those systems have the means to ingest the data) removing the need for manual data entry

• Explore how integrated workflows, mobile-friendly layouts, and smart access controls can transform forms into powerful automation tools.

   

Why Digital Forms Design Matters

Forms act as gateways between users and systems when they’re confusing or intrusive, completion rates drop, data errors rise, and frustration sets in. Conversely, intuitive, accessible forms promote higher engagement, smoother automation, and stronger compliance. Investing in form design enhances both efficiency and user experience.

DocTech’s Five Tips to Make Digitals Forms That People Actually Want to Use

From DocuWare’s own guidance on user-friendly forms: 

1. Show only What’s Needed
   Use conditional logic (“if‑then” rules) to hide irrelevant fields, simplifying the form based on user input.
   
   
2. Validate for Correctness
   Prevent incomplete or invalid entries with built-in field validation before submission.
   
   
3. Add Inline User Tips
   Use "Instructions for users" to provide helpful guidance, like suggesting “press Tab to scale through fields.”
   
   
4. Link Multiple Forms
   Replace redundant entries by merging data across forms, for instance, one form’s input can auto-populate confirmations, invoices, badges.
   
   
5. Offer Post‑submit Sign‑offs
   After submission, link users to relevant pages, thanking them, offering next steps, or additional resources.

    

Integrated Digital Forms, Backed by DocuWare Workflows

DocuWare webforms aren’t standalone they trigger workflows: once submitted, forms are auto-stored, indexed, and routed for review or processing, without manual handoffs. This boosts efficiency, safeguards accuracy, and frees up staff for value‑added tasks.

See for yourself: Learn More about Digital Forms in this Digital Forms Video

Deep Dive: Form Builder Best Features

DocuWare’s Forms Designer offers robust flexibility for better usability:

• Drag-and-drop layout with grid alignment ensures clean, logical form structure.
• Customise fields (text, number, date selector, dropdown, file attachment, signature) and group them effectively.
• Apply input masks, validation rules, and prefill default values (e.g., date or user info) to streamline user input.
• Tables with auto‑calculating and row limits help manage complex entries compactly and clearly.

Access Control & Permissions

When managing sensitive or role-specific forms, assign access via roles not individuals for easier governance. New users assigned to roles automatically inherit appropriate permissions (e.g., Use or Admin) for relevant forms.

Broader UX & Accessibility Guidance

• Keep it concise and mobile-friendly: Nielsen’s usability principles emphasise minimalism, clarity, and responsive design fields should be easy to view and interact with on mobile.
• Think ELMER-style: Norwegian ELMER guidelines advocate for pedagogically clear forms simple design and validation improve response quality and understanding.
• Use progressive disclosure: For long or complex forms, group related questions, or use wizard-style steps to prevent overwhelm "wizards" work well for one‑time users, but can frustrate frequent users who prefer single-page flows.
• Autofill and system integration: Where possible, prepopulate fields from other systems or connect form fields dynamically this reduces typing and speeds completion.

Summary: Checklist for User‑Friendly Forms

Conclusion

Crafting digital forms which boost your processes means making them user friendly (accessible, concise, intelligent, and flexible) without compromising on the technical capabilities once they are submitted.  DocuWare’s form tools enhanced by smart workflow and design features offers all of this, while  DocTech ensures that the setup, training, and adoption align with business needs. Whether you're replacing paper forms or creating new digital prompts, putting people first in the design ensures better data and better engagement.

Ready to build forms that delight your users and automate your processes?

• Get the right information into the business at the first attempt
• Remove the need for frustrating back and forths on half completed forms
• Quicker approval processes.  We can have forms sent to the relevant people (or groups of people) for approval automatically.  We can send the form to multiple people at the same time, rather than having to pass a piece or paper or email around one person at a time.
• Automatic reminders for expiry dates keep you compliant and safe

Reach out to DocTech for demos, form design workshops, or tailored implementations.

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