Integrated Digital Forms

Outdated Forms Processes?

If your business is still wrestling with paper forms or static PDFs, switching to DocuWare’s integrated digital forms offers a smarter, safer, and more efficient path forward. You’ll not only save time and money you’ll empower your team, protect your data, and build workflows that work for you.

With any kind of data capture tool, efficiency and accuracy aren’t just nice-to-haves they’re essential. That’s why forward-thinking organisations are moving away from the frustrations of traditional paper forms and even standalone digital PDFs. Instead, they’re embracing the streamlined, intelligent digital forms offered by DocuWare, and here's why:

Intelligent, Flexible Form Design

DocuWare isn’t just a digital form builder it’s your form architect. With a drag-and-drop editor, you can effortlessly build forms using text fields, drop-downs, checkboxes, date pickers, file uploads, tables you name it. Each submission becomes a fully searchable PDF, with attachments preserved, indexed, and ready when you need them.

Built-In Smarts for Fewer Errors

Forget manual checks. DocuWare forms support conditional logic (“if-then” behaviors), automatic field validation, data masks for input formatting (like IBANs or phone numbers), and pre-populated fields (think name or email) all helping to make sure information is accurate and complete before it’s even submitted.

Integrated Digital Forms

Forms That Do More Than Just Collect Data

DocuWare forms don’t stop at data capture. Want the same response to auto-fill multiple forms? Done. Need forms to trigger workflows or signature steps? Easy. These forms are the perfect launchpad for streamlined processes from approvals to onboarding and beyond. The forms are public - meaning you don't need a DocuWare license to submit a DocuWare digital forms so it's no wonder they are a massive hit with DocTech clients.

Seamless Workflow & Trusted Archiving

Every submitted form doesn’t just sit in a folder it’s archived in a smart, searchable repository. That means fast retrieval, improved traceability, and clear audit trails especially useful for HR, finance, procurement, and quality control.

Effortless Integration, Real-Time Syncing

DocuWare syncs with your broader ecosystem Outlook, Teams, SAP, and more via web services, webhooks, or iPaaS connectors. That means no more copy-pasting or manual transfers data updates across systems automatically, with minimal fuss.

Integrated digital forms from DocuWare are public meaning even one DocuWare users can kick start processes. Once the Forms hit DocuWare, then they become another document that can be part of workflows, tasklists and be subject to rules based user access and retention rules.

Integrated Digital Forms

From HR request forms and onboarding workflows to purchase approvals, audit checklists, and customer order entries DocuWare forms are versatile tools that help teams work smarter. They turn fragmented, paper-heavy and/or manual processes into sleek, automated routines that deliver real, measurable benefits:

Boosted Productivity — By cutting out manual steps and errors, tasks get done faster and retentions are taken care of.
Clearer Accountability — With automated workflows, tasks and searchable digital archives, every step is tracked.
Lower Operational Costs — Say goodbye to the expenses associated with paper-based systems.
Enhanced Data Quality — Built-in validation and logic mean cleaner, more reliable information.
Future-ready Resilience — Secure digital records mean your business can withstand disruption and scale with confidence.

The kinds of applications we see for DocuWare Forms varies hugely depending on the department and type of business but here is an overview:

Human Resources (HR)

Employee Onboarding
Leave, Absence & Training requests

DocTech Forms Clients

Finance & Accounting

Purchase Requisitions & Expense Claims
Vendor Onboarding

Customer Service & Sales

Sales Orders
Support & Quote requests

Operations & Quality Management

Incident Reports
Audit Checklists & Maintenance requests

Smart Forms That Work The Way You Do

Digital Forms Benefits

With DocuWare Forms, you can modernise and control this process from start to finish. Our digital forms are intuitive, structured, and customisable ensuring you collect the right information, the first time.

DocuWare Forms offer powerful features to ensure accuracy, consistency, and efficiency:

Mandatory fields ensure all essential data is completed before submission.
Field masks control the format of data — for example, enforcing valid email addresses or exact account number formats.
Sequential numbering enables reliable tracking for forms like purchase orders, support tickets, or customer complaints.
A variety of input types — tick boxes, dropdowns, date pickers, and image uploads — make forms easy to use and hard to get wrong.
Signature fields support secure digital approval, while fields like submission date can be locked to prevent backdating.
Attachments such as training certificates or insurance documents can be tracked with expiry date alerts, helping you stay compliant.
Forms can be routed automatically through multi-step approval workflows, speeding up decision-making and reducing manual handling.
Captured form data can be merged with branded templates or exported to third-party systems, eliminating the need for manual data entry.

The Benefits of Digital Forms

Create customised forms to meet specific business needs
Access from anywhere with a weblink
Obtain accurate information, available immediately
Kick start processes off the back of completed forms
Use across multiple industries and departments
High levels of security and user access
Enhance the quality of your data with photos, videos and audio
Annotate and edit photos, collect signatures, scan bar codes
User dashboard to give an overview of forms sent
Data validation at the time of input
Prepopulate fields with information from external data sources
Built-in audit trails
Ability to work offline

Read the Strathallan Case Study

Challenges We Help With

Automating manual data entry, accurate data capture of incoming invoices, real time information, full visibility of the accounts process from start to finish, including invoices, purchase orders, delivery notes and digital signatures.

Accounts Payable

Digitise HR records into a centralised and secure document management system. Enables only authorised access, provides easy applicant tracking, manage new hire provision and automate holiday requests. Can simply deal with SARs and GDPR compliant.

Employee Management

Managing employee expenses is time consuming for all involved; our solutions make it easier. Simple electronic templates that handle calculations, currency conversions and capture receipts digitally. Approve or decline expenses from within the system.

Travel Management