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Making Workflow Work – Dynamic Workflow with Smart/Dynamic Forms

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Well documented clients recognize the impact of form and workflow on their document management application. Too often workflow doesn’t really work as it is difficult to set up and even harder to maintain. Forms suffer similar issues as building them can be a technical, rather than user, effort that is also difficult to maintain.

OpenContent Forms simplifies form and workflow requirements by providing a user configurable infrastructure for dynamic forms and dynamic workflow. OpenContent Forms provides a unique “wizard” interface that presents users with small sections of the form at a time. Not only will answers drive what future pages are displayed to the user, but answers can also drive who is required for an approval workflow.

As a module within OpenContent Search, OpenContent Forms replaces “hard-coded” forms and templates, eliminating many of the issues associated with static paper and electronic forms. The results are easier navigation, more accurate responses and the flexibility to accommodate rapidly changing business needs.

Key Features

  • Dynamic Form – An administration interface allows you to create dynamic forms that flow based on your business scenario. Users are only presented with the relevant pages and questions.
  • Dynamic Workflow – Administrators define rules that turn form answers into a business workflow process. When the workflow is started, the rules are evaluated on the fly – there’s no need for a static workflow template.
  • Extend your ECM investment – Rather than use static forms and workflow templates provided by your chosen ECM platform (Documentum, Alfresco, Hadoop etc.), use Active Wizard to provide dynamic forms and workflows.
  • OpenContent Forms Lite – The “Lite” version of OpenContent Forms can use Hadoop as a back-end repository, allowing users access to forms and workflow.

To see additional examples of OpenContent Forms – visit our Learning Zone.

The Active Wizard's ActiveForm module in HPI
OpenContent Forms module in OpenContent Search

Example Forms

Some of the most common forms are used around Change Request and Document Routing, however OpenContent Forms has been used by our clients for over 400 different forms in many different industries.

  • Change Management
    • Change Request
    • Multi-Document Routing Form
    • Execution Summary Report
  • Industry-specific forms
    • Chemotherapy Note/Order
    • Work Permit
    • Hazards Identification & Task Risk Assessment
    • Request for Unescorted Access
    • Behavior Observation
  • Common Corporate Forms
    • Access Request
    • Business Card Order Form
    • Help Desk Support Request
    • New Hire Employee Form
    • Wireless Device Equipment Request
    • Write Off Request
  • Human Resources
    • Employee Benefits Annual Enrollment (ex: Medical/Dental/Vision plan selections, etc.)
    • Employee Information Update

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Recent OpenContent Forms News

  • Alfresco No Code – Do More with OpenContent
    on March 30, 2020

    No Code was popularized by Salesforce and other SaaS vendors as a means to deliver business functionality without the requirement of developers, allowing users to configure specific capabilities and start using the application quickly.  This post will present a background and the benefits of No Code as well as present how the OpenContent Management suite

  • OpenContent Management Suite – Fall 2018 Release
    on November 7, 2018

    TSG is happy to announce the Fall 2018 release of the OpenContent Management Suite (OCMS)!  This release, version 3.1, follows our new product release Spring/Fall cadence that we have started this year.  For this post, we will take a look at some of the notable enhancements included in the 3.1 release. New Features Notable new

  • Documentum and Alfresco – Automating Personalized Documents
    on August 9, 2018

    In the past, many clients have generated personalized forms utilizing Adobe Forms as a template for an OpenContent Form (previously known as Active Wizard).  Recently, we’ve worked with an Insurance client to provide similar functionality using a Microsoft Word document with Mail Merge fields to produce personalized letters that can be sent out to clients. 

  • Document Review and Approval – Why Form AND Workflow are so important
    on April 30, 2018

    We recently met with a publishing prospect that was looking for a document review and approval approach.  As we have been discussing here since back in 2012, there is a significant benefit to having both a form AND dynamic workflow approach rather than just relying on workflow templates.   This post will summarize some of the

  • Adobe Form Integration – Now Available from Active Wizard
    on January 16, 2017

    We’ve recently added the ability for an Active Wizard form to use an Adobe Form as a template for PDF output. The default Active Wizard PDF output is relatively simple.  Here’s what it looks like: The simple structure allows an Active Wizard administrator to update the form template without any code updates.  The admin can

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11 BILLION DOCUMENT
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Learn how TSG was able to leverage DynamoDB, S3, ElasticSearch & AWS to successfully migrate 11 Billion documents.

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