FREQUENTLY ASKED QUESTIONS

What is FORMVERSE?

FORMVERSE is an software application that is installed at your site or hosted by FORMVERSE (through a Tier 1 Cloud provider) that leverages your existing investment in Microsoft Outlook, Exchange, Office 365, and SQL Server technologies. FORMVERSE enables your staff to access and complete any form right from their email, route those forms throughout the organization for action (such as approvals, denials, deferrals, recommendations, etc.), based on your specific business rules. Then capture all of that data which is then stored in a Microsoft SQL Server database that you control.

This data may then be integrated into and out of your other Enterprise applications such as ERP’s, CRM’s, HRIS, SharePoint, or really any database application.

Why do I need FORMVERSE?

Due to the cost of implementing forms and workflow solutions, the majority of business processes in organizations are performed using paper forms, fax, and electronic forms attached to emails. If a BPM solution is being used, employees have to switch applications to participate in processes (e.g., from email to an ERP/CRM module, or to a workflow application) which is inefficient, resulting in wasted time/resources/money, and poor responsiveness. FORMVERSE and our patented Active Structured Email™ technology replaces these inefficient methods by leveraging the familiar email environment. User adoption is high, since staff is familiar with Outlook or Office 365 email.

I already have a large enterprise application like an ERP, CRM, Microsoft SharePoint, and other applications that have “workflow” capabilities. What advantages are there to using FORMVERSE?

FORMVERSE customers tell us there are four key advantages of using FORMVERSE over or in conjunction with other systems:

Low Cost

While many Enterprise systems offer some level of workflow functionality, often implementation of workflow in these systems requires significant engineering and development efforts, which makes use of these systems for workflow cost-prohibitive. In addition, additional software module licensing may apply. With FORMVERSE, business users can create forms and workflows themselves without the need to any engineering involvement.

Ease of Use/High Adoption

Customers tell us that one of the strong advantages of using FORMVERSE is that since the interface to FORMVERSE is their existing Microsoft Outlook email, the user adoption rate is extremely high as compared to managing forms and workflow in other systems. In addition, the low rate of user satisfaction with workflow functions in other systems is very well documented. Please contact us so that we can share sources.

Time to Implement

Implementation of FORMVERSE can be completed in days, instead of the months or sometimes years required to implement legacy business process management tools. Using FORMVERSE, organizations can emulate the paper based forms and workflow already being used. FORMVERSE leverages the already-existing Microsoft Outlook and Exchange or Office 365 environments, and does not require extensive infrastructure as many other products do.

User Adoption is High since your staff already uses Outlook/365

Microsoft Email ties more of your staff together than any other single enterprise application.  Your users will access forms, complete these forms, have the forms routed, and take action on forms right from within the same email system they use every day.  This results is a very high adoption rate as compared to other Forms and Workflow solutions – which is often viewed as an afterthought in many IT projects resulting in failed IT projects.

How does FORMVERSE help me migrate from Lotus Notes to Microsoft Outlook and Exchange?

Lotus Notes has workflow functionality built into the product. Microsoft Outlook does not have that same kind of native capability. FORMVERSE provides the missing workflow capability to Outlook/365 making it much easier to recreate those Lotus Notes workflow applications in Outlook/365.

What kind of forms can I automate with FORMVERSE?

The types of forms and workflow that can be automated with FORMVERSE are limitless. Anything from simple administrative processes like office supply requests to multi-level, mission critical tasks such as it capital expenditures, to processes built around regulatory compliance. With FORMVERSE the degree of process complexity depends on the organizations imagination. Forms in any department may be automated.

How long does it take to implement FORMVERSE?

Implementation of FORMVERSE can be completed in days, instead of the months or sometimes years required to implement legacy business process management tools. Using FORMVERSE, organizations can emulate the paper based processes already being used. FORMVERSE leverages the already existing Microsoft Outlook and Exchange environments, and does not require extensive infrastructure as many other products do.

How is FORMVERSE priced?

FORMVERSE is offered as a subscription and is priced by the number of Workflow Templates needed, not the number of users. Forget about Client Access Licenses (CALS)!  With FORMVERSE you simply subscribe to your desired number of Workflow Templates (in packs of 5) and pay a monthly subscription fee regardless of the number of users!  Additionally, for customers desiring a fully hosted solution, you may also subscribe to FORMVERSE hosting services which includes all the licenses required to run the software on the backend.  Whether you have 100 or 100,000 users, the cost remains the same.  In addition to your Production Environment, you may also run non-Production Environments, such as QA, Development, or User Acceptance Testing. It’s up to you and is included with your subscription license!  You may then create new “Workflow Templates” yourself or have FORMVERSE staff create them for you.  Customers are not tied to FORMVERSE for creation of new Workflow Templates or changes to existing workflow templates.

What is Active Structured Email?

Active Structured Email™ is FORMVERSE’s patented technology which adds structured forms and workflow capabilities to Outlook/365, transforming corporate email from an informal, unstructured medium to a highly structured one. Using this technology, customers can easy capture data from within email-based forms into the FORMVERSE SQL Server database. Once there, that data can be integrated with your other Enterprise applications using the optional FORMVERSE PASSPORT software module.

How much IT support is required for FORMVERSE?

Once initial setup is complete, FORMVERSE empowers business managers to automate processes without requiring support from IT. Workflow Templates and forms are easily designed and published by business users for use within the Outlook application. Adoption is fast and easy, since no “new application” is introduced, and your staff already knows how to use email.

Can FORMVERSE integrate with my current enterprise applications?

Yes, FORMVERSE emails can be used as an effective way to securely collect data, which can then be extracted based on recipient defined processing rules and integrated with Enterprise applications and databases. Data collected through FORMVERSE email forms uses XML as a neutral data interchange format. The FORMVERSE processing engine, as defined by the business process rules, extracts the data contained in a FORMVERSE e-mail and applies the processing rules defined for that particular process; such as routing the email to the appropriate recipient(s), or inserting form data into a database.

What IT environments are supported by FORMVERSE, and what are the system requirements?

Please review the technical requirements here. In general, FORMVERSE is available as a on-premise, hybrid, or hosted solution.  For on-premise you will need Microsoft Outlook or Micsrosoft Office 365 email, Microsoft Exchange, and Microsoft SQL Server, Microsoft .NET Framework, and Microsoft IIS. It is likely that you already have everything you need to run FORMVERSE.

How are the XML forms created and how are they used?

The Extensible Markup Language (XML) forms can be created using Microsoft InfoPath. Data collected through FORMVERSE email forms uses XML as a neutral data interchange format. The FORMVERSE processing engine, as defined by the business process rules, extracts the data contained in a FORMVERSE e-mail and applies the processing rules defined for that particular process; such as routing the email to the appropriate recipient(s), or inserting form data into a database.

Am I reliant on FORMVERSE to create and modify my Workflow Templates and forms?

No. Customers can create and modify their own Workflow Templates. As a part of the implementation, we can provide training services  to your staff to become proficient in the use of FORMVERSE. However, FORMVERSE can provide Professional Services to customers in the area of Form Design, Workflow Design, Custom Training Services, and Database Integration Services, if desired.

What mobile devices are supported?

Since the use of FORMVERSE on a mobile device does not require a mobile app, any browser-based smartphone or tablet is supported. In addition, your staff that uses Outlook Web Access (OWA), Mac’s, or Linux devices are supported using the same mobile platform.

Can mobile access be disabled?

Yes.

How can users get reporting for the forms they are participating in?

Your staff will select the desired report from the menu within their Microsoft Outlook or Office 365 email or through the FORMVERSE Web App. Reports can be custom-configured to allow queries to be made on any form field and other metadata. It’s even possible to allow data entry via the reporting function. There is no need for a user to log into yet another system, since reporting is done right within their existing Microsoft email or the FORMVERSE Web App.

Is FormVerse a Cloud-based solution?

FORMVERSE can be configured as an on-premise, hybrid, or as a hosted solutions, based on your requirements.

Can an individual at a company use FORMVERSE as a stand-alone application?

No, FORMVERSE is an Enterprise solution, but can be used by individual departments.

What if we need to include vendors, partners, customers, etc. in our forms?

External users are fully supported via the FORMVERSE Web App.  Regardless of whether users are internal or external and regardless of the venue used (Outlook, Microsoft Office 365 email, FORMVERSE Web App on a PC or Mac, or mobile device (smartphone or tablet), all data is stored in the same SQL Server database and the forms are routed to the next step in the workflow. This method allows for a greater flexibility for a diverse and mobile workforce.

Please contact us today to arrange a live demonstration of how FORMVERSE can improve operational efficiency within your organization.

FREQUENTLY ASKED QUESTIONS

What is FORMVERSE?

FORMVERSE is an software application that is installed at your site or hosted by FORMVERSE (through a Tier 1 Cloud provider) that leverages your existing investment in Microsoft Outlook, Exchange, Office 365, and SQL Server technologies. FORMVERSE enables your staff to access and complete any form right from their email, route those forms throughout the organization for action (such as approvals, denials, deferrals, recommendations, etc.), based on your specific business rules. Then capture all of that data which is then stored in a Microsoft SQL Server database that you control.

This data may then be integrated into and out of your other Enterprise applications such as ERP’s, CRM’s, HRIS, SharePoint, or really any database application.

Why do I need FORMVERSE?

Due to the cost of implementing forms and workflow solutions, the majority of business processes in organizations are performed using paper forms, fax, and electronic forms attached to emails. If a BPM solution is being used, employees have to switch applications to participate in processes (e.g., from email to an ERP/CRM module, or to a workflow application) which is inefficient, resulting in wasted time/resources/money, and poor responsiveness. FORMVERSE and our patented Active Structured Email™ technology replaces these inefficient methods by leveraging the familiar email environment. User adoption is high, since staff is familiar with Outlook or Office 365 email.

I already have a large enterprise application like an ERP, CRM, Microsoft SharePoint, and other applications that have “workflow” capabilities. What advantages are there to using FORMVERSE?

FORMVERSE customers tell us there are four key advantages of using FORMVERSE over or in conjunction with other systems:

Low Cost

While many Enterprise systems offer some level of workflow functionality, often implementation of workflow in these systems requires significant engineering and development efforts, which makes use of these systems for workflow cost-prohibitive. In addition, additional software module licensing may apply. With FORMVERSE, business users can create forms and workflows themselves without the need to any engineering involvement.

Ease of Use/High Adoption

Customers tell us that one of the strong advantages of using FORMVERSE is that since the interface to FORMVERSE is their existing Microsoft Outlook email, the user adoption rate is extremely high as compared to managing forms and workflow in other systems. In addition, the low rate of user satisfaction with workflow functions in other systems is very well documented. Please contact us so that we can share sources.

Time to Implement

Implementation of FORMVERSE can be completed in days, instead of the months or sometimes years required to implement legacy business process management tools. Using FORMVERSE, organizations can emulate the paper based forms and workflow already being used. FORMVERSE leverages the already-existing Microsoft Outlook and Exchange or Office 365 environments, and does not require extensive infrastructure as many other products do.

User Adoption is High since your staff already uses Outlook/365

Microsoft Email ties more of your staff together than any other single enterprise application.  Your users will access forms, complete these forms, have the forms routed, and take action on forms right from within the same email system they use every day.  This results is a very high adoption rate as compared to other Forms and Workflow solutions – which is often viewed as an afterthought in many IT projects resulting in failed IT projects.

How does FORMVERSE help me migrate from Lotus Notes to Microsoft Outlook and Exchange?

Lotus Notes has workflow functionality built into the product. Microsoft Outlook does not have that same kind of native capability. FORMVERSE provides the missing workflow capability to Outlook/365 making it much easier to recreate those Lotus Notes workflow applications in Outlook/365.

What kind of forms can I automate with FORMVERSE?

The types of forms and workflow that can be automated with FORMVERSE are limitless. Anything from simple administrative processes like office supply requests to multi-level, mission critical tasks such as it capital expenditures, to processes built around regulatory compliance. With FORMVERSE the degree of process complexity depends on the organizations imagination. Forms in any department may be automated.

How long does it take to implement FORMVERSE?

Implementation of FORMVERSE can be completed in days, instead of the months or sometimes years required to implement legacy business process management tools. Using FORMVERSE, organizations can emulate the paper based processes already being used. FORMVERSE leverages the already existing Microsoft Outlook and Exchange environments, and does not require extensive infrastructure as many other products do.

How is FORMVERSE priced?

FORMVERSE is offered as a subscription and is priced by the number of Workflow Templates needed, not the number of users. Forget about Client Access Licenses (CALS)!  With FORMVERSE you simply subscribe to your desired number of Workflow Templates (in packs of 5) and pay a monthly subscription fee regardless of the number of users!  Additionally, for customers desiring a fully hosted solution, you may also subscribe to FORMVERSE hosting services which includes all the licenses required to run the software on the backend.  Whether you have 100 or 100,000 users, the cost remains the same.  In addition to your Production Environment, you may also run non-Production Environments, such as QA, Development, or User Acceptance Testing. It’s up to you and is included with your subscription license!  You may then create new “Workflow Templates” yourself or have FORMVERSE staff create them for you.  Customers are not tied to FORMVERSE for creation of new Workflow Templates or changes to existing workflow templates.

What is Active Structured Email?

Active Structured Email™ is FORMVERSE’s patented technology which adds structured forms and workflow capabilities to Outlook/365, transforming corporate email from an informal, unstructured medium to a highly structured one. Using this technology, customers can easy capture data from within email-based forms into the FORMVERSE SQL Server database. Once there, that data can be integrated with your other Enterprise applications using the optional FORMVERSE PASSPORT software module.

How much IT support is required for FORMVERSE?

Once initial setup is complete, FORMVERSE empowers business managers to automate processes without requiring support from IT. Workflow Templates and forms are easily designed and published by business users for use within the Outlook application. Adoption is fast and easy, since no “new application” is introduced, and your staff already knows how to use email.

Can FORMVERSE integrate with my current enterprise applications?

Yes, FORMVERSE emails can be used as an effective way to securely collect data, which can then be extracted based on recipient defined processing rules and integrated with Enterprise applications and databases. Data collected through FORMVERSE email forms uses XML as a neutral data interchange format. The FORMVERSE processing engine, as defined by the business process rules, extracts the data contained in a FORMVERSE e-mail and applies the processing rules defined for that particular process; such as routing the email to the appropriate recipient(s), or inserting form data into a database.

What IT environments are supported by FORMVERSE, and what are the system requirements?

Please review the technical requirements here. In general, FORMVERSE is available as a on-premise, hybrid, or hosted solution.  For on-premise you will need Microsoft Outlook or Micsrosoft Office 365 email, Microsoft Exchange, and Microsoft SQL Server, Microsoft .NET Framework, and Microsoft IIS. It is likely that you already have everything you need to run FORMVERSE.

How are the XML forms created and how are they used?

The Extensible Markup Language (XML) forms can be created using Microsoft InfoPath. Data collected through FORMVERSE email forms uses XML as a neutral data interchange format. The FORMVERSE processing engine, as defined by the business process rules, extracts the data contained in a FORMVERSE e-mail and applies the processing rules defined for that particular process; such as routing the email to the appropriate recipient(s), or inserting form data into a database.

Am I reliant on FORMVERSE to create and modify my Workflow Templates and forms?

No. Customers can create and modify their own Workflow Templates. As a part of the implementation, we can provide training services  to your staff to become proficient in the use of FORMVERSE. However, FORMVERSE can provide Professional Services to customers in the area of Form Design, Workflow Design, Custom Training Services, and Database Integration Services, if desired.

What mobile devices are supported?

Since the use of FORMVERSE on a mobile device does not require a mobile app, any browser-based smartphone or tablet is supported. In addition, your staff that uses Outlook Web Access (OWA), Mac’s, or Linux devices are supported using the same mobile platform.

Can mobile access be disabled?

Yes.

How can users get reporting for the forms they are participating in?

Your staff will select the desired report from the menu within their Microsoft Outlook or Office 365 email or through the FORMVERSE Web App. Reports can be custom-configured to allow queries to be made on any form field and other metadata. It’s even possible to allow data entry via the reporting function. There is no need for a user to log into yet another system, since reporting is done right within their existing Microsoft email or the FORMVERSE Web App.

Is FormVerse a Cloud-based solution?

FORMVERSE can be configured as an on-premise, hybrid, or as a hosted solutions, based on your requirements.

Can an individual at a company use FORMVERSE as a stand-alone application?

No, FORMVERSE is an Enterprise solution, but can be used by individual departments.

What if we need to include vendors, partners, customers, etc. in our forms?

External users are fully supported via the FORMVERSE Web App.  Regardless of whether users are internal or external and regardless of the venue used (Outlook, Microsoft Office 365 email, FORMVERSE Web App on a PC or Mac, or mobile device (smartphone or tablet), all data is stored in the same SQL Server database and the forms are routed to the next step in the workflow. This method allows for a greater flexibility for a diverse and mobile workforce.

Please contact us today to arrange a live demonstration of how FORMVERSE can improve operational efficiency within your organization.