We are looking for an innovative solution for our renowned research organization to optimize all work processes related to form processing (web form management).
The following requirements must be met:
Our core requirements to date are a database-based web form management system with flexible workflow management that can read and write data (master data, transaction data, etc.) from any external database (php-mysql, but also other DB systems) and can be docked to our email system (Kerio Connect) and which offers evaluation options for the workflow results.
- Create and manage web forms
- Enable user input in finished forms and manage it by storing it in a database (DB)
- Create and manage approval workflows and store them in a DB
- Provide a simple interface for workflow for users – must be evaluable for us, for users without extensive IT knowledge
- Data storage completely in the software's own DB – evaluations of workflow statuses, etc.
- Attach documents to the workflow as attachments
- Master data lists, for example, must be readable as drop-downs from other DBs for verification of valid entries
- Cost centers, employee master data, accounts
- Import data from external databases (which ones) and write to external databases
- Write form data back to external databases
- Web forms as front end for our applications (php, mysql, etc.)
- Administration must be possible for normal IT-savvy users (non-IT professionals), e.g., creating and managing forms and workflows
- Instruction and training workflow
- Master data or posting interfaces to SAP
- Only the current version may be accessible to users
- Version management – data from old form versions must be viewable and evaluable in new versions
- Storage in database – all form fields must be evaluable
- Operating systems
- Required (users) -> MS Windows, Mac OS, Linux
- Required (administrators) -> MS Windows, Mac OS
- Desirable (users) -> iOS, Android
- Anyone with some understanding of processes and IT should be able to create new forms, define workflows, etc.
- Form management
- Read access to external databases to read master data
- Write access to external databases in order to feed them with form entries.
- Browser-independent
- Workflow – can be integrated at any stage – substitutions can also be mapped
- Reliability of digital signatures or connection to external signature systems
- Connection to AD (Active Directory), for example
- Connection to external electronic signature systems
- Approvals can be evaluated (matrix outputs), e.g., output to MS Office (.xls), PDF, etc.
- Workflow connection to email, calendar
- MS Outlook
- Existing calendar or other email software
- Data security, data protection (personal data)
- Must be ensured
- Is everything in one database or can separate databases be set up?
It is important to clarify that we are not concerned with the details of the requirements, but rather with any innovative solution that comes as close as possible to the goal of “optimizing all work processes involved in form processing.” We are concerned with the goal, not the path to it. It is therefore important to us that we can see from the documents and information provided in response to the tender how the basic product philosophy fits in with our goal.
Approximately 350 user workstations are planned (for data entry or workflow hierarchies) and, depending on the product design, approximately 5-15 workstations for generating and managing forms and workflows, etc.
A specification sheet (short mind map) can be requested from SoftGuide.