Forms and Workflows: How to Automate Everyday Processes Across Your Organisation

Picture this: your facilities manager needs to order new office chairs. She prints out a purchase request form, fills it out by hand, then walks to the finance office to get approval. Finance needs the manager's signature too, so the form sits on a desk for three days. When it finally gets processed, someone notices a field was left blank. Back to square one.

Sound familiar? If you've ever chased a paper form for sign-off or waited weeks for a simple approval, you know exactly how painful outdated processes can be.

Forms and workflows are the backbone of how organisations operate. Staff complete forms to request leave, order equipment, or report incidents. Workflows move those forms through approvals and tasks until the process is complete. Without them, work would grind to a halt.

But here's the thing. Relying on manual forms or clunky email chains creates delays, errors, and frustration for everyone involved. Moving to digital forms and automated workflows changes that story completely.

What are Forms and Workflows?

A digital form replaces paper-based data collection with online fields that staff can complete on any device. A digital workflow automatically routes that information through the right approval process based on rules you set.

Together, they handle the routine requests that keep organisations running: leave applications, purchase approvals, incident reports, onboarding checklists, and compliance documentation.

The magic happens when these two work together. Submit a form, trigger a workflow. No printing, no manual routing, no wondering where your request disappeared to.

Why Digitise Forms and Workflows?

Manual, paper-based processes are surprisingly common in modern workplaces. They create real problems that add up quickly:

• Delays when forms get lost or sit in someone's inbox
• Errors from incomplete or illegible information
• Zero visibility into where requests are stuck
• Compliance risks with no clear audit trail
• Frustrated staff who can't get simple things done

Think about your last equipment request or expense claim. How many steps did it take? How many people had to touch it? How long did you wait?

The real power of online forms and workflows is that they tackle these pain points directly.

Here's what changes. You get:

• Speed: Requests route instantly to the right people.
• Accuracy: Required fields and conditional logic mean no missing details.
• Visibility: Staff can track progress at every stage.
• Compliance: Audit trails record who did what, and when.
• Mobile access: Frontline and remote staff can submit and approve on any device.

Key Features of Effective Digital Forms and Workflows

Not all tools are equal. The best digital forms and workflows share a few must-have features:

• Conditional logic. Shows only relevant fields to each user. If someone selects "equipment purchase," they see different options than someone requesting time off.
• Multi-step approvals. Handle complex processes automatically. A $500 request might need one approval. A $5000 request routes to additional managers without manual intervention.
• Notifications and reminders. Keep things moving. Approvers get alerts when requests need attention. Requesters get updates on progress.
• Reporting and analytics. Reveal bottlenecks and measure improvement. You can spot where requests slow down and fix the problem.
• System integrations. Connect with existing tools. Data flows between HR systems, finance platforms, and document management without double entry.

Practical Examples Across Industries

There are several ways to use forms and workflows in your organisation. Automation looks different in every industry, but the goal stays the same: make processes faster, more reliable, and easier for staff to use.

• HR teams digitise leave requests, onboarding checklists, and policy acknowledgements. New employees complete everything online before their first day.
• Finance departments automate purchase approvals, expense claims, and budget sign-offs. Spending requests route based on dollar amounts and categories.
• Schools streamline excursion approvals, parent consent forms, and enrolment updates. Teachers submit trip requests that automatically include risk assessments and permission slips.
• Healthcare organisations use compliance checklists, shift swap requests, and equipment orders. Critical processes maintain proper documentation for audits.
• Retail operations rely on store opening checklists, incident reports, and stock requests. Multi-location businesses standardise processes across all sites.

These examples share something important. They remove friction from everyday tasks. Staff don't need to hunt down the right person or remember which form to use. The system guides them through each step.

For more insights, check out 'Automation Strategies for Business Process Improvement'.

Free Resource

Fix Inefficient Business Processes with Online Forms & Workflow Automation

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Real Case Studies: Forms and Workflows in Action

Sometimes the best way to understand the impact of digital forms and workflows is through real examples.

Two Australian organisations show how automated processes transform daily operations across different industries.

Northcott: Streamlining Disability Services Operations

Northcott provides disability services across New South Wales, supporting people with disabilities through residential care, community programs, and support services. With multiple locations and diverse programs, their operational complexity required sophisticated workflow automation.

For organisations like Northcott, Supported Independent Living (SIL) is more than a service, it’s a promise of independence, safety, and choice to their clients. Delivering on that promise relies on clear processes. Every application, assessment, and approval must move smoothly from start to finish.

The reality? Manual SIL forms and disconnected workflows slow down decision-making. Families face delays. Staff juggle spreadsheets and emails. And valuable time that should be spent supporting people is lost to chasing paperwork.

Why digitising the SIL process helps

Manual processes often mean:

• Delays when applications sit in inboxes.
• Errors when forms are incomplete.
• Limited visibility into where each application is at.
• Compliance risks without a clear audit trail.
• Digital SIL forms and workflows solve these problems:
• Faster turnaround with applications routed instantly to the right team.
• Accuracy of required fields ensure no detail is missed.
• Transparency so staff and families can track progress.
• Compliance to ensure every action is recorded for quality assurance.

What an effective SIL form and workflow looks like

• Application submitted online
• Automatic routing based on the applicant’s location, funding type, or support needs.
• Multi-step approvals including case manager, funding officer, housing coordinator.
• Notifications and reminders when action is required.
• Integration with systems where data automatically flows into client management and finance systems.
• Reporting and analytics so teams can see how long approvals take and where bottlenecks occur.

With Elcom, organisations like Northcott can:

• Create unlimited SIL forms and workflows with no per-user fees.
• Host data securely in Australia.
• Scale processes across HR, finance, and client services, all in one platform.

“This workflow has numerous paths and touch points of approval through it, before it goes to the NDIA. Administrators can easily monitor all forms submitted and see where each form is in the workflow. It provides governance that the right people are approving it at different points along the way.” – Northcott 

Read the full Northcott case study here.

Star Group: Automating Multi-Location Retail Operations

Star Group delivers critical services across electrical, communications, and technology projects. With such a diverse and mobile workforce, keeping processes consistent and compliant is no small task. From site safety checklists to equipment requests, paperwork has long been a barrier to efficiency.

By moving to digital forms and workflows, Star Group has turned everyday processes into streamlined, trackable steps, saving time for staff on site and in the office.

Why automation matters in construction and services

Traditional paper or PDF forms often create:

• Delays when documents travel between offices and job sites.
• Errors from missing details.
• Compliance risks without clear audit trails.
• Frustration for teams juggling multiple projects at once.

Digital forms and workflows address these pain points. Staff complete forms on mobile devices, approvals route instantly to the right manager, and compliance teams can view the status in real time.

Common Star Group processes now automated

• Site safety checklists completed on site via mobile, instantly logged for compliance.
• Equipment and tool requests routed to supervisors and procurement for fast approval.
• Incident reports escalated immediately to health and safety officers.
• Timesheets submitted online, checked against project codes, and passed to payroll.

These workflows ensure consistency across projects and reduce admin for both frontline staff and managers.

Best practices that made adoption work

• Keep it mobile-first: most forms are completed on site, not in the office.
• Build in logic: forms only show fields relevant to the project or location.
• Automate reminders: safety reports escalate if not submitted on time.
• Integrate with systems: approved requests flow into project management and finance tools.

With Elcom, Star Group can:

• Build unlimited forms and workflows without extra licensing fees.
• Ensure staff on job sites access forms securely via mobile.
• Host data within Australia for compliance.
• Provide leadership with reporting on bottlenecks and completion rates.

“We’ve set up several automated processes using forms and workflows to manage everything from travel requests and internal job applications, to our incident tracking process. Since we work in a highly regulated industry, we’re really excited about improving and automating both the staff training and incident tracking processes. ” – Star Group

Read the full Star Group success story.

Best Practices for Designing Digital Forms and Workflows

Good automation starts with smart design. Follow these principles to create forms and workflows people actually want to use:

• Keep forms short. Every additional field reduces completion rates. Ask only what you truly need.
• Think mobile-first. Many staff access forms on phones, especially frontline workers. Design for small screens from the start.
• Build in accessibility. Follow WCAG guidelines so everyone can use your forms effectively.
• Stay compliant. Store data securely and respect privacy requirements, particularly important for Australian organisations handling personal information.
• Support adoption. Include clear instructions and help text. Staff should understand what happens after they hit submit.

For further insights, check out the related resources:

• Setting Up Forms & Workflow Processes Step-by-Step
• Guide to Create Digital Forms with an Intranet

Choosing the Right Solution: Standalone Tools vs Intranet-Native Solutions

Organisations often start with standalone tools like Google Forms or JotForm. These work fine for simple data collection but struggle to scale.

Intranet-native solutions take a different approach. Forms and workflows become part of the same platform staff already use for company news, resources, and collaboration.

Here's how they compare:

• Standalone tools offer quick setup for basic forms but often lack integration capabilities. You'll pay per user or per form as usage grows.
• Intranet-native platforms provide deeper integration with existing systems. Forms connect directly with HR databases, finance platforms, and document management systems.

Factor	Standalone Tools	Intranet-Native (e.g. Elcom)
Ease of use	Quick setup for simple forms	Forms live in the intranet hub staff already know
Integration	Limited or add-ons required	Connects with HR, finance, CRM, document management
User access	Often per-user or per-form fees	Unlimited users and unlimited forms
Governance	Basic permissions	Built-in audit trails, compliance and security
Scalability	Suited to small teams	Enterprise-ready for complex workflows

The choice depends on your needs. Simple feedback forms work fine as standalone tools. Complex approval processes with multiple systems need integrated solutions.

Free Resource

Fix Inefficient Business Processes with Online Forms & Workflow Automation

Watch the recording

 

How Elcom Approaches Forms and Workflows

Elcom includes unlimited forms and workflows as part of the core platform. No surprise costs as your usage grows. No per-user fees that exclude casual staff or contractors.

Every employee can access the tools they need, whether they're full-time office workers or part-time frontline staff. Data stays securely hosted in Australia, meeting local compliance requirements.

The platform connects forms with other intranet features naturally. Staff submit a facilities request through the same system they use to check company news or find HR policies.

Getting Started with Process Automation 

The best approach? Start small with your biggest pain points. Pick one process that frustrates everyone - maybe leave requests or purchase approvals. Get that working smoothly, then expand to other areas.

Focus on processes that happen frequently and involve multiple people. These deliver the biggest time savings and user satisfaction improvements.

Successful automation reduces delays, eliminates errors, and gives staff a better experience with routine tasks. The technology handles the repetitive work so people can focus on more valuable activities.

With the right platform, you can automate processes across your entire organisation without worrying about hidden costs or user limits. That's when digital forms and workflows truly transform how work gets done.

Ready to streamline your everyday processes? Discover how Elcom's forms and workflows can eliminate delays and improve efficiency across your organisation.