Paperless Office Solutions
Empower anyone in your organization to build powerful forms with advanced features. Collect data and automate your business processes with GW Apps
According to a 2012 IDC White Paper “… information workers waste a significant amount of time each week dealing with a variety of challenges related to working with paper documents. This wasted time costs the organization $19,732 per information worker per year.”
GW Apps isn’t intended to help you digitize your historic paper records (Document Management), but rather to create entirely digital versions of your common processes so that you create far fewer paper documents in the future.
Decide on the Forms you Want to Offer
The first, and perhaps most important, step in creating a paperless office solution is to decide which forms you want to offer your employees and to gather all the required specifications for them. The process you currently use in relation to each kind of form will clearly be the basis for your work, but remember that a transformation project such as this is a perfect time to reevaluate each business process and improve them.
Make it Simple to Use
When developing each form’s application, make them as easy to use as possible. Be careful when laying out the forms that they are easy to read and make sense to your target audience. Can you provide look-ups for key information to speed up the process and minimize data entry issues? Consider using a tabbed or stepper form style to create a wizard-like step-by-step form.
Make it Simple to Use
When developing each form’s application, make them as easy to use as possible. Be careful when laying out the forms that they are easy to read and make sense to your target audience. Can you provide look-ups for key information to speed up the process and minimize data entry issues? Consider using a tabbed or stepper form style to create a wizard-like step-by-step form.
Configure Security for Robustness and Ease of Access
One of the major benefits of a paperless office solution is ease of access, but only for the right users. Make sure you understand the offered security mechanisms before planning the best way to secure your data. For example, if you know for sure they can’t change the data you might find it useful to give view rights to more users than can currently access the paper files. You can also secure data down to the individual field level, so even when sharing to users who would normally have access, are there any data items you would like to withhold from them?
Benefits of a Paperless Office Solution
Known Source of Truth
With paper documents, it’s very hard to know you are looking at the latest version of the information. In a paperless office, you know your information is always up to date.
Improved Document Security
Users get quick and easy access to all the documents they need for their specific work, but nothing more. Easier access and far greater security.
Find Information Quicker
With paper documents, even when you have the right file, you still have to skim read it to find the desired piece of information. With digital data, a search can take you directly to the right spot.
Improved Collaboration
Freed from physical documents, workers can share knowledge seamlessly across teams, departments and geography.
Reduced Costs
According to a 2015 Corp Magazine article, US businesses waste approximately $8 billion annually by managing documents on physical paper.
Key Features and Capabilities
Using GW Apps you can build Paperless Office Solutions with the following key features
- Easily Share Apps
Easily share your new paperless office apps to all required users. Users get an customizable email with link and the app is displayed on the apps dashboard.
- Find Information Quickly
No need to search for the right file and skim read it to find the needed piece of information: With GW Apps, a search can take you directly to the right spot.
- Robust Security
Precise and fine-grained security so that only the right people can see, edit or take action as requests move through the app’s workflow stages.
- Tablet & Smartphone Access
Find, create, track and process information and requests using a smartphone or tablet, from wherever you find yourself.
- Organized Apps Dashboard
An organized apps dashboard allows users to easily find the right form or data, and even favorite their most used often ones.
- Highly Functional Forms
Create full feature forms for collecting your data. Simplify the users task by having the form unfold as the request moves through each process stage.
- Workflows
Define approval workflows along with service level agreements (SLAs) to ensure the right service is provided and in the desired timeframe.
- Custom Notifications
Send custom notifications, including details from the request, so that everybody can be updated on statuses and any tasks they need to perform.
- Multiple Languages
Your forms and apps can be created with support for multiple languages, allowing more users to benefit from your new apps.
Ready to Get Started?
Start your free 15-day trial and see how easy it is to connect your employees to the services that they need.