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The Power of Workflows and Forms for Intranets & Portals

Date Posted: Thursday, 27 August 2015 15:02
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 Workflow Blog Image

The humble intranet has matured in recent years and we often see discussion surrounding social and collaborative tools, employee engagement and company culture in relation to the intranet. The move towards the fabled ‘paperless’ office has been one that’s been surprisingly slow to take place. Most office environments still produce a huge amount of hard copy that has to be filed and stored in such a way that it’s accessible.

However, we’re seeing more and more organizations implement further measures to go digital. This is of course a positive step, not only for the environment, but also in terms of cutting costs associated with producing and managing a lot of documentation.

Adding workflows and forms to the intranet and portals allows organizations to save time, cut costs, free up resources and increase productivity. The ROI can be seen year in, year out too. Whilst moving from paper-based forms and workflows will require some investment in terms of both time and money, it’s a one-off cost.

Once you have added electronic forms and workflows, you then have access to them forever on the intranet, which can help you to further control, search, archive, and create reports from the resulting data.

Automated Workflows

Automated workflows route form data to managers and other appropriate employees. These can be designed and set up to suit the organization and its various departments. Workflows use rules to enable them to adapt according to form answers or user profile.

Workflows allow the organization to save a lot of time on chasing up paper forms. Users can see at a glance if forms have been completed or are being processed. For the user, workflows and forms are presented in such a way that it’s simple to check the status of forms and what actions need to be applied next.

For example, routing rules that are implemented can define whether the workflow needs to be skipped, reassigned, ended or passed to another user. Workflows can also be approved or rejected via email and modules added that allow a manager to approve or reject forms.

When action is required from another user, notifications can easily be set up to alert them. All of this is fully trackable and each and every form that’s processed can be kept for auditing and a full history.


The beauty of forms and workflows is that they can be implemented in stages and can encompass the departments and managers of your choosing. These can be organised into groups and tasks can be added in for each group. Workflows and forms are highly flexible in that they can be customized to suit the organization and the user. Thanks to the lack of paper involved, it’s also very scalable as an organization can start with certain workflows and add in further at a later stage.

Workflows and forms work to streamline and automate paper processes in order to boost productivity. Another side effect that’s often seen with the implementation of forms and workflows is in engagement. It’s always been a difficult matter to ensure that employees engage with the intranet, but as workflows and forms are often an integral part of their job, they force a certain amount of engagement. In turn this demonstrates to the employee that using the intranet is a more enjoyable and productive experience and hence engagement is heightened.

This also aids company culture as the intranet becomes the most important resource for employees. The intranet can be used to facilitate better learning, as well as become a truly useful resource for the entire organization. Workflows and forms then not only allow for more productive and organised working, they also help to cement the intranet as an integral and important part of everyone’s job.

Case studies

Ravenswood School use elcomCMS Workflow and Forms Creator to collect and manage sensitive medical data on their students, keeping their records continually up-to-date. You can read more of their story here.

The Fred Hollows Foundation use elcomCMS to empower their workers all around the world to publish beautiful images of the work they do in the field and bring their global community closer together. You can read more of their story here.

Workflow & Forms in elcomCMS

Workflow is at the heart of elcomCMS, enabling content to follow a process and be reviewed before it's published and in elcomCMS v10 we've added two highly requested features:

  1. The ability to approve a workflow request directly from an email; and
  2. Advanced routing rules.

The routing rules enable you to define rules based on the submitted forms values. A set of rules can define if a particular basket should be skipped, if the approval should be reassigned or the workflow should terminate early. Rules can be built around the captured form fields in the submitted form and also the person who submitted the form, such as their role in the organization and so on. This allows organizations to model more complex business rules using the elcomCMS workflow engine.

In v10 the elcomCMS Forms module has received the most lavish attention with over 20 big enhancements introduced.

This includes:

  • The ability to register custom fields
  • The ability to design your own field and use that within your forms.
  • Panels, which are a great way for creating multi-step wizard-style forms and experiences.
  • PDF generation which enables you to create a PDF document on a form submission and automatically save that into the document manager.
  • You can also save forms in progress as a draft so that users can come back and pick up where they left off to complete at a later date.
  • You can also opt to show specific fields if the user is a member of a particular group. This is great for those back-office-use-only style forms, where you want the form to be able to adapt to the user filling it out and show or hide more options in that form, depending on their role in the organization.
  • There are also four new field types, including a rich text editor and calculated fields plus a whole lot more.

Workflow and Forms are out of the box features with elcomCMS, others may charge extra but seriously how can you implement a CMS without this functionality, it would be like selling a car with no engine!

For more insights on implementing a successful intranet, click on the banner below.

Intranet Success Whitepaper

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