Scanning and capturing data via OCR can save lots of time over manual indexing. Linking these same forms and metadata to an eForm workflow process takes it all to the next level of efficiency – processes that took hours and days can be reduced to minutes or seconds. Using out-of-the-box connectors and settings, form templates that were created in Cardiff TeleForm can be exported to Cardiff LiquidOffice. With a given form residing in both LiquidOffice and TeleForm, capture choices are broadened and the benefits of workflow are easily in reach.
Here’s how it is done. TeleForm forms can be saved in a file exchange format that LiquidOffice Designer can read. Once a TeleForm form is complete and tested, it is ready to go. The form can be a traditional form that was created from scratch in TeleForm Designer, or it can be an ‘existing form’ created initially outside of TeleForm. These forms then have TeleForm fields placed in appropriate data entry locations.
Once exported to the file exchange format, the file can be opened in LiquidOffice Designer. It will look just like the TeleForm form. An important step here is to save the file to the native LiquidOffice .XFM file format, then close LiquidOffice Designer. Reopen LiquidOffice Designer and open the .XFM file – this quick step ensures the form can be previewed as an HTML or PDF form, or published to the LiquidOffice server, without error. The fields in LiquidOffice retain important settings that were created in TeleForm such as field name, maximum length, and valid entry characters. If the form is a traditional TeleForm form, ID and reference marks can be optionally retained. (This allows a LiquidOffice user to fill a form, print it, and fax or scan it in TeleForm.)
Now that we have identical forms in TeleForm and LiquidOffice, TeleForm can be configured to export metadata to LiquidOffice. Open the TeleForm form in Designer and add the included LiquidOffice Export connect agent. When configuring this connect agent, you supply the LiquidOffice form GUID or workflow process GUID. The GUID uniquely identifies the form or process, and can be located via the LiquidOffice Management Console. You also identify the LiquidOffice Virtual Submit Directory and routing information. Since TeleForm can have many export agents attached to it, any current export may also be retained – they will coexist without complaint.
When the form is processed in TeleForm – scanned, faxed, or even created using TeleForm Verifier’s NonForm Data Entry feature, the form will appear in the appropriate inbox or queue in LiquidOffice – filled and ready for approval, ad-hoc routing, or workflow processing. Now that the form exists in LiquidOffice, you may also direct users to fill the forms directly from LiquidOffice when appropriate, bypassing TeleForm altogether. The form now has grown wings and is ready to fly.