Digitising the Workplace

We hear a lot about the latest AI breakthroughs and best-practice digital working—but step inside almost any UK organisation and you’ll still find plenty of paperwork.

Paper forms slow teams down, introduce errors, and make data harder to access. Digital forms, on the other hand, are one of the most effective ways to remove paper-based processes from your business. Almost any existing paper form, or manual process used to capture information can be quickly and cost-effectively digitised.

Common Use Cases for Digital Forms

Digital forms can be applied across almost every department. Popular use cases include:

• Vehicle inspections

• Stock checks

• Site inspections

• Accident reports and alert automation

• Timesheets

• Mileage logging

• Delivery notes

• Purchase requisitions

• Purchase orders with approval workflows

• Permits to work

• Job sign-off

The list is virtually endless—if it’s currently on paper, it’s almost certainly a strong candidate for digitisation.

What’s the Best Way to Digitise Paper Forms?

There are several approaches to replacing paper forms, including:

1. Custom apps and software

2. Custom web forms

3. Low-code form builder applications

Each option has its pros and cons, depending on your organisation’s technical skills, budget, and level of digital maturity. However, low-code form builder apps stand out for their flexibility, speed and low cost of deployment. They allow anyone—not just developers—to design, deploy, and update digital forms and workflows.

Many solutions can also be used anytime, anywhere, even without an internet connection. Another key benefit of a digital solutions, is we can capture much more useful information than simply text on paper. This includes:

• Photos, Video & Audio – Add rich media, with tools to mark up photos for clarity.

• GPS Location & Map – Pinpoint exactly where a form was submitted.

• Digital Signatures – Authorise actions securely with electronic signatures.

• Barcode & QR Code Scanning – Instantly identify part numbers, documents, or assets.

• RFID Tag Reading – Easily track and verify users or assets.

• Time & Date Stamps – Automatically record submission details, including device, user, and form version.

Workflow Automation

The final key advantage of a digital process, is the ability to drive alerts and workflow automation.

For example; if your daily forklift check reveals a leaking battery, the form will automatically notify the user to take the forklift out of service, send an email alert to the relevant manager and finally send a work request to the maintenance dept to fix the issue.

Try infoForms today

infoForms is a fully customisable solution that transforms outdated paper forms into dynamic, mobile-friendly digital capture applications. With infoForms, you can:

• Deploy Anywhere – Quickly roll out digital forms across smartphones, tablets, and desktops

• Custom Design – Build exactly what your business needs without costly app development

• Reduce Errors – Capture accurate data at the source with built-in validation

• Boost Productivity – Automate workflows and eliminate repetitive manual tasks

• Stay Compliant – Maintain secure, traceable records with full audit trails

• Work Smarter – Access submissions instantly, anytime, anywhere

Digitising your forms is one of the fastest ways to modernise operations, improve data quality, and unlock productivity across your organisation.

If you'd like to learn more, or request a free trial, follow this link