How To Improve Your Business Efficiency Using Forms with SharePoint

When a company starts a SharePoint project, they frequently concentrate on document management at first. Most SharePoint project budgets frequently go into creating new sites and transferring documents to them. Getting document management right does make sense, but it’s also critical to demonstrate to stakeholders that the solution is much more than just a place to store documents.

One of the most overlooked SharePoint functionalities is its integration with Microsoft Forms. Microsoft Forms is an online form builder software that allows you to easily create customizable, easy-to-use forms, polls, or questionnaires. Since its release, it has become for some organizations an integral part of its operations and processes (both internal and external).

Web or application pages with fields on Microsoft SharePoint forms allow you to input data for processing or analysis.

Microsoft Forms in SharePoint are very convenient to use and easy to navigate; they increase your customer satisfaction levels and reduce support costs, as customers fill out data themselves.

Pros and Cons of Using Forms in SharePoint for your Business.

The use of the Microsoft Office SharePoint Server and its Forms integration has proved to be a game-changing application, improving the ways and means of data gathering and business workflow handling. But is this really the solution you are looking for in your business?

The versatility of SharePoint is its biggest advantage. The collaborative platform functions as an intranet, just a business’s internal website for contacts, task scheduling, information sharing, and other purposes.

The simplicity of management is another significant strength of SharePoint. Administrators may easily access operating elements on a single dashboard like security settings, site backups and data, restoration tasks, and privilege updates. Depending on the user’s status, administrators can award different permission levels. Additionally, the software provides features for file management, social networking, company information, document sharing, and pretty much everything else involved in running your business daily.

Using Microsoft Forms to gather information and documents for your projects can be a solid choice since you already have that functionality available within SharePoint, a piece of software in which you have already invested in setting up and training your teams in how to use it. However, there are significant drawbacks because of how limited the functionality can be.

A common complaint about the Microsoft Form functionality is that when using it to collect data or files, the documents are not automatically deposited into SharePoint folders, but instead, the information is saved in the form author’s OneDrive business account. You must then import it manually or build an automation process using Microsoft Power Automate to get the files in the SharePoint folder you want.

Additional drawbacks of SharePoint Forms are that they don’t have enough customization. Although you can add some personal flair to forms (like selecting the background color), you cannot integrate them into your company’s landing page or make the link or the form itself look as if it belongs to your company, something that can impact your customer’s willingness to interact with the form.

Form Builder Software to gather content and information.

For large content projects that call for a standalone cloud platform with full editing and project management capability, Form Builder Software that allows file uploads is a great choice.

File Request Pro is one of the most user-friendly and cost-effective options if all you want to do is gather client information in a single, organized location. File Request Pro has a rich integration with SharePoint, which allows you to organize the collected files and input them into the appropriate folders, automatically, inside your SharePoint instance.

Using File Request Pro is very straightforward. You can create one or more forms that request the data that your clients or employees need to upload. To encourage them to finish the document collection process by the deadline needed, File Request Pro can send automatic reminders via email.

Why use File Request Pro instead of Microsoft Forms in SharePoint?

Obviously, if you already have SharePoint, investing in other software may seem absurd, perhaps you are stubbornly thinking that the SharePoint Forms may not completely fit your needs but at least they are already there, so it is better to give them some use.

You already know some of the advantages and disadvantages of using Microsoft Forms in SharePoint, but you probably want to know more about the Features of File Request Pro before investing in another application.

For all form builders, drag-and-drop is a requirement and the new norm. File Request Pro has a slick drag-and-drop interface that lets users quickly design forms. This helps you get new forms up and running in seconds and training your employees to do the same is simple too.

On top of a great user experience for your customers, you also need a stunning interface, and this is where templates come into play. File Request Pro includes cutting-edge form templates and themes in various styles that can be applied to different situations. You can rebrand the upload pages to match your corporate identity, as well as customize the copy and design elements to your heart’s content.

You also can create landing pages or embed forms into your website, this is important because customers are more inclined to complete a form that looks like your brand and is hosted on your website than one that is provided by a third-party source.

Let’s talk about numbers! Always be sure the new tool you purchase will fit in your pocket. If cheaper, more capable software is available, there is no use in spending more money on it when the same tasks can be accomplished.

You can always make the choice to go with a tool that is affordable and satisfies all your specific criteria by conducting a comparative analysis and meeting with numerous vendor suppliers.

You can receive up to 25 files for free in your 15 days free trial with File Request Pro. No credit card is necessary and when you pay annually, get two months free! For more information on prices or our different plans and what they include please click here.

When deciding to purchase additional software that better matches your processes, you should base your decision on all the points that we mentioned above such as easy-to-learn functionalities, price-quality ratio, and the ability to coordinate the aesthetics of your company and its needs with the form that you will create. It’s also key to keep in mind the size of your company. It would be a significant mismatch to use enterprise-level software or plans for the needs of small and medium-sized businesses, and you will find that you’re not capable of using the tool to its full potential.

Best Practices for Creating a Form That Your Users Want to Fill.

Another crucial aspect that can make or break the success of your forms is making a form that is engaging, easy to navigate, and with the right questions so you can get the data you need while having a form that people want to fill out.

Here are some tips on the best ways to create a form.

Stick to The Required Form Fields.

To create a well-organized form, it’s important to remember that it is a user that fills in the form: it’s better not to overload your customer. Yes, you can benefit from such additional fields as “birthday”, “spouse”, etc., but don’t forget that if your form is too complicated and long, then it won’t be filled out at all. Besides, some users might be upset by such additional requirements: They won’t appreciate it if they feel that you are collecting unnecessary data (for instance, asking for information about their family or friends).

Create a form that matches your user’s goal.

Forms may occasionally include fields that are either not entirely pertinent to the form’s business objective or are better suited for a different party (for example, the person to whom the form is being submitted to). This is common when trying to cover different use cases within a single form.

Your users may become confused by irrelevant fields, which might slow down the submission process. To make the user experience easier and more individualized, you can create different forms for specific use cases. This helps reduce the number of questions that are displayed on the form and increases submission rates. If using a single form is necessary, you can also conceal fields on a form using conditional logic (if the user answered this, then show or hide these fields).

Be clear about mandatory fields.

Decide which fields in your form are necessary. In this manner, users are promptly informed if they submit incorrect information in a mandatory field or neglect to do so, allowing them to make the necessary corrections.

Additionally, if your form is a component of a larger workflow or if you wish to automatically include metadata to facilitate information searching, certain data will be crucial. It’s possible that you’ll want to provide more validation than just a standard data entry or only demand validation depending on earlier form options.

Let users know their submission was received.

By developing a “thank you” page or a page informing users that their form was submitted successfully or whether they need to take any additional action, you can quickly resolve the confusion of some users who do not know if their form was delivered or not.

Save developments as you go.

Give users the option to save their progress on lengthy and complicated forms so they won’t lose information before submitting it.

Create a landing page where your form will be located.

You need to put yourself in the user’s position to design effective user experiences. How will they update their information in your freshly created form, and how will they locate it later if they need to?

A fantastic way to put the form into context is to create a landing page or dashboard that includes all the data relevant to the purpose of the form.

Mobile Usability.

Is it necessary for the user to complete the form outside a regular work environment? By giving your staff access to mobile alternatives, they can enter data from any location, dramatically improving response times and user happiness.

How can you get started using forms to improve your business operations today?

Contrary to popular belief, business forms are not an archaic relic from the past. In fact, they’re more relevant today than ever before.

Forms can help your business in several ways if you use them correctly, automating simple processes to gather valuable customer data. If you’re not currently using forms in your business, now is the time to get started.

Look for an application that allows you to create and manage the form data, so you can start seeing benefits right away!