A good process places high demands on the process creator and is easy for all participants to understand and execute. Whether it concerns your contracts, your onboarding process, or other information collection, there is always room for improvement. Even though today’s society is characterized by a high degree of digitalization and sometimes automation and AI, many processes, activities, and steps have not yet made the leap.
In this article, you will learn about the benefits of using digital forms to have a digital process for contract signing, onboarding processes, and other types of information collection where signing and authentication also take place digitally with Scrive.
Who do you want to be?
Have you ever thought, “Wouldn’t it be easier to do X, Y, Z digitally, so I wouldn’t have to deal with all these paper forms?” or “Wouldn’t it be safer to sign and store this digitally rather than handing it over to a stranger?” Or even, “This feels so outdated, why can’t I do it digitally?”
If so, you think and feel just like us and many of our customers! The world could certainly be simpler, more digital, safer, and as modern as new technology and society can manage. We can also recall when something went really smoothly – when an organization had such a smooth process that it was positively surprising, right?
Here, every organization must make a choice if they haven’t already: What impression do we want our customers, potential customers, or other stakeholders to have of us? This choice should then permeate decisions regarding all types of interaction points with these stakeholders.
The importance of digitizing processes
For many companies, the use of paper documents remains an old-fashioned relic in an increasingly digital world. This not only has an environmental impact but also increases the risk of security breaches and inefficiency. Digitizing these processes offers a range of benefits, such as faster processing times and reduced risk of human error. This transition is not just a technical change but a transformation that can improve the entire customer experience.
In which processes can digital forms make a difference?
There are countless processes where digital forms can make a significant difference, for example, in customer experience, internal efficiency, or conversion rates. Here are some of our best examples:
1. Customer or employee onboarding
Use Sweet Forms to create customizable forms for customer and employee onboarding. With pre-filled information and content validation, new customers and employees can quickly and easily fill in necessary details online. Once the form is complete, Scrive can secure the document with a legally binding e-signature. This not only reduces paper usage but also the time it takes to integrate new members into your team or customer base.
2. KYC processes
For banks and financial institutions, KYC (Know Your Customer) is an important part of daily operations. With Sweet Forms, you can create detailed forms that collect necessary information to comply with regulations and internal policies. Integrate Scrive to add an extra layer of security with e-signatures and strong authentication, ensuring that all transactions and customer interactions are protected and comply with laws and regulations.
3. Digital contracts / Contract management
Digitize your entire contract process with Sweet Forms and Scrive. Create customized contract forms that can be filled out digitally, reducing the need for physical meetings and paper documents. Once the parties have filled in their details, they can easily sign the agreement with Scrive. This system minimizes the risk of errors, accelerates the approval process, and increases overall efficiency.
4. Risk management and compliance
Digitize forms and checklists used for risk assessment and compliance in various business areas. Using digital forms streamlines the process and can impose requirements on what information is mandatory, in what format, and control who has the authority to handle the information. Scrive ensures that the documentation is secure and that all legal requirements are met through verified digital signatures.
How to use digital forms with Sweet Forms and Scrive
Introducing digital forms in your business can be a game-changer for streamlining data collection, document management, and ensuring legal compliance. Here is a step-by-step guide to implementing and maximizing the benefits of digital forms with Sweet Forms and Scrive.
Step 1: Define the goals of the form
Before creating a form, determine its purpose and goals. Is it to collect customer information, manage internal approvals, or perhaps register participants for an event? A clear understanding of the goal helps you design the form more effectively.
Step 2: Create the form
Use Sweet Forms to create your form. You can choose layouts from pre-made templates or create your own forms from scratch. Customize the form with your company’s logos, fonts, and colors to strengthen brand identity. Add necessary fields like text boxes, checkboxes, date pickers, and dropdown menus to collect data in a structured way.
Step 3: Integrate validation and pre-filled information
To increase efficiency and accuracy, use Sweet Forms to include field validation and pre-filled information based on the user’s previous interactions or data from other systems or external sources. This reduces input errors and improves the user experience.
Step 4: Ensure legal binding with Scrive
Once the form is ready, integrate Scrive to apply e-signatures where needed. This is crucial for agreements, contract management, and other legal documents. Scrive ensures that the signatures are legally binding and meet international e-signature standards.
Step 5: Distribute and share the form
Share your digital form via email, embed it on your website, or use direct links in communications to users. Sweet Forms and Scrive provide flexible sharing options that make it easy to reach the right recipients. Enable authentication if the form is personal and requires verification.
Step 6: Monitor and analyze incoming data
After the form is in use, use statistics from Sweet Forms to iterate and improve processes and user experience based on insights gained.
Step 7: Update and Iterate Continuously
Market conditions and business requirements are constantly changing, so make sure to regularly update and adjust your forms to keep them relevant and effective. Collect feedback from users to understand how the forms can be improved and what new features might be valuable.
By following these steps, you can effectively implement and benefit from digital forms in your organization, which not only improves internal efficiency but also enhances the quality of interactions with customers and partners.
What to consider
Data Privacy and Security: When handling personal and company data, you can feel secure knowing that both Sweet Forms and Scrive meet security standards. With Sweet and Scrive, all data is encrypted and complies with GDPR and other relevant laws. Sweet is also information security certified with ISO 27001.
User Experience: To maximize adoption, ensure that your forms are intuitive and easy to use. Customize the design to reflect your brand and create a consistent customer experience that is accessible to everyone (see the point on accessibility adaptation).
Integration with Other Systems: Make sure to integrate Sweet Forms and Scrive with your existing CRM systems and databases to further automate and simplify processes. Without making the flow “all the way,” you risk a lot of unnecessary manual work anyway.
Accessibility Adaptation: For all organizations affected by the new accessibility directive coming into force in 2025, products and services must be made accessible to everyone, especially people with disabilities. This places high demands on how one becomes a customer, applies for various things, communicates, and what alternatives to reading are available. Sweet is working to support the legal requirement for information in our digital forms to meet the WCAG 2.2 level AA guidelines. The businesses and services affected by the new accessibility directive include:
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- Services provided to consumers concerning electronic communication services,
- E-commerce services,
- Banking services,
- E-books,
- Services providing access to audiovisual media services, and
- Certain passenger transport services
Who are Sweet and Scrive?
We are Sweet, a software company focused on automating and digitizing customer processes with our platforms Sweet Forms, Sweet Automation, and Sweet CRM. Scrive is one of the leading players in digital signing, also known as e-signing, and in digital identification solutions for authentication. Sweet and Scrive have long had a close collaboration and partnership, offering a complete solution with digital forms and signing/authentication.
Who does what?
Sweet is responsible for the form part itself. In Sweet Forms, as a form designer, you can quickly and easily build and design your own digital forms with everything from format/content/information validation, visibility rules that make the form dynamic based on how you respond, to the ability to attach additional information such as attachments or other documents. Of course, we have language support, the ability to fetch and/or pre-fill already known information, and extract the responses as statistics. As if that weren’t enough, you can style your form using both HTML and CSS to match your graphic expression and needs.
Scrive, on the other hand, is connected either to authenticate before one receives/can open a form or to sign a completed form, such as a digital contract or an application.
Together with us, you get a strong solution with a high degree of security, user-friendliness, advanced technology, and forward-looking solutions.
Do you agree that the future is digital?
As technology evolves and society moves towards increasingly digitized processes, it is crucial for companies not only to keep up with the development but to stay ahead. By implementing digital solutions like Sweet Forms and Scrive, your company can not only streamline its workflows but also offer a safer and more accessible service. This transformation is not just a technical upgrade—it’s a strategic shift that can strengthen your brand’s position and contribute to a sustainable future.
Take the step today
Are you ready to transform your company’s processes and take the leap into a digital future? Contact us to learn more about how Sweet Forms and Scrive can help you ensure a smooth transition to digital efficiency. Let us create a solution together that not only meets your current needs but also prepares you for future challenges. Digitize your processes—for a smarter, safer, and more accessible solution.
Choose your future with Sweet Forms and Scrive – Book your demo today!
If you are already a customer and want to learn more, visit our manual where you will find all the information (you need your username and password to log in, if you don’t have one – contact support to get it!).
