Why We Love using PDF Workflow Forms For Team Collaboration (And You Should, Too!)

Sheim Palmes
Reading time: 5 minutes.

hotel buildings, hotel staff talking with a customer, and a team discussing about workflow forms With the advancement of technology, we can now collaborate without being hindered by time and location. Because of electricity, the internet, and the right collaborating tools–team collaboration is now within reach.

While team collaboration is not done in a snap, it takes a lot of qualities and factors for a team to be successful. One of the common strategies in maximizing the team’s productivity is using digital collaborating tools useful for brainstorming, data storage, and file management–including workflow forms and online approval forms.

In this article, we will tell you why using Workflow forms highly contributes to our team’s successful collaboration–and how it can do wonders to your team, too.

Related: Maximize Team Collaboration With the Help of these Powerful Tools

At 9:00 PM, you suddenly received a call from your boss asking for all the forms which were filled out by your customers today. You scrambled back to the office and placed all forms in one folder (or so you thought) then immediately went to deliver the files to your boss. Thinking that you have accomplished the urgent task, you suddenly got a text from him saying that the folder lacks one form. Just. One. Form.

If only your company utilizes a platform that allows you to convert PDF forms into web and workflow forms–it would be easy to store all files to your web-based server. Since all the team members can easily access the files, you wouldn’t be scrambling back and forth just to get a single form.

When businesses rely on the traditional filing of documents, uncontrollable situations occur–making room for inaccuracies. Because of the COVID-19 pandemic, most of the businesses shifted from the traditional in-house filing to a web-based document management system to efficiently store and track their electronic forms. Furthermore, the transition from an office-based setup to a remote workplace greatly emphasized the importance of online team collaboration–one of the keys to attaining success in business.

Workflow Forms: The answer!

When you need to fill up a document, a pdf form creator is a recommended tool to create fillable PDFs. Whether you are tasked to gather your colleagues' or clients' information during a business transaction, the fastest way to do it is by sending them a ready-made PDF file that they simply have to fill up.

Though a PDF is set up as a fillable document, it is not recommended to send this directly to your customers or colleagues. While Adobe Acrobat is commonly used, not everyone can truly understand how to fill out and save the documents correctly.

Gladly, PlatoForms Can Help.

shareable workflow form
Workflow form

PlatoForms is an online pdf forms builder made with no complications. All you have to do is upload your PDF and, while retaining your document’s original design, create an online form using our simple drag-and-drop tool. You can then send your customer, your client, or your colleague a link to the form, and they can fill it out easily and efficiently. Your customers can do this hassle-free and without having to do anything else that requires more time and effort, aside from filling it up and saving it. Afterward, you will receive the completed form with the details and information they put in as a PDF.

When we created PlatoForms, our goal is to enhance each business process through online forms. As an online fillable PDF filler tool, our features are designed to get rid of the old-school way of disorganized filing: maximizing the team’s accuracy and productivity.

Our features are made to:

  • Convert PDF to a web form
  • Make an online PDF form
  • Create a master form for multiple PDFs
  • Use workflow forms for your PDF

With these features, you can now send your forms to your colleagues for them to efficiently fill out. Once you receive the filled-out forms, you will have the ability to manage all PDFs and forms by searching and sorting the data using PlatoForm’s online system.

Connecting with your members can be difficult without the right tools. Thus, PlatoForms' “teams” page allows your business to set up your team members for a successful remote collaboration. For the team to quickly access the information anytime and anywhere, here’s a quick guide on how to utilize this feature:

With these features, you can now send your forms to your colleagues for them to efficiently fill out. Once you receive the filled-out forms, you will have the ability to manage all PDFs and forms by searching and sorting the data using PlatoForm’s online system.

Connecting with your members can be difficult without the right tools. Thus, PlatoForms' “teams” page allows your business to set up your team members for a successful remote collaboration. For the team to quickly access the information anytime and anywhere, here’s a quick guide on how to utilize this feature:

Invite team members

Click Invite Team Members in the top right. This will prompt you to enter the email address of your team members.

Switch between teams

Click your name in the main menu, and select the team from the popup menu.

Setting permissions

PlatoForms allows you to sign pdf forms, share PDFs, and manage the permissions of your team members for every PDF. You will have the option to select who among your team members will be the Form Editor, Form Submitter, or Form Submission Viewer.

how to edit permission of a workflow form
Form Edit Permission

Follow the procedure below to set the permissions:

  • Step 1: Hover over the PDF you want to edit
  • Step 2: Click the gear icon in the top-right
  • Step 3: Select Permission from the dropdown menu

Do not compromise your PDF Layout

PDF documents usually have a more complex design than online forms. With PlatoForms, you can have the best of both worlds as your customers and colleagues can fill out an easy-fill online form, and, once complete, PlatoForms will be generating a PDF document using your original layout and send it directly to your inbox. Now, garnering information is made easier than before (even to those who are not tech-savvy like me!).

Team collaboration is arguably one of the most essential aspects of the business in the new normal. Since the 2021 COVID-19 pandemic, businesses were forced to stay at homes and maximize the internet to connect and implement team collaboration remotely. With PlatoForms, no matter where you are in the world–team collaboration is not limited to being in the same room anymore.

In this golden era of the internet, you do not have to manually copy and paste information from one document to another. Through a pdf forms creator such as PlatoForms, your customer and colleagues can fill out the PDF forms you have prepared directly, conveniently, and hassle-free.

Besides workflow forms, we also provide awesome features that your team can use including master forms, web forms, and more. To explore these different features, sign up here for free to get started.


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