Embedded Forms for SAP
Over 20 years ago, my Syclo colleagues and I pioneered the use of mobile apps for field service and asset maintenance technicians. By eliminating paper work orders, we provided information at the point of performance which resulted in dramatic productivity gains while streamlining back-office processes to eliminate manual system updates. By populating ERP, CRM and EAM systems with more high quality data, our mobile customers had the visibility to run their businesses more effectively.
However work orders are just the first step in digitizing work processes and companies, especially in regulated industries use paper forms to capture the information needed for compliance, safety, security, etc. Why do all of these forms remain un-digitized? The cost and effort to digitize them exceeded the value gained from their digitization. Until Now.
With the digital transformation initiatives that companies are undertaking, the data contained on these paper forms fuels AI-powered solutions, provides visibility that enables a more productive enterprise, and produces greater company agility.
Companies are looking for the best ways to unlock this value that is contained in these paper forms. Of course cost is a big issue, and we address this in our next blog post, New Approach to Forms. However usability is the most important factor to consider.
Digital forms must seamlessly fit into the work process at the point of performance. If not, it will increase the burden on the end users, reducing their productivity and making them unhappy. This blog post will explore the 3 typical approaches that companies have pursued,
There are 3 current approaches to digitizing these forms to consider:
- User interacts with the mobile app, and paper forms.
- User interacts with the mobile app, and a separate digital forms app that may be loosely integrated
- User interacts with the mobile with an embedded digital forms app
The Pros/cons of each of these approaches
The Pros/cons of each of these approaches
| Approach | Pros | Cons |
|---|---|---|
| Mobile app/paper forms |
- Quickest option to implement - Some simple forms can be incorporated. |
- Users must carry both a device and a clipboard. - No edits/conditional logic on paper - Forms must be manually retrieved and processed after completion. |
| Mobile app/separate digital forms app |
- Forms can be launched from within a work order or other places in the mobile app - Only one device is needed (no clipboards) - More information can be captured at the point of performance |
User has to switch between two apps on their device This is a one-way process: form is launched, user completes, no form data is returned to the mobile app, no processes can be invoked on the mobile app based on data completed on the form |
| Mobile app w/ embedded digital forms app |
- Forms can be launched from within a work order or other places in the mobile app - Only one device is needed (no clipboards) - More information can be captured at the point of performance - Data is returned to the mobile app, no processes can be invoked on the mobile app based on data completed on the form |
- Embedding process can be expensive and timely to implement |
| Approach | Pros | Cons |
|---|---|---|
| Mobile app/paper forms |
- Quickest option to implement - Some simple forms can be incorporated. |
- Users must carry both a device and a clipboard. - No edits/conditional logic on paper - Forms must be manually retrieved and processed after completion. |
| Mobile app/separate digital forms app |
- Forms can be launched from within a work order or other places in the mobile app - Only one device is needed (no clipboards) - More information can be captured at the point of performance |
User has to switch between two apps on their device This is a one-way process: form is launched, user completes, no form data is returned to the mobile app, no processes can be invoked on the mobile app based on data completed on the form |
| Mobile app w/ embedded digital forms app |
- Forms can be launched from within a work order or other places in the mobile app - Only one device is needed (no clipboards) - More information can be captured at the point of performance - Data is returned to the mobile app, no processes can be invoked on the mobile app based on data completed on the form |
- Embedding process can be expensive and timely to implement |
It is clear that the best option is option 3 – a Mobile app with an embedded digital forms app. With Mirata’s embedded digital forms for SAP Mobile Solutions, we can cut the implementation costs and save your company time, thereby eliminating the only cons to this digitization approach. Mirata provides the best user experience and the most efficient data entry process because it is embedded in the tool they use most – SAP Work Manager or SAP Asset Manager. And the exact same form can be used in either app interchangeably.
So, if you are a current Work Manager customer and are waiting for Asset Manager to be released for Windows, you can digitize your forms now, and when you migrate to Asset Manager in the future, the forms will run without modification.
Related posts
Mirata Digital Forms enables a business community to design, build and deploy forms and complex workflow without software development. In this post we will discuss how this capability enables large organizations to streamline their deployment and provide an optimal user experience without compromise.