Automating Workflows With Smart Forms

Automating workflows and tasks is a crucial matter nowadays — everybody wants to save time and resources in their day-a-day lives, especially in the professional world. Companies are putting a special focus on marketing automation, and it doesn’t come as a surprise that automation tools have become more and more popular over the past years.

In this blog post I’d like to show you one of the latest trends in the automation matter: automating workflows with smart forms.

Marketing automation and workflow automation: what are they? 

Marketing automation refers to any software or platform that enables businesses to automate marketing, sales and customer support activities. Different marketing automation systems are usually comprehensive and very powerful marketing machines that combine different tools (e.g. user tracking, CRM, email campaigns, push notifications, live chat and chatbots, SMS campaigns, pop-up and form builders and more) under one roof. It covers both – automation of complex processes (for example – automatic lead segmentation and send-out of a personalized drip campaign) and automation of simple repetitive tasks, like for example adding a tag in a CRM.  

The nature of workflow automation is very similar but it usually refers to automation of simpler tasks. It lets you connect different tools you already use. For example, if a user fills in your Google Form and leaves an email address there, with a workflow automation software you can automatically pass the email addresses to your email marketing tool and send a follow-up message. The goal of workflow automation is to eliminate manual tasks, especially when these are small and repetitive.

Marketing and workflow automation is a practice that is carried out in companies of different sizes, both offline and online. 

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3 benefits of automating workflows

Any company would agree on this — automating tasks is a win-win solution for online companies and their employees. Here you have 3 benefits of automating tasks and actions in your daily work:

A. More productivity

Automating tasks helps your team players save time and resources. Thanks to this time saving, you can avoid executing repetitive and annoying tasks. And invest this time in more interesting tasks. This is a way to increase productivity at work. It can add up to 90% of time saving if you use the right tools!

B. Higher quality of workflows

Saving time translates in having more resources to carry out other actions that can sophisticate your processes at work. Automating actions from the form itself helps you trigger actions that are directly related to the form’s input data. This leads to improved workflows, better user experience, and increased conversion rates.

C. Happier team

It’s quite likely that your team members don’t love going through the same tasks continuously. This is why using the right automation tool can help increase team happiness. Instead of executing repetitive tasks and unamusing tasks, you will be able to spend time at what interests you the most.

How to automate workflows with a smart form

Did you know you can start automating actions with forms? The form is usually the beginning of most online operations: signups, transactions, subscriptions, etc. Hence, you could start integrating your forms with the rest of the tools involved in your process and bring all the pieces of your gear together at one place. This way, you will have an integral view of the whole process and you can save time.

Smart forms are a new way of understanding forms. While traditional forms were just a piece that connected the user with your company, smart forms are meant to execute a wide variety of extra actions. Display dynamic paths to different users, verify the user’s identity, execute additional security actions, and of course, automate workflows and actions too.  

5 examples of workflow automations triggered by a smart form

Forms are everywhere. In the online world, any average user fills at least one form every day. Signup forms, login forms, payment forms, job applications, etc. If we consider the form is the starting point of our process (whatever it may be), we can automate actions from the form and obtain automated workflows for many different use cases. These are only a few examples of this.

The sales pipeline

If you manage a site where transactions are executed, you may be interested in automating your sales pipeline from a form. It can cover the whole sales process. A good example of marketing automation in sales is integrating your form with your CRM. Or sending automatic notifications to the proper sales agent.

Waiting lists

Perfect for product launches or job application forms, automating actions from your approval forms can help you send approval or rejection emails. Or trigger different notifications when the status of the waiting list changes.

Your team communication

What about sending messages to the proper team member after a form is submitted? Integrating your form with your team’s comms tool can help you improve your internal communications, save time and get better workflows.

Product landing pages

If you work with product-based product pages —such as pages launched for PPC purposes— you know the importance of saving time. Launching landing pages automatically allows you to increase the production of pages, test them, and reach more people in your audience.

Payment subscriptions

Automating payments is a necessary feature if your product offers subscription payments. With the right tool, you can automate these payments, as well as notifications such as user journey emails.

Automating workflows in a nutshell

Workflow automation is a necessary and useful practice, and that is why automation tools have gained popularity over the years. Regarding this matter, there is a wide variety of tools you can use to automate your workflows and save resources. Smart form builders are one of the latest trends, since they allow you to integrate your form with your favorite tools. Thanks to this the whole process is triggered from the form, and kept at a single boilerplate.