Building a Tailored Asset Tracking Tool using formsflow.ai

We have modeled this case to illustrate how formsflow.ai can enhance both customer experience and business operations for our consulting client, who assists manufacturers with marketing strategy and activations.

Challenges

The administration department encountered difficulties in managing assets scattered across various continents.

Using a manual spreadsheet system caused errors and security breaches. Assets needed maintenance schedules and audits in different locations, leading to delays and security risks. Problems included lost items and data integrity issues. To address this, the company adopted formsflow.ai for real-time access across time zones, streamlining asset management. The company’s extensive scale, substantial asset volume, reporting demands, and compliance necessities highlighted the urgency for a more effective solution.

Solution

formsflow.ai effectively addressed intricate asset-tracking challenges. It provided solutions that met the needs of administrators and brought significant benefits to users and developers within the organization.

Enhanced Data Integrity and Accessibility:

• The capability to export forms as PDFs ensures the accurate preservation of vital information.
• This minimizes the risk of unintended changes or data loss.
• Provides a reliable audit trail crucial for reporting purposes.

Improved User Experience:

• Multilingual forms accessible globally enhance user experience.
• Enables staff worldwide to interact with relevant forms in their preferred language.

Streamlined Processes and Reduced Manual Entry:

• Translates into fewer support and maintenance tasks.
• Allows developers to focus on strategic IT initiatives.
• Automation, particularly through Form Adapters and interactive analytics dashboards, enhances the effectiveness of the process.
• Reduces manual errors and facilitates real-time analysis.

Consistency and Flexibility:

• Implementation of workflows to minimize manual effort and ensure consistency.
• The flexibility and integration capabilities empower developers to customize the solution according to their specific needs.

Exécution du projet

The team adopted a dynamic approach, employing quick references and standardized notations to tailor processes to the company’s unique needs, structures, and terminology across different business units. Some processes involved contributors from global teams. BPMN, a widely-used standard notation facilitated clear communication, better security, and modeling without ambiguity, making it intuitive for modeling and enhancing communication between developers and process experts.

In contrast to complex and hard-to-follow flows, the company and formsflow.ai prioritized simplicity and clarity in asset tracking. The customizations by formsflow.ai provided the company’s IT team with valuable insights for long-term management. This user-friendly strategy included crucial details like decision points and individual interactions. It led to an improved asset tracking system with real-time access across various locations, resulting in a seamless and enhanced workflow.

Impact

Improved Asset Tracking Processes:

• Significantly reduced manual data entry time by 30%.
• Liberated an average of 12 hours per employee weekly through standardization.
• Tailored customizations to fit unique client requirements, emphasizing simplicity and clarity.
• Slashed operational expenses by 15% and projected a 20% surge in annual revenue.

Thorough and Future-Proof Collaboration Approach:

• Crafted tailored representations of processes for diverse business units.
• Used quick references, proper notations, and cloud-based infrastructure.
• Increased clarity and understanding across the organization, enhancing operational effectiveness.
• Prioritized user-friendliness and effective customization for sustained success in asset management.