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Formtrax™ Case Study

The Situation

A major aerospace client had a requirement that a Deviation Request form be filled out each time a product part needed to be re-designed. The Request form would be opened in Microsoft Word, then the user would have to go search two different websites to lookup the “owners” of the product and find the sites that would be affected by the changes. Once that information was gathered and entered on the form, the document would be attached to an email that was sent to all the interested parties. Since some authorizations were contingent on the information gathered during the process, one missed step or unresponsive team member could cost the process a great deal of time. Emails were often deleted, or unanswered, leaving the product re-design in limbo until follow-up phone calls and continual emailing yielded the responses and authorizations required.


The Solution

The Deviation Request form was entered into Formtrax. Users could open the form, connect to the two different web sources directly and provide drop down listing of the owners and sites. Once the correct parties were selected, the form automatically populated all the associated fields on the form and routed it to all the interested parties in the order that was required by the approval process. By simply opening the form’s tracking feature, the form manager could easily access the form’s status, who had responded and who had not. Just knowing that their response times were being tracked served to make everyone involved in the process more responsive.


The Benefits

  • By merging the form with the data needed to auto-populate it, forms could be created quickly, with fewer errors
  • Routing guaranteed that all parties received the form in the order that they needed for authorization
  • Since Formtrax is web-based, the routing system helped alleviate a great deal of burden on the email servers for routing and re-routing the forms
  • Form automation allowed those involved to complete the tasks required of them quickly
  • Automatic routing ensured that the forms made it to the next step in the process without human error or lost time
  • The progress tracking feature allowed the person who originated the form to follow its progress and know its status with the click of a button