How Our Workflow Automation Software Works
The only online form builder with data mapping engine for PDF form automation on your existing forms
No redesign. No conversion. Just electronic form management with automated workflows, digital form submission, and paperless forms using your exact templates.
Electronic Form Management - Store Data Digitally, Not PDFs
True electronic form management: your digital forms and data are stored truly digitally in a secure database - not as PDFs in a drive. Data cannot be viewed outside the application, ensuring complete data integrity software security and control.
- True digital data storage, not file-based
- Secure database with role-based access
- Real-time data validation and integrity
- Download PDFs only when needed
Upload Your Existing Forms
Keep using your current forms. Our proprietary data mapping engine delivers PDF form automation by mapping data directly onto YOUR existing forms - nothing is translated or changed. Your forms remain exactly as they are.
- Upload your current PDF forms
- Map digital fields to your form layout
- Maintain your exact branding and design
- No redesign or reformatting needed
Organize with Case Templates & Automated Workflows
Case templates group all digital forms for a specific job. Create automated workflows to control form sequence with multi-step approvals - fill all at once, or require forms to complete in order. Set up form approval workflows to control who fills each Section and who approves it.
- Case templates organize all digital forms for a job
- Automated workflows control form sequence and dependencies
- Form approval workflows manage Section filling and multi-step approvals
- Assign different people to different Sections
Smart Approval & Review
Approvers can highlight specific fields and add comments when rejecting forms. The form returns to the filler with all the information needed to correct errors. Track every change with a detailed field-level history.
- Highlight fields needing correction
- Add comments for clear guidance
- Field-level change history with user tracking
- Real-time notifications in-app and email
What Makes FormaFlow Unique
Features you won't find anywhere else
Proprietary PDF Mapping Engine
Unlike other systems that force you to recreate forms, our unique technology maps data directly onto your existing PDFs. Your forms stay exactly as they are - no translation, no conversion, no redesign required.
Section-Based Workflows
Break forms into Sections that different people fill out and approve. A patient fills demographics, office staff approves it, then billing fills insurance info. Granular control over every part of the form.
Intelligent Field-Level Feedback
When rejecting a form, highlight specific fields and add comments. No more vague rejections - fillers see exactly what needs fixing. Every field change is tracked with timestamps and user identification.
Real-Time Collaboration
Get instant notifications when work needs to be done, both in-app and via email. Custom branding colorizes the entire platform with your logo and colors. Organize cases by department, function, or archive status.
The FormaFlow Advantage
Truly digital workflows with complete control and accountability
True Digital Storage
Forms stored as secure data, not PDFs in folders. Download PDFs only when needed.
Your Forms, Unchanged
Our PDF Mapping Engine uses your exact forms. No redesign, no conversion.
Complete Audit Trail
Track every field change with user identification and timestamps for full accountability.
Granular Control
Control who fills and approves each Section, with Case Flows managing form sequence.
Real Example: Medical Office
See how Sections and Flows work in practice
Patient Section
Patient fills out demographics and medical history sections on their phone in the waiting room.
Office Assistant Approval
Office assistant reviews patient info. If incorrect, they highlight specific fields and add comments. Patient immediately gets the form back with clear instructions.
Billing Section
After approval, billing coordinator accesses the "For Office Use Only" section to add insurance details, coverage, and copay information.
Complete Audit Trail
Every field change is tracked with timestamps and user names. Download the complete PDF anytime, but the live data stays secure in the system.
Ready to Experience True Workflow Automation Software?
Keep your exact forms with PDF form automation. Store digital form submission data with electronic form management. Control every step with automated workflows.