Can people apply online instead of on paper forms you retype?

Online forms check for missing information and create the record directly, so nobody types it in again.

How to automate it

How to automate “wait on slow, old systems and enter the same thing twice”

Here are 2 ways to spend less time on this, best first. Each comes with steps you can follow today.

45 min

typically, every day

50%

of the time can be automated

A small project

to set up

Fix 1 of 2

AutomationBest fix

Use a software robot for repeat steps in old systems

Robotic process automation (Power Automate Desktop or UiPath) can click through old screens and copy data between systems overnight, so staff stop entering things twice.

Typically saves about 50% of the time10 h to set up

1Write down the exact steps of one repeated task, screen by screen.
2Count how many times a week it happens.
3Bring it to IT or your automation team as a candidate for Power Automate Desktop or UiPath.
4Test the bot alongside manual work before switching over.

Tools: Microsoft Power Automate Desktop · UiPath

Fix 2 of 2

Software feature

Move paper applications to online forms that feed the case system

Online forms check for missing information, accept document uploads and create the record directly. Nobody retypes them and fewer applications come back incomplete.

Typically saves about 50% of the time8 h to set up

1Pick the paper form you retype most.
2Work with IT to rebuild it on your agency's form platform (Salesforce Public Sector, Microsoft Power Pages, ServiceNow, Granicus or GovOS).
3Make required fields and uploads mandatory.
4Keep a kiosk or staff-assisted option for people without internet.

Tools: Salesforce Public Sector · Microsoft Power Pages · ServiceNow · Granicus · GovOS

Quick wins

Have you tried…

Can people apply online instead of on paper forms you retype?: Online forms check for missing information and create the record directly, so nobody types it in again.

Who does this task

Roles in our library that list this as one of their common tasks. Each guide covers the rest of that role’s week.

Government caseworker / clerk

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