A particular challenge at LEONI was the improvement of the searchability. Because the forms were originally accessible via an intranet page and sorted alphabetically: by title, form number and department. When using the search function, there may have been several hits - and they were not only from the search criteria. The prerequisite for quickly finding what the user wanted to find was therefore an accurate knowledge of the forms. Alternatively, the search was organised by the subject area, but the knowledge about the correct assignment of the form was necessary. These elaborate actions are now a thing of the past with the use of Adobe Experience Forms. Forms can now be tagged immediately when they are uploaded to the portal so that they can be filtered when searching for the respective "tags". For this purpose, a day structure was developed by department (for example, personnel, controlling), by category (for example, continuing education, business trip) and type of form (for example, application, verification). In addition, employees can use a full-text search with Auto-ll function and mark their most important documents as favourites, so they can be displayed in a personalized list in the form portal. This greatly reduces the time needed to find the right form today.
Adaptive forms, which adapt themselves on the display of all conceivable terminals, are not presently in the LEONI’s form management, because the documents are largely worked on the user’s desktop. This extension however, would be possible to implement at any time. Dynamic functions in forms and processes, on the other hand, are already being used. For example, if additional management level approval and signatures are required when a certain project budget has been exceeded. "We have also integrated multilingualism and autocompletion capabilities into many fields to help our employees work more rationally and efficiently when they use the forms," explains Marc Pfefferler. The forms now follow a uniform design and digital signatures are already set up. Thanks to the central filing system, employees are now always able to access the most up-to-date versions of the forms at any time, which in addition to shortening the search time, further reduces the risk of errors and moreover, further increases efficiency.