Let’s take a look at a typical document flow:

Data is entered on paper. The resulting document is either scanned, faxed, or physically mailed to the recipient, who now has a physical original, physical copy (fax), or electronic copy. At some point the data must be manually entered into a database. 

A dotforms workflow looks like this:

At the data entry point, the user writes on the dotform document with a digital pen. When the pen is docked at the docking station, the data is sent to the dotforms webserver (which can be on-site or with us). This webserver converts the data into the target format and sends it to the recipient. All the user has to do is fill out the form and then insert the pen into the docking station.

The electronic version generated by dotforms is of the highest imaginable quality. This is not just a marketing claim, but a function of the technology! 

What kind of data can the pen enter? 

The pens record the time of every stroke to the millisecond. This gives a record of the time when information was entered. This can be important in many contexts, for example to see when insurance policies were signed. On medical care documents the time when the “start” box was marked on the form indicates the beginning of an activity. With time-critical documents it is possible to see if they were filled out retroactively or before the fact. 

The pen also records where it is on the form and what vectors (lines) it makes. It not only “remembers” what the user writes, it also “remembers” where on the form the user wrote it. 

In addition, the system automatically recognizes which pen was used to fill in the data. If individuals are assigned specific pens, this gives a good indication of who entered which data. 

Naturally, dotforms is also excellent at tracking changes and additions to a document. Additions can be shown in specific colors, for instant recognition of what was changed when. 

Once data is on the server it can be used just like any other data, for any programmable process, including automatic generation of e-mails with graphic attachments.