Companies are no longer telling their customers what they think they want to hear. Instead, successful organizations are focusing on delivering tailored experiences, unique workflows, and the right amount of information at the right time.

All of this must happen while also maintaining efficiency and optimal operations within the company.

A big part of this are forms, which are used to create user centric, intuitive page layouts that display the right information at the right time.

For this article’s purposes, we will be focusing on dynamic forms. Which are also called smart fillable forms or smart forms.

We’ll also cover:

      1. What are smart fillable forms?
      2. Smart Forms: More than fillable PDF forms
      3. What are fillable forms used for?
      4. Using software to create and manage forms information
      5. Why you may need more than just free online fillable forms
      6. The top 10 best software to create forms and smart fillable forms

So let’s get started by answering the most asked questions about fillable forms.

What are smart fillable forms?

fillable forms

Smart fillable forms are smart or dynamic (interactive) forms. This means that these forms may adjust or change according to the information previously entered by the user.

These are commonly used in a wide range of landing pages, surveys, quizzes, applications, and much more.

The goal for these forms can be to gather data for lead generation, get customer feedback, accept payments, or any other task in which a user needs to fill in the desired fields.

But there is so much more you can do with them.

We’ll get into that shortly.

It’s important to note that you can classify fillable forms into two fields: smart (dynamic) and static.

For example: if you are filling out a dynamic loan application form, the fields may change depending on the amount of money you are requesting. Since different levels of risk require different procedures and verifications.

Therefore, the bank may require you to provide additional information.

While the classic static application form will remain invariable and several back and forth steps may be needed later.

Their use goes beyond data collection. We get into a more detailed explanation below.

A common example for static forms are PDF fillable forms, which users can fill out from any device.

Smart Forms: More than PDF fillable forms

With PDF forms, you run the risk of the user leaving fields blank, missing signatures, calculating numbers incorrectly, not saving the data correctly, and a plethora of data entry issues.

Unlike PDF forms, with smart forms data is managed as data objects. This allows the company to store, distribute, retrieve and overall manage data individually.

Purchase Requisition form automation

This gives users the possibility to:

      • generate documents automatically from data entered, 
      • attach documents to support information entered,
      • create and automate workflows or processes,
      • embed automatic calculations,
      • pull/trigger data from/to third party apps,
      • distribute data automatically, etc.

One of the main benefits of smart forms is that they let you pull data directly from the form and push to third party applications and your database.

This makes distribution much easier, as it saves you a huge amount of time, reduces human error and the need for manual work.

Example: how to use dynamic forms to automate document generation.

Create smart forms in minutes!

What are fillable forms used for?

Because of their dynamic nature, fillable forms guide the user and change according to information previously entered.

Companies are using form builder software to create any type of forms and automate processes such as these.

Onboarding Process and HR

Fillable forms to automate these processes

Employees: You can use smart forms for employee onboarding, time off requests, contract generation, evaluations, branch relocation, asset management, expense reimbursement requests, etc.

Vendors: Gather key vendor information through contact forms, vendor onboarding; new purchase requests, requests and approvals, due diligence, etc Watch this video about digital vendor onboarding for more information.

Clients: Forms are valuable for client onboarding, registration forms, client feedback, marketing efforts, contract creation and any other task that requires input from your customers.

For example: if you are filling out a loan application form, the fields may change depending on the amount of money you are requesting. Since different levels of risk require different procedures and verifications.

Therefore, the bank may require you to provide additional information.

Requests and Claims

create forms to automate requests and claims

Customer support: When you use ready-to-use, custom form templates, your customers can easily use them to reach you in a more timely manner.

Customer requests: Your customers can also put in requests and fill in all the necessary form fields you require. Even out of operative hours. (these forms can be easily embed in your website for easier access)

Explore Virtus Flow Ticketing System

Insurance claims: You can eliminate the need for an initial phone call and simply have your policy holders fill out a form to submit a claim. It can be initiated by the insured filling the claim directly or by your team if you desire it that way.

How to automate your Claims Management process

Employee PTO requests: Smart forms also serve companies internally, as they can use it for PTO requests and other employee needs.
If you have a PTO policy in place you can give automatic approvals (you can apply logic and conditions to your forms that allow you to give automatic approvals or not, if certain criteria is met)

TEMPLATE: PTO Request Template

Maintenance requests: The facility management department can schedule and automate recurrent or non ordinary maintenance and send the request to vendors automatically.

Expense reimbursement requests: Accounting departments find smart forms valuable for expense reimbursement requests as users can fill in all the needed fields to provide key information.

TEMPLATE: Expense Reimbursement Template

Budget approval: Also this process benefits from automated approvals when the amount, reason, etc meets certain criteria.
(all conditions and logic can be determined by you)

Employee requisitions: Pre-built forms make the process for job requisitions much more straightforward.

Learn to automate your processes with Smart Forms!


Create forms to automate applications

Loan application: This process requires a lot of information, so you can’t simply rely on Google forms or another out-of-the-box platform.

Instead, a customizable template will let you add in all the required fields for your prospects to apply for loans in minutes. Learn more about automation for digital lending here.

Explore Virtus Flow Digital Lending solution

Credit application: Much like loan applications, credit applications require certain data that must be provided safely, while also making it easier for the applicant to navigate.

Job application: With smart forms, applicants can submit all the necessary data and make it easier for your recruiters to review.

Benefits application: Smart forms make benefits application much easier as you can ask applicants to only give you the information you need.

Using software to create and manage data

The main goal for using dynamic fillable forms is to better manage information contained in important documents.

Even though the visual and digital aspect of a form can be important, smart forms offer much more than a way to show data visually.

They also help organizations become more efficient and find smarter ways to manage the data contained in incoming forms.

If you’re still using PDF forms, or static forms you’re stuck having to open each form and search for information.

With dynamic forms, however, you can rely on smarter processes that pull and organize the data for you. After which you can pull specific data in seconds.

The outcome is better, clearer, real time view of clients, employees, vendors, prospects, applications, requests, claims and overall work.

Why you need more than free online fillable forms

A free online form builder may be good for very small businesses (10 people max) looking to digitize tasks like calendar booking, survey creation, and basic data input.

However, for companies looking to digitize processes end-to-end, minimize data entry, elevate data integrity, improve visibility across boards, free online forms simply don’t do enough.

Key reasons to stay away from free online or static forms

reasons to avoid free online forms

1- Free web forms may solve the problem of gathering the data from users. But do not solve the problem of how that data is managed internally. This can result in extra manual work, more human error and inaccurate data.

2- Dynamic forms allow you to pre-populate fields, add required fields, and use tools like drop-down menus to make the process much easier. It helps guide the user in the process. Be it internal or external users.

3- You can include conditional logic and mandatory fields on your smart forms. This avoids missing information since the user can’t move to the next field without filling out the items you need.

4- Once the form is filled, with smart forms you can access the data in real time, without having to wait for the user to email it to you. Free online tools do not allow you to manage information from a centralized dashboard.

The 10 Best Software to Create Forms

Now that you know the reasons why smart forms are the best way to capture and manage essential data, and even automate full processes, let’s explore the best software to create forms.

1- Virtus Flow

It’s a No-Code Digital Process Automation platform with which users can automate processes completely code free. We do this through dynamic smart forms and a very powerful and flexible workflow engine.

It is more than just a software to create forms.

It offers digital workflow and document automation features, the possibility to add eSignatures to documents generated through forms, ticket and project management, and out-of-the-box apps.

Features of Virtus Flow dynamic form building software

    • Create and add the logic and conditions that apply to your forms/processes (not a one fits all solution)
    • Drag and drop form builder
    • Go from design to deployment in as little as 10 minutes
    • Extremely easy third party app integration
    • Complete, user friendly and customizable work management dashboard
    • Customize your forms to create same look and feel as your company
    • Embed in your website in seconds
    • Automatically calculated fields
    • Potent no code automation engine that lets you automate even the most intricate processes

How to create forms with Virtus Flow

Choose a process and we will automate it for FREE!

2- Cognito Forms

This powerful form builder lets you collect data, accept payments, and work more efficiently.

3- Zoho Forms

Ideal for teams and approval flows.

4- Jotform

Lets you pick from thousands of templates, add conditional logics, and automate forms.

5- Paperform

Offers thousands of customizable templates and allows for many integrations.

6- Formstack

This platform offers customization through drag-and-drop features.

7- GoFormz

Mobile forms that users can fill out from any device.

8- Typeform

Even though not as robust, Typeform offers templates for many essential business needs.

9- FormAssembly

This intuitive web form creation lets you customize without the need for an IT department.

10- Nintex

With Nintex you can create dynamic forms that support data entry and forms submissions.

Create powerful dynamic forms in minutes!