Form design
Our data capture systems automate the entire process of collecting, evaluating, validating, and storing form data. It can help you create forms, distribute them, and automatically evaluate the returned data. After interpreting the results, the system will export the information to a database so that it can be used by your organisation immediately.
Existing data capture form design
We recommend designing forms in the data capture software to improve the robustness of identification, handprint recognition and processing speed later in the process. However, if you prefer, you can scan existing paper based data capture forms and overlay the structure on top to allow the system to capture your existing designs.
New data collection forms and surveys
A structured form template improves the processing of the scanned data capture form, reduces manual intervention, and increases capture rates. It can utilise page furniture such as cornerstones and identifying barcodes to improve recognition, whilst constrained-print fields capture human hand-print in the most efficient way.
Design data collection forms
A drag-and-drop form designer (see Figure 1) provides an object library of fields, components, and graphics to quickly build new form templates. An intuitive user interface allows you to design data capture forms in a variety of styles.
Powerful features allow you to setup data entry fields to capture data from paper forms, perform lookups, enforce data validation rules, and set-up automatic exports. You can define image zones, pre-fill fields and setup automatic page linking.
You can even add your logo, change the fonts, and use your corporate colours to match brand guidelines.
Form merging and distribution
Once form templates are created, information from a database may need to be merged with fields on the form prior to distribution via PDF, print, fax, or eMail. Common examples include:
- Printing sequential tracking numbers or barcodes on forms to track forms sent to and returned by participants
- Barcoding multi-page forms to link pages together, even if pages become mixed up
- Pre-filling address labels or header information on a form
- Create a PDF containing the data captured from a paper copy to act as a receipt confirmation
- Personalise forms with relevant information e.g. candidate name, school, and DOB on an exam paper
Once the data has been merged, the data capture forms are automatically faxed, eMailed, or printed for manual posting to recipients.
Optimising data capture forms for scanning
A well-designed structured form template improves the processing of the scanned form and reduces manual intervention and increases capture rates.
Structured form template refers to the consistency of objects on a template. Most templates are highly structured with form ID blocks and data entry fields are in the same place on every copy of the form. For example, one “timesheet” will have the same structure as every other “timesheet”, even though the data entry fields contain different values.
Choice fields
Choice fields can accept a single choice (e.g. yes or no) or multiple choices (e.g. select all that apply).
Choice fields offer an array of different styles including bubbles, boxes, underlines, responses and brackets for the recipient to mark.
Cornerstones
Cornerstones will assist with page alignment, de-skewing images and adjusting for print or scan size variations.
Constrained print fields
Handwriting is most effectively read by ICR (Intelligent Character Recognition) technology when it is laid out in a constrained print field, with one character per box.
Constrained print fields can gather data such as names, dates, and numeric figures. The boxes act as guides for the person filling out the form, ensuring clear, readable handwriting is used.
Capture zones
Capture Zones are typically used to capture blocks of cursive handwriting or other unquantifiable data. They are presented to the operator to allow high-speed coding or re-keying of the content. Advanced features, such as mark identification or predictive typing, help speed up this process.
Image zones
Image zones can capture machine-print text, barcodes and pictures. This element is often used to capture printed address labels, barcodes or provide images of handwritten comments.
Form identification block
Form identification blocks help with page rotation (where the sheet is scanned upside down) and answer sheet identification for reconciliation. It will also help with version control should future versions of the form need to be used in parallel with older but very similar forms.
Barcode
TeleForm can recognise all standard barcode types, including 2D matrix barcodes. These can be added to your form to identify respondents.
Unconstrained Likert scales
An unconstrained Likert scale (named after Rensis Likert) can be used to allow respondents to provide a rating or response without subconscious bias caused by limiting ratings to pre-defined values within a range.
Case studies
Racing to School reduced manual administration by 75% by automating the collection and processing of post-event surveys using TeleForm.
Following an OJEU tender process, the British Council commissioned Civica as the prime contractor to deliver an on-screen marking (OSM) solution to mark up to 5 million ‘pen and paper’ IELTS tests each year.
As part of the agreement, Civica appointed ePC as its sub-contractor for the script capture, processing and verification work.
NEXT Distribution automated the weekly processing of its productivity bonus scheme timesheets for 4,500 employees across six UK distribution centres. The TeleForm-based solution saved two days of processing time every week – approximately 750 hours a year.
Cambridge English automated paper-based assessments with an exam processing and on-screen marking system, supporting the processing of millions of assessments each year.
Related products
ePartner Consulting combines decades of technical expertise with the best technology solutions to meet your business needs and provide robust solutions.
TeleForm automatically captures and indexes data and images from any form type, using handprint (ICR), machine print (OCR) and checkbox (OMR) recognition technology, ready for export to a database.
ABBYY FlexiCapture is a powerful data capture solution for extracting information from structured, semi-structured and unstructured documents for export into backend applications and archiving.
eForm Suite by Electric Paper extends your TeleForm software with the ability to create fillable PDF forms and HTML forms (eForms) and process them with your paper documents.