A government department’s recruitment team needed a smarter way to implement and manage forms with complex approval workflows. By working with Snapforms, they digitised their processes, automated approvals, and significantly improved efficiency.
The recruitment team transformed its approval process for its digital forms using Snapforms, replacing slow, manual workflows with an automated system.
The team built dynamic forms that automatically routed requests to the correct approvers, reducing inefficiencies and improving accuracy.
Consolidating forms and automating approvals drastically reduced processing times—from weeks to days.
The team continues to expand its use of Snapforms, integrating more processes and refining workflows for greater efficiency.
Transforming Complex Approval Workflows with Snapforms
Recruiters know firsthand the whirlwind involved in organisational approval processes.
A recruitment team in a government department needed a solution to digitise its forms—but more importantly, to streamline its increasingly complex approval workflows.
“We were working with forms that were so complex, they involved multiple people from different areas. Some forms needed approval from 13 people before anything could be finalised,” said a department representative.
Digital Transformation
The team was referred to Snapforms by another area in their division to digitise their forms with approval workflows. Using Snapforms, they built custom forms that automatically routed submissions to the correct person for approval, saving significant time.
By creating a dynamic, rules-based system, Snapforms enabled our team to streamline our approval processes.
“The system was user-friendly. It’s just a matter of having a play with it and being clear about what you want to achieve. There was a lot of trial and error at the beginning,” explained the representative. “We just jumped in and figured it out as we went along.”
Snapforms allowed the team to design forms that could adapt to different scenarios, reducing the need for manual input.
“The ability to customise the forms to suit each area’s needs was a huge benefit. It made the process a lot more efficient and tailored to our requirements.”
Overcoming Hurdles to Achieve the Best Results
While the digital transformation wasn’t without challenges—such as learning the platform and testing workflows—the team was determined to make it work.
One of the biggest challenges was accounting for approval needs between teams.
“Some forms were very complex. For example, one area of our department has a commissioner who must approve requests, while other areas do not. We needed a form that could dynamically adjust based on where the request originated. If it came from a team requiring commissioner approval, it had to go through that extra step. If it came from another team, it needed to bypass that step and proceed directly to the next delegate,” the representative explained.
This meant the team had to build logic into the form—essentially creating smart rules that directed each request through the correct approval path automatically, without manual intervention.
Initially, setting up these rules was a challenge. However, with the flexibility of Snapforms and collaboration with the support team, they successfully implemented the necessary conditional logic.
“When we asked for a workflow addition or adjustment, the Snapforms support team worked with their engineers to make it happen. That kind of responsiveness really made a difference for us.”
“Once we figured out how to structure the workflows correctly, the forms and their approval processes ran smoothly.”
The team also collaborated internally to refine the process.
“We worked closely with our colleagues to test the workflows and ensure the logic behind the forms was sound. It was a learning curve, but once we got the hang of it, things improved dramatically.”
Greater Efficiency and Time Savings
The transition to Snapforms had a significant impact on efficiency. By automating workflows and reducing manual intervention, the recruitment team saved time and improved approval speed.
“We were able to consolidate nine forms into six, which was a massive time saver. What used to take weeks now takes days,” shared the representative.
Our workflows have become much more sophisticated. It’s no longer just about filling out a form; it’s a fully integrated, digital process.
The new system also provided real-time updates and improved transparency.
“We were able to track the progress of each request, know exactly where it was in the approval chain, and send reports directly to the relevant delegates. It’s made the entire process more transparent.”
Future Evolution
While the team is satisfied with the impact of Snapforms, they continue to look for ways to evolve their processes.
“We’re not done yet. We’re still developing more forms and integrating more of our processes into Snapforms. The potential is huge.”
When asked what advice they would give to other teams considering Snapforms, the department representative shared:
“Be prepared to invest time in understanding the system and testing your forms. It’s a short-term challenge for long-term gains. But once you get the hang of it, it’s incredibly powerful.”
I’ve already recommended Snapforms to colleagues looking for a better way to manage forms and approval workflows. It’s hands down the best option for us.
If your organisation is still enduring complex approvals with manual processes, it’s time to make the switch. Snapforms makes it easy to digitise forms, automate approvals, and improve efficiency—saving your team valuable time and effort.
Start your digital transformation today. Contact Snapforms now to see how we can help!
