Here to Help: Implementing Top Form Features and Integrations for your IT Team

Written by Jessica Haas on August 10, 2016

Posted in Here to Help, IT + Security

“Here to Help” is a support column written especially for Formstack’s awesome, loyal customers.

Picture this:

Becky from HR has just messaged you saying her computer is frozen. Not five minutes before, Paul from Sales sent in a request saying his account password needs to be reset. You have a stack of asset paperwork to rifle through for the three new hires, and your colleague just mentioned that he needs access to one of your servers to fix a customer bug.

Sound familiar?

Working in the IT field can be tough with all the demands thrown at you, but wading through the madness can be easy if you use a good online data management system. Using a robust online form builder like Formstack can save you some major time on IT processes. You just need to implement a few key form features and integrations to get started.

In this post, I’ll walk you through some of our most popular IT solutions and how to set them up for your team.

Let’s get started!

1) Approval Workflow

Managing user access requests can consistently be one of the most time-consuming aspects of your day. Automating your user permissions process with a feature like Approval Workflow can open up a lot more time for you to manage more important tasks. With this handy feature, your IT team can standardize processes by setting up specific approvers for different form submissions.

For example, an IT manager can be set as an approver for submissions on a server access request form. That IT manager will be automatically notified via email when his or her approval is needed on a submission (i.e., when he or she needs to give someone approval to access the server).

Approval workflow IT solution

To implement Approval Workflow, all you need to do is go to Settings > Approvals and enter the email address of the individual you would like to add as an approver. When an approver has been added to a form, you may also include logic for that approver that dictates under which circumstances he or she will be required to approve submissions.

Learn more about setting up Approval Workflow.

2) Integrations

IT forms are just the beginning. You can accomplish loads of other tasks by simply integrating your service request forms or bug trackers with the other apps you already use. Connect your service request form to a help desk app like Zendesk to quickly set up support tickets and route them to the appropriate colleagues. You can also use data from demo requests and feedback forms to instantly update customer information in CRMs like Salesforce.

But you don’t have to limit yourself to just the pre-made integrations. Access Formstack resources and set up your own custom integrations with the Formstack API and Webhooks. Or, use platforms like Zapier to integrate with hundreds of other apps.

Setting up integrations with Formstack is easy. Just follow these steps:

1. Go to Settings > Integrations Hub.

online forms integrations for IT

2. Choose the specific integration type you want, like “Help Desk” or “Customer Relationship Management.”

3. Click “Add” for the integration you’d like to set up and follow the in-app instructions to connect the app to your IT form.

3) Data Routing

data routing IT forms

The hardware and software used at your company can present some significant business costs if not handled well. Keep those costs down by tracking company assets online with IT forms. Formstack’s Data Routing feature can help you make sure information on company-issued laptops, printers, and cell phones goes to the right team members. All you need to do is set up submissions to route to the right colleague for review and approval. To make the process even easier, you can also use Electronic Signature fields to get acknowledgement from employees on required care and maintenance.

Learn more about Data Routing.

4) Security

Setting up security for IT forms

Since you’re handling so much sensitive information on a daily basis, it’s vital that you protect the transfer of that data through your IT forms. Formstack has multiple levels of protection, including 256-Bit SSL, data encryption, PGP email encryption, password protection, and Invisible reCAPTCHA. Once you encrypt your form data, not even Formstack can access your information.

Setting up security with Formstack just takes a few clicks. Check out this video to learn more.

IT service management is easy with just a few handy tools at your disposal. Want more ideas on how to use Formstack for your IT department? Click below to learn about the Formstack IT solutions that companies like Uber and Netflix use and love.