Case Study
Recordsforce Cloud
Web Forms
Details
Industry: Education
A university’s financial aid office transformed its slow, paper-heavy submission process by implementing smart web forms. By adding real-time data validation against existing student records, the new digital form ensured accurate, expected submissions tied to the correct student account. The result was a fully paperless workflow that reduced errors, sped up processing, and greatly improved the experience for both students and staff.
Analyzing The Problem
A university’s financial aid office was relying heavily on paper-based forms to collect student records. This manual process required students to print, fill out, and physically submit documents, which staff then had to sort, review, and file. The system was slow, prone to data entry errors, and often resulted in incomplete or mismatched submissions. Staff frequently had to track down students for missing information or clarification, creating backlogs and delaying aid processing.
Creating A Customized Solution
To modernize the process, the university implemented a student-facing web form through Recordsforce Cloud as part of its digital transformation efforts. A significant enhancement was added to this form: real-time verification of submitted information against existing student records. This meant only valid, expected submissions would be accepted, helping ensure accuracy and automatically associating each form with the correct student data.
By replacing physical paperwork with digital forms accessible from any device, the university eliminated the need for printing, scanning, and manual filing. Staff could now manage submissions digitally from start to finish.
Instant Results
The shift from a paper-heavy system to a fully digital, paperless process brought immediate benefits:
- Reduced errors and delays through real-time data validation
- Faster processing times with instant digital submission, alerts and review
- Improved student experience by eliminating the need for printing or in-person drop-offs
- Enhanced data integrity with cleaner, validated inputs directly tied to student records
- Less administrative overhead with no physical forms to sort, scan, or store
The university’s financial aid process is now more efficient, more accurate, and better equipped to support students in a hybrid or remote environment.