Best way to create form and collect data?

[Keith]

We want to create a warranty form for our dealers to fill out. We want to
approach this as simply as we can. We want them to be able to access a file
that downloads to their computer which they can fill out and email back to
us. This form needs to be able to allow us to edit the claim form as well
when we receive it and then we want to be able to email the file back. (This
is the most straightforward method we can think of-- any other better
approach?)

Do we use an Excel form or another Office application such as Word or
Access? I know we can also create an ONLINE Excel form. But can it be used
as described above and be saved onto our respective computers for filing
purposes?

We are not programmers here at present, just learning Access. Eventually we
will also want to have the capability to collect the data from the forms and
place the info into our database.

We have a website on which we could place a database to hold the data. But
I don't know how techy this is to accomplish. Also wouldn't know how to get
the database info from website database to company Access database. Or can
we just import an Excel list from the form into the database?

Before we head down the wrong road, I would appreciate any insight you could
give on what you would think would be the easiest and best method to
electronically accept warranty claims from our customers and reply back
electronically with their information.

Any insight would be appreciated.

 

[Kooster]

IMHO it should be an online application, no email. If Excel is your preferred
platform, then I would recommend you consider this: http://tracker.jot.com/
Other options would be for them to access a secure database on a server via a
Web interface (form); doing so would allow you and your dealer to interact
with the same data. You as an intranet and their use as an extranet
application. Just make sure to provision security levels. And, any form you
create should be multiuse with choices for other related applications, i.e.,
warranty registration, warranty claim, etc. Using a database will also allow
you to do reporting of stats on the reg, sold items, claims, etc. BTW - Why
isn't this being tied to your ERP in some fashion? You could perform lookups
that would populate the form; doing so improves accuracy and reduces the
amount of time to complete the form.

_ PJK _

 

[Keith]

Thanks for your input. I looked at tracker.jot, very interesting, and will
probably use for other purposes later, but don't think this is what we are
looking for now.

We are using an MRP program, but not currently tying it to the after-sale
info. For that we have set up an Access database. Since the products we
sell are approx $25,000 each and we only sell about 150 per year, we don't
have too much extra effort into populating the additional database.

Our webmaster has told us that it would cost about $1500 to set up an
on-line form for us and we are just wanting to not invest that at this point
for the warranty claim forms.

We also want to allow the dealer and ourselves to save each Claim Form in
our hard drives for future reference. Would that be possible with on-line
claim forms?

Can you see any reason why having our dealers download a claim form
template, filling it out and emailing it to us wouldn't work?

 

[Kooster]

I can think of a number of reasons that email is a less attractive option.
Starting with ensuring it arrives, security and privacy of information,
version and change control of the form data (i.e., which is the last edited
copy), firewall blocks it, time delay if the recipients are absent, etc.

$1500 sounds high for a simple form and stored data; but, I don't have
enough detail to comment on that properly (and in fairness to those who have
to do the work). When we build Web forms for clients, they seem to grow
exponentially in requirements like a home remodel...

MS-Access could seamlessly tie into your MRP and populate tables. From there
you could have a new "view" table that would only show the data you need for
the dealer (while you could enter some info that is related, but not
necessary for them to see).

If you are not acting on the data to any degree, MS-Word forms may be the
better choice if you prefer not to use MS-Access. Use pull-down choices as
much as possible to ensure data validation and consistent entries, e.g.,
spelling errors, or product codes.

Frankly, you could probably go with a paper-based form that gets fax'd back
to you, then scan and store it on a drive with a meaningful file name, e.g.,
dealer code_product code_date string_version number.

_ PJK _