The work of a doctor is very different from that of a contractor, or the work of a travel agent to that of a lawyer; but there is something all these jobs have in common: data collection. Whether it is data of a person, or data regarding products and logs, the question remains: what can we do to make their workflows simpler?

Trouble tends to come from the mundane and necessary tasks, like faulty inventory cataloging that leads to confusion in the charts which escalates into spending more time on trying to make it right; yet it feels completely unavoidable since the tasks must be done.

And while we are on the path to recovery with vaccinations going in full force, we aren’t safe enough to scrap down all the barriers. Doctors, practices, and hospitals continue to be overwhelmed with work, and that’s not counting administrative tasks.

The Emailmeform team has put their minds together for a solution free of unnecessary overcomplications. Introducing Emailmeform’s Smart Workflows Tool – giving you the time and confidence to focus on what matters.

Top features in Emailmeform’s Smart Workflows toolkit

Emailmeform’s Smart Workflows feature was designed with both utility and simplicity in mind, collecting all the uses into one multifunctional tool - QR codes. As with many things, it may seem daunting at first, so let’s take a look at the various use cases to make your transition smoother.

The feature’s primary focus is reducing the need for direct contact. You can scan a QR Code with your smart device which can redirect you to a link, a form or specific information, allowing you to set up your QR code to match your individual needs.

QR codes are included in Emailmeform’s compliance plans, giving you peace of mind in knowing that all your collected data is secure under our rigorous online safety measures.

1. Quick Links

Our first example is using a QR code to be redirected to a specific link or form. Once you have created your form a unique QR code will be generated. This code will act in the same capacity as a form link, allowing you to scan it and be taken to the form page directly; an excellent tool for the social distancing measures still in place.

Eliminate unnecessary contact by reducing the number of tasks a person is needed to perform. If the prerequisite to an appointment, meeting, or event is registration, bypass the need for face-to-face interaction by instead linking an online registration form to a QR code. Just put it up in an easily accessible place on your premises or online and let your attendees register from a distance.

You will receive all the entries submitted to your form without any direct contact, reducing individual risk and the time spent on this task.

2. Unique Identification

While all of this is great on paper, you must be wondering – what is the point of using a QR code to identify specific information if I can just retrieve it from a form anyway?

We previously mentioned that the smart workflows tool was designed with utility in mind, specifically as a contactless solution with ease of access. This includes ID verification, location check-in and much more. Here’s how it works.

If you want to use QR codes to quickly and effectively catalog inventory, it’s as simple as registering the specific items you need to take stock of, then scanning their codes to quickly and accurately import them into your form.

First thing’s first, make a form that tailors to your needs. If you want to make a product registration form, fill in all information relevant to the product, such as name, batch, delivery date and so on. Save your form and go into the autoresponder feature to write a custom message. The custom message section allows you to create a unique QR code for every entry your form receives using dynamic tokens, which will be e-mailed to you with every new submission. The dynamic tokens let you select any field inside your form, which could be the product name or batch number, and will automatically convert that information into a QR code identifying the product.

Now, all you need to do is create an inventory form with a QR scanner field inside of it, et voilà! Open the form, scan the product’s unique QR code and it will automatically log that item.

3. Location Check-in for Contact Tracing

Now that we’ve explained the various use cases and how they work, it’s finally time to touch on the main feature: contact tracing.

Once your users have registered their information and received a special QR code, the use cases are endless depending on what industry you work in. Let’s take the current pandemic as an example; while some people are forced to isolate, different countries have different isolation restrictions. In some cases, only being allowed to go to the necessity store closest to your home, or being able to take walks within a certain mile radius. In others, visiting specific hospitals or government locations, should the need arise. But while these restrictions exist on paper, monitoring every individual’s actions far exceeds the resources available to any government or regulatory authority.

Create identification codes for designated locations, encouraging self-isolating users to scan their personal QR codes and location QR codes when abiding by your set guidelines. Promote peace of mind for your town or city, while also eliminating the risk of further spreading the virus.


However, while this feature can work on such a large scale, it performs equally well for smaller use. From business owners to volunteer crew, from schools to hospitals, hobbyists to professionals - QR codes can be shaped to suit your personal needs, whether it’s keeping headcount or tracking project progress.

Advantages of Smart Workflows

If you simply don’t have the time to read through all of that, or you’ve skimmed through, here’s a summary of what you need to know, and what the smart workflows tool can do for you.

  1. Seamless linking to your forms or pages both in person and online;
  2. Simplified workflows by creating unique identification item logging and inventory;
  3. Contactless & online registration and contract signing, even for sensitive data;
  4. Create unique and personal identification codes;
  5. Contact tracing on any scale.

Help Guides

The broad range of use for Emailmeform’s QR codes might appear daunting, and you may be wondering whether this is useful for you, let alone worth the time spent learning how to use it. You’ll be pleased to know that, like most Emailmeform features, not only are QR codes intuitive and easy to use, but accompanied with guides and tips.

Learn about using the tool in our knowledge base.

If at any point you feel uncertain or are in need of assistance, reach out to our customer support team that will help guide you through whatever query you have.

Simplify your processes Create contactless workflows

Author Laura Reali

Laura Reali

Laura is a content writer with a love for fantasy fiction and a stylist interest in fashion. If she isn't reading, you'll probably find her rearranging a fully black and white wardrobe.

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