File and Data Sharing

A guide to web forms

by Egress
Published on 16th Jun 2020

What is a web form?

A web form allows visitors to your website to enter data, including personal information, that’s then collected by a server for processing. Web forms can be very simple (for instance, a space to provide a contact email for a newsletter) or very complex, and can be tailored for almost any data entry need.

What can I use web forms for?

Web forms are a versatile mechanism of data collection technology. They can be used for many things and can be easily customised to suit your requirements.

One of the primary uses of web forms is the collection and management of information. This can range from personal contact details to specific order requests and can incorporate large files and multimedia.

A customised web form could be used to collect images or video files from citizens or service users. An example of this using an Egress Secure web form is Operation Snap, an initiative developed by the Welsh police to enable members of the public to upload clips and still images of dangerous drivers captured on smartphones or helmet, bar and dash cameras.

Web forms can also collect purchasing information and customer orders from your website visitors. A web form can give your potential customers the space to make specific requests or provide additional information necessary to complete their order. A web form can provide potential revenue opportunities and a space to grow your business. Well-designed web forms will help your organisation transform casual website visitors into potential clients, account-holders, subscribers or customers.

Using integrations such as Salesforce, web forms can also be used to keep track of pipeline. You’ll also be able to understand customer journeys and what drives potential clients into interacting with your brand.

Once information is collected from a web form, it’s stored until you’re ready to review and analyse it. A well-constructed web form will give you clear, organised and applicable data that you’re then able to use to help you generate leads, expand your customer base or tailor your next campaign.

Is there a file upload limit for web forms?

With most web forms you’ll often be restricted on the maximum size of files that you’re able to upload. However, with an Egress Secure Web Form there’s no limit. You’re able to upload large, multimedia files including image files, video recordings, graphics and files for CAD/CAM.

Of course, if there’s any specific file types you don’t want to be uploaded through your web form, you’re able to restrict them at any point.

Because it’s an Egress system, you can also have confidence that your secure web forms are protected in transit with AES-256 bit encryption.

How are web forms created?

When building your web form, it’s important to consider exactly the purpose you’re collecting information for. If you make your web form too simple, you might not get all the information you require. Conversely, if it’s too complex, visitors to your site might be less likely to complete the web form.

Start your web form planning process by mapping all the information you need to specific fields that can be built into the web form. You’ll also be able to design fields that respond to choices made as users fill in your web form. For instance, you’d be able to ask further questions to all respondents who answered ‘Yes’ to a field earlier.

Egress takes this into account when building your web form. They’ll work with you to ensure it’s correctly customised and tailored to collect the information you require. That can include all the standard contact information and also be expanded to enable the sharing of large multimedia files.

Will the data in my web form be kept secure?

Web forms frequently collect information that might be considered private or sensitive, so web form security is something to be taken seriously, both for your business and for your clients and their data. Any information collected via the fields or file upload functionality on an Egress web form is automatically encrypted while it’s transmitted to your organisation, keeping it secure.

Egress web forms also carefully scan any files that are uploaded to protect your systems from potential malware threats or viruses via integration with best-in-class anti-virus software.

When integrated with Egress Secure Workspace, Egress web forms can send information to a secure storage zone to protect data collected, ensuring that it’s safe for your analysis. In this way they can act as a form of data quarantine, protecting your systems from external attacks.

What are the other benefits of choosing Egress?

As well as making your web forms secure and user-friendly, Egress ensures a fast and straightforward production procedure. We can even go from initial consultation and conception to fully-produced web forms in just a matter of days.

Unlike other web form producers, Egress don’t charge you for edits made to your forms – even months after initial production. Our flexible platform also means you’re able to add fields that include multimedia and large files, giving you the freedom to securely collect the information you need.

Egress is also able to customise your web form to seamlessly carry your organisation’s branding or design style. This helps ensure that your web form looks and feels professional as well as operating smoothly.

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