Web forms and the document management system now speak the same language in Súdwest-Fryslân
Many municipalities connect their web forms directly to a document management system. WeAreFrank! has developed a module especially for this application. In this case, we show how we created a new link between the Kodision web forms application and the Corsa document management system for the municipality of Súdwest-Fryslân.
The applications were connected to each other by the municipality itself using .NET. Although this solution worked, the municipality of Súdwest-Fryslân needed a solution that meets the requirements of today and the standards for Common Ground.
Based on its innovative Frank!Framework, WeAreFrank! developed the Web Forms Processor together with the municipality of Súdwest-Fryslân. In this module, you can easily link the data between the two applications. On the dashboard, you can see immediately if a link does not work. Furthermore, this solution gives the municipality the freedom to more easily switch document management or web forms systems in the future, or to connect other applications.
The driving force behind this project
Súdwest-Fryslân had several reasons to develop the Web Forms Processor. Eduard Witteveen, Information Management and Innovation Advisor at the municipality, was the original developer of the .NET connection. He initiated this change. As an experienced professional, he saw that such a connection could no longer depend on one person. There was a need for a manageable and user-friendly system.
With the .NET solution, the municipality was dependent on a programmer for every minor malfunction. This was not only inefficient, but sometimes caused delays in the processing of web forms. This could even lead to delays in the municipality's services.
With the WeAreFrank! solution, a functional manager of the municipality can create and repair connections without extensive technical knowledge. The WeAreFrank! dashboard provides insight into how many messages pass through the application. If certain data does not come through, the functional manager can immediately sound the alarm.
Finally, the municipality of Súdwest-Fryslân wanted a solution that would also be easy to adapt to new technologies and systems in the future, should they ever want to replace Kodision or Corsa.
The Web Forms Processor
The municipality of Súdwest-Fryslân already had experience with the Frank!Framework, the integration platform of WeAreFrank!, and they like it. So, it was not surprising that they asked WeAreFrank! to develop the Web Forms Processor.
Jaco de Groot of WeAreFrank! recalls: “When developing the Web Forms Processor, it was important to take flexibility as a starting point. The intention was of course that the solution would work for the current systems, Kodision and Corsa, but with a small adjustment it could also be used for other systems. Thus, if a municipality uses Corsa, but a different tool for creating web forms, they only have to adjust that specific part of the Web Forms Processor.”
Another important point, the improved insight into the data flows, has also been addressed: “Unlike the .NET solution, the Web Forms Processor offers functional administrators the possibility to actively manage and monitor data flows. They are therefore less dependent on programmers and can respond to errors or problems themselves.”
Smooth connection
For the municipality of Súdwest-Fryslân, connecting Kodision (the system for creating web forms) with Corsa (the document management system) was very important, but during this process they also encountered specific technical challenges. As Jaco explains, “One of the biggest challenges was aligning the way Corsa handles data processing: this is done in sessions. All data must be supplied in one session. As a result, the Web Forms Processor had to be designed in such a way that every incoming request was processed correctly within the session structure of Corsa. That was quite a puzzle.” He continues: “Without Eduard's input, specifications and insights, we would not have been able to build the Web Forms Processor so well.”
Iterative testing and improvement
After the implementation of the Web Forms Processor in a test environment, the integration process began. “We tackled that iteratively,” says Jaco. “During each test phase, small errors came to light and we were able to implement improvements. This approach ensured that the final implementation in the production environment went smoothly and without any major problems.”
A seamless user experience was important: not only for the citizens who submitted forms, but also for the functional managers.
During development, WeAreFrank! also took future changes or extensions into account. “The Web Forms Processor is designed in such a way that the municipality is not tied to one specific system or technology. This is not only useful for them, but also for other municipalities that want to use the Web Forms Processor. For example, if they use Corsa, but a different web form generator than Kodision, they only have to adjust that part of the Web Forms Processor. And that saves them a lot of time and money,” Jaco adds.
Common Ground
The Web Forms Processor fits in seamlessly with the principles of Common Ground. Jaco explains: “The Web Forms Processor is completely open-source and is simply included in the repository on GitHub. This makes it easy for other municipalities to use this system and adapt it to their needs. This reusability by others and the scalability and flexibility of the component are also completely in line with the Common Ground principles.”
Want to get started with the Web Forms Processor yourself?
Jaco acknowledges that the development of the Web Forms Processor is an ongoing process: “The component is not yet so generic that you could connect it to another system without any adjustments. But the idea is that we will increasingly build in support for other front-end applications.”
If you'd like to get started with the Web Forms Processor yourself, contact Eduard from the municipality of Súdwest-Fryslân. Of course, you can also contact us! We are open to collaboration and are happy to offer you support in the implementation process!
