The Requirement
Process Digitization & Optimization
The Process Digitization project for the Baden-Württemberg Chamber of Architects aimed to transition the existing, often extensive member applications to a fully digital workflow. Until now, the need for case-specific supplementary data and supporting documents frequently led to incorrect entries, which significantly increased processing time.
The new digital applications are transmitted directly in the target format to the internally used ERP system, Microsoft Dynamics 365 Business Central (Navision BC). Caseworkers now only need to validate the incoming data rather than manually re-enter it.
In the long term, all PDF applications are to be offered as web-based forms to minimize incorrect entries as much as possible. The objective is to reduce waiting times for applicants and form users while simultaneously relieving the workload of reviewers. Iterative validations and structural guidelines will serve as the foundation to effectively achieve these goals. At the same time, common form issues – such as too many conditional scenarios – must be avoided without excluding any relevant cases.
Digital forms
The key to digitizing the applications lay in defining and implementing meaningful validations and intelligently linking the data. Previously, form data had to be reprocessed in the backend, mapped to the data model, and then transmitted to Navision. The large number of validation points significantly increased error rates and maintenance effort. With the new automatic detection of incorrectly completed fields, the error rate can now be reduced to a minimum. Additionally, the direct reference to the field definitions in the ERP system enables the automatic adoption of properties such as field length and required fields. As a result, incorrectly configured fields become immediately visible, allowing users to correct their entries without involving a caseworker.
Applications can now also be saved online as a draft or supplemented even after submission. This ensures that any errors not previously captured can be corrected with minimal effort. To reduce such cases in advance, known master data is prefilled during the application process, and contextual help texts are displayed directly in the form. Notably, although there are more than 400 conditional input fields, only a fraction is shown depending on the selected case. This keeps the form clear and easy to navigate while still covering all scenarios comprehensively.
This structured data collection ensures that all relevant information is transferred completely and consistently into the ERP system via the interface.
The new forms are also based on a declarative definition. Structure and logic are clearly described, creating a clean separation between presentation and backend processing. This allows changes to forms or processes to be implemented more quickly without requiring code adjustments. The system remains flexible, scalable, and easier to maintain.
Direct Mapping in the Form Schema
With the direct integration into Navision, the previously required data model and mapping logic on the web side are no longer needed. Instead, the assignment of form fields is configured directly within the form schema. Each field is linked to its corresponding Navision field using specific attributes. Validations – such as text length or required fields – are dynamically inherited from the ERP system. This reduces maintenance effort and ensures that changes made in Navision automatically take effect in the forms.
Handling Special Cases
In the past, special cases and custom form logic often had to be implemented via hooks and JavaScript on the frontend. This resulted in complex, hard-to-maintain code and significantly increased the risk of errors.
In the new system, frequently recurring special cases – such as conditional visibility or advanced validations – have been implemented as standalone features within the framework. The logic is managed centrally and remains consistently reusable. Form sections and fields can therefore be adapted or displayed dynamically depending on the context.
The Success
Reduction of Effort & Increase in Practicability
By digitizing its applications, the Baden-Württemberg Chamber of Architects sets entirely new standards. For applicants, the entire process is now easier and more flexible than ever. Applications can be completed at an individual pace, while missing information or documents can be submitted at any time. Applicants with a member account who create new forms automatically receive prefilled data from previous applications, while users without an account still benefit from quick access to the digital forms. For caseworkers, the effort required for correcting and transferring applications is significantly reduced. Applicants, in turn, benefit from shorter processing times and receive active guidance to ensure a formally correct submission.
Furthermore, forms can be extended or updated at any time – without any programming skills. This combination of flexibility, efficiency, and user-friendliness makes the system developed by Frank und Freunde uniquely effective and highly efficient.
Customer
Baden-Württemberg Chamber of Architects
Target Group
Architects, urban planners, architectural firms, members and all other applicants
Tech Facts
Complex mapping of form sections and fields to various ERP data models.
New configuration of data mappings and validation
Extensive number of fields, different mandatory fields depending on the case.
Extension of the existing form framework: based on previous experience and challenges
Glossary
Microsoft Navision Business Central: Cloud-based ERP software from Microsoft that supports companies with financial, sales and warehouse processes.
Form schema: Defined structure that specifies how a form is structured and which data fields it contains.
Odata: A standardized protocol for retrieving and editing data via web services.