My team handles statistical and report requests and currently receive those requests by regular email, phone, or internal chat. We have a database where we then transcribe it to a form in a database where we can track the work and categorize our work.
We would like to 'train' our customers to fill out the form, thus eliminating one or two steps in the process, and avoid things getting 'lost' and not followed up on promptly.
I would like input/advice on the best way to deliver the form to them. Many have literally dozens of databases on their workspace and I'm sure would simply ignore a request to enter directly in the database simply because they are busy and don't want to search for it.
I would like to know if either of these is possible:
Put a doclink to a new request form in the signature of my regular email, so I can 'reply' to them with the link, asking them to click and fill it out? The only options I see in the signature setup is HTML or text - but I'm wondering if something can be done programattically.
Can I email them with the request form embedded directly in the email, so that when they fill it out save it (appropriate programming behind the save button), it saves directly to the database and doesn't have to be emailed back?
Finally, they will have a view of their open requests. I anticipate back and forth questions will happen for clarification and change requests, so I will have to provide a way for that, and have any edits to the original request appear as children.
Anyone have any other ideas?