How to check completed Word forms for missing information
By screenmyform.com · Updated
To check a completed Word form consistently, define the required answers, validate straightforward values and give staff a route for answers that need judgment. This lets you keep a familiar document workflow while making missing information easier to catch.
Define what a complete answer means
Start with the empty form and a few anonymous examples of common problems. For each question, write down what the receiving team needs to continue its work.
An equipment request might require a quantity, delivery location, request reference and intended use. “Delivery location is required” catches a blank answer. “Name the office and give its delivery address” explains what a useful answer contains.
Remove checks that have no clear purpose. If a field is optional or a legitimate exception exists, say so in the form instructions and in the review checklist.
Separate exact checks from judgment
| Check | Example requirement | Review approach |
|---|---|---|
| Missing answer | Quantity must be present | Required-answer check |
| Number limit | Quantity must be between 1 and 50 | Exact numeric check against the agreed limit |
| Date relationship | Delivery must be on or after the request date | Review the two answers together using guidance; inspect exceptions |
| Useful explanation | Intended use must identify the team and work being supported | Interpret the answer in context, with human review when needed |
The example limits above are invented. Replace them with the rules your process owner has agreed.
In screenmyform.com, exact date limits use a fixed earliest or latest date. A relationship between two answers belongs in your plain-language guidance and needs representative examples to check its behaviour.
Reading a document and checking its answers are also separate tasks. A check cannot be reliable if the answer was not read correctly. Staff need to inspect the original file when extraction is uncertain, and should try unusual layouts as well as the usual template.
Give a useful result
A complete submission can proceed to the team's substantive review. A returned document needs specific corrections, such as “Quantity is blank. Enter the number of items required.” If the file cannot be read reliably or the case needs interpretation, send it to a person.
Passing the document checks does not approve the request. Make the distinction visible in the result so senders know what happens next. Tell them where to return a corrected version and whom to contact about an exception.
Set up a first document check
- Choose one form with frequent correction work and a named process owner.
- Upload its template or a problematic example to screenmyform.com.
- Review the questions and add the required answers, limits and plain-language guidance.
- Try complete, incomplete and ambiguous examples and inspect their results.
- Publish the submission route when the requirements and feedback are useful.
screenmyform.com supports .docx and .pdf files up to 10 MB. PDFs of up to 10 pages can be checked automatically; longer PDF submissions go to human review. Check the current file support FAQ before choosing your pilot documents.
If documents arrive by email, plan the receipt and correction journey using the shared inbox guide.