Digitalisepaper-based forms
& processes
GreenForm is a web-based capture solution which digitalises paper-based business processes. The solution offers digital web forms that not only deliver all the features of desktop version but brings the product to the web and mobile environments.
Introducing GreenForm Nova
Business process management on a document management foundation
Proven process automation, built on documents you can trust.
Most workflow tools treat documents as attachments. GreenForm Nova starts with a full document and records management system, then automates the processes that run on it. Every form, approval and customer conversation is filed, versioned, searchable and audited from the moment it is captured.
How Nova is built
One platform. A lot less friction.
Forms, processes, documents and conversations work together in one place, so information is captured once, governed from the start and put to work across the organisation.
Documents first
Every process reads from and writes to a governed repository, so there is one version of the truth and nothing lives in email or on desktops.
Proven process engine
A standards based BPMN engine runs approvals, routing, deadlines and escalations, with full history on every case.
Compliance built in
File plans, retention, legal hold and approved disposal come standard, with no separate records licence.
01 · The foundation
Document management at the core.
A complete document management system sits underneath every form, process and conversation in Nova. Your content is controlled, findable and auditable before a single workflow is switched on.
Organise
Folder hierarchy with drag and drop, typed metadata schemas and links between documents, folders and business records.
Find
Full text and metadata search with saved views. OCR makes every scanned page searchable.
Version
Every replacement creates a new version, and earlier versions stay available.
Control
Viewer, Contributor, Editor and Admin access on folders and documents, on top of role permissions.
Audit
Every upload, view, download, change, move and restore is recorded with the user and time.
Protect
Recycle bin with restore, and exact and near duplicate detection on upload, set to warn or block.
Capture paper at the source
- Scan from TWAIN or WIA desktop scanners, or a phone or webcam
- Batches split automatically by barcode sheet, blank page or page count
- OCR with a choice of engine, including fully self hosted options
- Barcodes read on scan, and pages filed against the matching record
- SmartSense extracts fields and tables, with human review
Store it where you choose
- File stores and storage zones per tenant
- Local disk, network share, Azure Blob Storage, Amazon S3 or your own storage
- In browser preview of common document types
- Storage usage reporting
- Knowledge workspace with AI search and answers grounded in your own documents
Full records lifecycle, included as standard
No separate licence- File planSeries and document types, imported from Excel and versioned.
- RegisterUnique reference numbers and printed barcode labels.
- TrackScan to move, box, issue and return, with a permanent log.
- RetainDisposal authorities, legal hold and approved disposal batches.
- MigrateLegacy import with dry run and checksums, and open exit export.
Records cannot be deleted. Every change is kept in a field level history, disposal certificates are issued for every batch, and records can be transferred to an archives repository.
Capture hardware and consulting
Scanners and capture expertise, from one partner.
Scanning hardware and capture services are available with Nova for digitisation and records management programmes, so the paper you scan lands straight in the right file.
Desktop scanners
Compact, reliable scanners for daily office capture and smaller teams, with duplex scanning, automatic document feeders and OCR ready capture.
Departmental scanners
Higher throughput devices for shared services, finance, HR and records teams, with batch scanning and barcode recognition.
Capture consulting
Guidance on scanning processes, capture design, indexing rules, metadata planning, retention, quality control and storage, with training and support.
02 · Process automation
Processes that run on your documents.
Because the repository and the process engine are one platform, documents start work, travel with it and are filed when it ends. Nothing is copied between systems.
- ARRIVESUpload, scan, email or form
- TRIGGERSFolder or metadata rule starts a process
- ROUTESData extracted, approvals routed
- FILESLetters generated and filed with full history
BPMN process engine
- Visual BPMN designer and execution engine
- Approvals with Approve or Reject actions that drive routing
- Exclusive, parallel and inclusive gateways and sub processes
- Timers for deadlines, reminders and escalations
- Version manager that moves running cases to a new version
- Activity history and audit trail on every case
Document driven steps
- Start a process when a document lands in a folder or matches a schema
- Email attachments saved to the repository and processed automatically
- SmartSense extraction as a native step, with review before use
- Word templates generate letters and schedules as PDF or Word
- Generated documents saved straight back to the right folder
Watcher
Monitors folders, databases and APIs, and starts a process the moment an important change happens.
Virtual Employee
Digital assistance that takes repetitive admin off people, with validations and risk controls running behind the scenes.
BridgeLink
Integration middleware that keeps your systems talking reliably, with logging, authentication, error handling, retries and one place to troubleshoot.
Ready made workflow activities for validation, notifications, routing, reporting and integrations, with real time status on every process so teams always know where work stands.
Digital forms and AI Form Builder
Paper to digital. In seconds.
Turn the forms you already use into governed digital forms, themed to your brand and wired into your processes.
- Drag and drop designer with 30+ field types, sections and page breaks
- Signatures, geolocation, barcodes, tables and line items
- Rules and validation without code, plus live data lookups from databases and APIs
- AI Form Builder: upload a PDF, PNG or JPG of a paper form, up to 10 MB, or describe it in plain language
- Refine by asking, restyle with a prompt, and import existing Nova and Laserfiche forms
Digital signing with QuickSign
Signed, sealed and filed. No printing.
QuickSign lets signers complete documents online without printing, scanning or faxing, so teams stop chasing approvals and every signed document is filed automatically.
- Electronic and advanced digital signatures, with advanced signing through Altron and Ascertia signing technology
- Signing order in series or in parallel, with documents grouped into one signing
- Flexible placement: set each signature position, or let signatories place their own
- Filed automatically in Nova and emailed to the relevant parties
- Unlimited documents, signatories and signing initiators
- 1Thandi MokoenaAdvanced digital signatureSigned
Thandi Mokoena
- 2Approver, MenikoElectronic signatureWaiting
Inbox and customer channels
Every conversation. One Inbox.
Conversations, tasks and approvals in one shared workspace. Conversation flows hand over to a person or start a process, so the channel becomes part of the workflow.
SmartSense data extraction
From “what’s in this?” to “what’s next?”
Invoices. Contracts. Applications. Scans. Turn buried information into data your business can use.
- Extract fields and tables from structured and unstructured documents, from invoices and contracts to handwritten forms
- Customisable extraction rules that fit your business
- Real time processing, with people validating the data before it is used
- Move extracted data into documents, processes and business systems
Process AI Builder and Solution Builder
Describe it. Review it. Run it.
- Process AI Builder: describe a process in plain language. AI asks clarifying questions, proposes the steps, forms and data, then opens it in the visual designer.
- Solution Builder: plan a whole business app in one conversation, from entities and forms to processes and conversation flows, validated and created with Build All.
- Design documents included: generate a design document in Word or PDF and save it to document management.
- Knowledge workspace: search, summaries and answers grounded in your own content.
People approve.
The Process AI Builder and Solution Builder draft processes, forms and data entities from a plain description. Nothing is built until a person reviews and accepts it.
Bring your own AI, or use GreenForm AI billed by usage
03 · Secure, open and simple to buy
Your platform. Your rules.
Managed cloudWe run it for you
- 99.98% uptime SLA
- Hourly backups replicated between Johannesburg and Cape Town
- Recovery point and time objectives of 1 hour
- Business hours support, response within 1 hour
- Weekly updates with release notes in the product
Dedicated private cloudYour own servers, managed
- Dedicated Windows Server and SQL Server, with SQL Server Enterprise AlwaysOn clusters for high availability
- Public IP address, VPN login, backups and anti virus on every server
- Encrypted connections and backups, redundant power and connectivity, and disaster recovery options
- Separate production and QA environments, sized and quoted per environment
Self hostedOn your infrastructure
- Windows Server and IIS, or containers, on SQL Server
- Bring your own storage and your own AI, including local models
- Your identity provider through OpenID Connect
- Data stays in South Africa when hosted locally
Security and privacy
- Two factor sign in, single sign on, LDAP or Active Directory
- Audit logs, login history and per document audit trails
- HTTPS, encrypted secrets and isolated tenants
- Controls that support a POPIA or GDPR programme
Open integration
- REST API with OpenAPI, GraphQL and webhooks
- Live data from SQL Server, ODBC and REST sources
- BridgeLink integration middleware with logging, authentication, error handling and retries
- Connectors for Microsoft 365, Azure, Amazon S3, Xero, Acumatica, Shopify, Google services and more
- QuickSign and LawTrust signing, and Collexia debit order collections
How we deliver
From first workshop to everyday use.
South African implementation and support, backed by trusted global technologies. Every process follows the same five steps.
- DISCOVERUnderstand your business outcome, users and constraints.
- DESIGNMap the architecture, data and flows, security and governance.
- BUILDDevelop, configure and test, with a clear adoption plan.
- DEPLOYImplement, train users and support the transition.
- SUPPORTMonitor, optimise and improve as you grow.
Simplified monthly services
One fixed monthly fee per process. Everything included.
How it works
Each active process or custom solution carries a fixed monthly fee for as long as you use it. Want another one? Simply budget the same monthly fee per process going forward.
- No user limits: never pay per seat
- 12 month minimum term, billed from month 1
- No implementation invoice: it is in the monthly fee
All inclusive
- Scoping and development: we analyse your needs and design the best solution
- Show and tells and UATs: interactive demonstrations and user acceptance testing
- Scope adjustments and enhancements as your needs change
- Implementation and training with hands on guidance
- Ongoing support and maintenance, including updates
What counts as a business process? Download the one page guide
Cloud or on premises: on our managed cloud, hosting is part of the service. If you run Nova on your own servers or private cloud, a separate on premises licence applies, quoted to your needs. Your proposal confirms the commercial terms for your environment.
Processes customers run on Nova
Start with a problem. Build a better way.
Downloads
Take Nova with you.
Share the brochure with your team, and use the process guide to estimate how many processes, and so which monthly fee, your organisation needs.
Questions
GreenForm Nova, answered.
What is GreenForm Nova?
GreenForm Nova is a business process management platform built on a full document and records management system. Forms, BPMN processes, documents and customer conversations work together in one place, so information is captured once, governed from the start and put to work across the organisation.
How is GreenForm Nova priced?
Each active process or custom solution carries one fixed monthly fee, with unlimited users and no per user licence fees. Scoping, development, implementation, training, support and maintenance are included. There is a 12 month minimum term billed from month 1 and no separate implementation invoice. Running Nova on your own servers carries a separate on premises licence, quoted to your needs.
Can GreenForm Nova run on our own servers?
Yes. Choose the managed cloud with a 99.98% uptime SLA and hourly backups replicated between Johannesburg and Cape Town, dedicated private cloud servers that we manage for you, or self hosted Enterprise on premises or in a private cloud on Windows Server with IIS or containers, with Microsoft SQL Server.
Can documents be signed digitally in GreenForm Nova?
Yes. QuickSign lets people sign online without printing, scanning or faxing, with electronic signatures and advanced digital signatures through Altron and Ascertia signing technology. You set the signing order in series or in parallel, signed documents are filed in Nova automatically, and there is no limit on documents, signatories or signing initiators.
Do you supply scanners and help with capture projects?
Yes. Desktop and departmental scanners are available with Nova, together with capture consulting on scanning processes, indexing rules, metadata, retention, quality control and storage, plus training and support.
Is records management included?
Yes. File plans, unique reference numbers and barcode labels, physical file and box tracking, disposal authorities, legal hold and approved disposal with a certificate for every batch are part of the standard product, with no separate records licence.
Which messaging channels does the Nova Inbox support?
WhatsApp, email, web chat, Facebook Messenger, Instagram, Telegram and SMS, all in one shared Inbox alongside tasks and approvals. Each channel needs its own provider account.
How does GreenForm Nova use AI?
AI proposes and people approve. The AI Form Builder, Process AI Builder and Solution Builder draft forms, processes and whole solutions, and nothing is created until a person reviews and accepts it. You can bring your own AI from nine providers, including local models through Ollama, or use GreenForm AI billed by usage.
Does GreenForm Nova support POPIA compliance?
Nova provides controls that support a POPIA or GDPR programme, including access control, audit logs, two factor authentication, session timeout, encrypted credentials, tenant isolation, data residency choices and human review of AI output. Meeting these regulations also depends on your own policies, configuration and chosen providers.
Who supplies and supports GreenForm Nova?
Meniko Records Management Services, an authorised reseller and service partner of GreenForm Nova, with offices in South Africa and Mauritius. Email info@meniko.co.za to book a demo.
I am an existing GreenForm customer. Where do I sign in?
Use the Login button at the top of any page, or Sign in now on the home page, to open your GreenForm tenant.
Let us map your first process.
Book a demo and see your own documents and forms come to life.