Transform paper forms into user-friendly digital experiences in six UI/UX steps

The transition from traditional paper forms to user-friendly digital interfaces is in full swing in the course of digitisation. However, this seemingly simple task harbours numerous pitfalls that can be avoided. In this article, we present six UI/UX steps that explain the intricacies of this crucial transition. The importance of each step goes beyond mere digitisation. It’s about creating an intuitive, seamless and efficient experience for users working with digital forms.

Short & sweet

  • Switching from paper to digital forms is a process that involves six basic steps.
  • These include grouping content logically, selecting user-friendly options, optimising the layout for better clarity, providing seamless accessibility, creating a safe area for users and well thought-out navigation.
  • The A12 design system Plasma supports these and many other processes and ensures accessibility and an optimal user experience.

Six UI/UX steps for user-friendly paper forms

Step 1: Group content into blocks

A common challenge when switching from paper to digital forms is that the content on paper forms is often scattered. It is important to identify related content areas and group them logically. Organising content into blocks, whether through tabbed menus or drop-down boxes, improves navigation and user comprehension.

Step 2: Choices for user-friendly interactions

Choosing the right selection options is crucial for a user-friendly digital form. Radio buttons, checkboxes and checkboxes can simplify the decision-making process. The selection options must be adapted to the specific use case and user interaction.

Step 3: Optimise layouts for more clarity

The layout plays an important role in the user experience. A consistent layout in which the size of the input fields can be adjusted and related information can be grouped together is optimal. Clear headings and a calm design contribute to an efficient and user-friendly digital form.

Step 4: Help for seamless input

It is important to help users understand the required input. Elements such as standard formatting, hints and tooltips can be used to guide users. Adding informative elements, such as currency symbols and date pickers, helps users to enter the information accurately and avoid errors and frustration.

Step 5: Create a safe space for users

The safe space principle involves streamlining the digital form to make it clear, concise and easy to navigate. Concise instructions and clear labelling are very important here. Context-sensitive functions such as buttons for adding new information can save space without overwhelming users.

Step 6: Navigation for a seamless journey

The final step consists of a thoughtful approach to navigation. A well-designed tabbed menu and strategically placed ‘Next’, ‘Back’ and ‘Exit’ buttons ensure that users can easily navigate through the form, review information and submit their digital document with ease.

The A12 Plasma design system supports the transition

Plasma is the design system of our low-code platform A12. It provides a comprehensive methodology for designing consistent user experiences in forms and many other enterprise applications.

Plasma contains a range of reusable patterns and components for user interfaces – from the login screen to the validation of user input. These include patterns for the application frame, navigation elements and notifications as well as concepts for handling business objects and the typical workflows in which they are integrated. With the A12 Plasma design system, you can model different types of communication, ensure accessibility, continuously improve, avoid common pitfalls and thus ensure an optimal user experience.


Switching from paper to digital forms is a process that involves six basic steps. These include grouping content logically, selecting user-friendly options, optimising the layout for clarity, providing seamless accessibility, creating a safe space for users and thoughtful navigation form the backbone of a successful transition. Together, these steps ensure a harmonious blend of efficiency, user satisfaction and an optimised digital experience. By following these principles, you not only pave the way for digitalisation, but also for a user-centric development that benefits everyone.