Fairleigh Dickinson University (FDU) needed a better way to manage its digital operations. The university relied on Perceptive Content for document storage and Docusign for eForms, but the tools didn’t talk to each other—and the cracks were starting to show. From mismatched forms and delayed workflows to mounting license costs and manual overhead, FDU knew it needed to consolidate.
By implementing the Softdocs Platform, FDU improved visibility, streamlined operations, and eliminated the headaches of disconnected systems. With support from Softdocs, FDU replaced both legacy platforms and laid the groundwork for a campus-wide digital ecosystem.
Challenges: Disconnected Tools and Outdated Forms
FDU’s teams worked across multiple systems with limited integration. Departments worked in silos, each managing their own versions of forms and documents, often duplicating work without knowing it.
Their legacy systems added constraints such as:
- Limited search (2,000-record max).
- Rigid indexing categories.
- No shared search views.
- Manual file migrations during platform sunset.
Staff couldn’t easily track form statuses, which led to a barrage of emails asking, “Where is this form?”
Forms with embedded PDFs created formatting issues. Branding varied widely. No one had a clean way to verify which version of a form was current.
Why Softdocs: Built for Higher Education, Ready for Scale
FDU launched a search for a platform that could do more, with less complexity. They needed a single solution to manage documents and forms, eliminate redundancies, support integration with Ellucian Colleague, and meet the expectations of departments accustomed to modern tools.
Softdocs checked every box:
- A one-stop shop platform to replace both Perceptive and Docusign.
- Ellucian Colleague integration to pre-fill forms and streamline routing.
- Dynamic, responsive eForms with embedded branding and conditional logic.
- User-level access controls and a shared dashboard for real-time visibility.
- Lower total cost of ownership, without envelope limits or multi-platform maintenance.
Implementation: Training, Learning Curves, and Form Buildout
While migrating millions of legacy records brought technical challenges, FDU praised the Softdocs team for their partnership throughout the process.
With a tight timeline, the MIS team built over 70 forms, consolidating 30+ duplicates down to around 15 using conditional logic. They worked department by department to streamline and test workflows before preparing for a full rollout.
“Every time we met with Softdocs, we walked away with something useful we could apply immediately,” said Ben Steinberg.
Results: Clean Workflows, Unified Branding, and Lower Costs
Even before full campus rollout, the value of the Softdocs Platform is already clear:
- Real-time visibility into form status will reduce email noise and uncertainty.
- Cleaner, branded forms create a more consistent experience across departments.
- Dynamic fields and conditions reduce friction and improve usability.
- Centralized form management ensures a single source of truth.
- Eliminating envelope fees and retiring legacy platforms delivers immediate cost savings.
The shift to a single platform also empowers Fairleigh Dickinson University to rethink ownership of processes and build institutional knowledge, not just rely on external systems.
“We’re finally building toward one digital ecosystem,” said Kleinman. “Softdocs gives us the tools and flexibility to support that vision.”
FDU's Advice to Other Institutions
The team at Fairleigh Dickinson University emphasizes that success starts with strategy and partnership:
- Involve departments early to reduce resistance and identify duplication.
- Streamline forms intentionally; don’t just recreate what you had.
- Invest in training and transparency to build confidence.
- Partner closely with your vendor to overcome learning curves.
Looking Ahead: Just the Beginning
Fairleigh Dickinson University is just getting started. As they expand their usage of the Softdocs Platform beyond the initial 70 forms, they see opportunities to automate more workflows, integrate data across systems, and eliminate paper wherever it lingers.
“This project set a new foundation,” said Steinberg. “And we’ve only scratched the surface of what’s possible.”
