Workflow

Improving the enterprise product information publishing process

AgilityCMS® has very strong workflow capabilities to make it as easy as possible to manage and publish product information. Most importantly, the workflow is extremely flexible, allowing you to easily set up or change everything from simple workflows, with minimal automated intervention and rules, to complex workflows where multiple departments, countries and even suppliers and customers may be involved.

AgilityCMS comes with pre-configured workflow functionality that can be further configured depending on your specific needs. With AgilityCMS it is possible to set up parallel workflows, which can be created for objects such as products, assets, individual attributes or pages. Intuitive “to do” lists help alert users of new tasks and provide control mechanisms to avoid bottlenecks and manage content access. Automatic triggers can be used to send emails alerting users or suppliers that, for example, they need to review and approve their product lines.

Triggers are not limited to AgilityCMS and can also interface with other business systems and processes and automate workflows.  Processes can be activated based on other workflows in other systems, and task access can be dynamically allocated based on the current workflow state.

Improving the page proofing process

Built-in workflows within the core AgilityCMS solutions provide opportunities for major process improvements throughout all departments and the enterprise. For those wanting even greater control, specifically over the page production and proofing process, AgilityCMS offers an optional module – Proof Manager. Proof Manager has been integrated into AgilityCMS’ workflow, but can be used on a stand-alone basis as well.

Traditionally, the routing and tracking of proofs has been managed manually. This involves tying up key skilled staff in administrative work, a practice that is expensive, demoralising and prone to error. Failing to address these processes correctly leads to high page production costs, drawn out production schedules, and missed deadlines.
Proof Manager has been developed to automate the routing and tracking of proofs.
Proof Manager directs documents to all relevant parties through each of the page production stages. Proof Manager ensures that:

  • the correct page proof goes to the correct people in the correct order 
  • proofs are turned around in a timely manner 
  • managers know at any given time the status and current owner of a page 
  • bottlenecks are identified and addressed 
  • you have a viable audit trail of previous proofs
  • you can centralise job tracking which lets you see publication progress at a glance as viewed from multiple perspectives

Proof Manager can track and route many types of documents including PDFs, Word documents, Excel spreadsheets, Quark and InDesign files, image files, page briefs, and product allocation forms. Proof Manager can also track and manage different types of objects including pages, spreads, sections, versions, images and jobs.

As Proof Manager works over a web browser it’s easy to use and administer. It requires no special client hardware or software, other than a web browser and Adobe Acrobat Reader, so costs are kept to a minimum and deployment is straightforward.

 

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