There are many improvements that can be achieved by automating aspects of the file delivery process. Many companies rely upon a mixture of file delivery processes to receive customer files these methods often include CD packages supplied by postal services, files arriving by e-mail, files arriving by FTP (File Transfer Protocol) and those uploaded via web sites.

Problems can occur when we have a mismatch of file receiving options. In the past printers in general relied upon smaller numbers of jobs with longer run lengths to fill their daily production schedules but with the onset of digital technologies and easier access to quick print, customers are requiring smaller runs and quicker turnaround times. Those still adopting systems of receiving and handling files that are out dated may have issues with managing the amount of jobs required to keep up with the production requirements of modern day digital print systems.

For example internal sales receive a file for a job that needs to be printed the next day. As they do not have the necessary skills or software to detect any potential issues with the file there is a need to forward the file to  a member of staff that has the required skill and access to the software to check the file is ok for print.  The member of staff receiving the file is busy carrying out other tasks so he does not have the time to look at the file. Hours go by and the customer that supplied the file originally needs to know the file is ok as they have to go to a meeting.  Eventually the member of staff checking the file has a chance to look at it and finds problems. The sales person contacts the customer but he by now is in the meeting and the deadline for print is missed.

So let’s look at the same scenario with a small level of automation involved.

• Scenario 1  The customer sends the file as in the original example, the sales person takes the file and submits it to an automated PDF file checking program.  The file checking program lists the problems in the file within a report. The report is automatically e-mailed back to the sales person and forwarded to the customer. The customer checks the report and carries out any adjustments required and a new file is created. The new file is submitted to automated file checking and is ready to become a production job.
• Scenario 2 The customer logs on to your internal FTP system, they fill out a form and upload the file into the system. The file is checked automatically and the resulting report is e-mailed directly back to them, any file issues are resolved and the file is supplied ready for print. Internal production receives an e-mail with the details of the form filled out by the customer.
• Scenario 3 The customer receives an application from you that checks the status of the file prior to submitting into you company.  Only files that meet the requirements are received guaranteeing the smooth processing of the file within your workflow.