Enfocus Software Inc.

Newworks Enhances Productivity, Responsiveness with Enfocus

Paris-based Newworks has transformed its operating processes with the implementation of Enfocus Switch. The comprehensive automation delivered by Enfocus solutions has enabled the company to dramatically save time and increase productivity.

Newworks provides round the clock document management services, through agencies or via the web, for its national and international customers. Services include small to large-format printing of document management projects, implementation of web-to-print portals, and on-site and off-site scanning. Running 24/7, Newworks' production team operates in three shifts, with coordinators serving customers and prospects day and night. "We're very used to managing complex projects with extremely tight deadlines. Our aim is always to meet our clients' very high expectations," says Christophe Dollez, IT and Prepress Manager, Newworks.

Within this demanding production environment, Newworks faced a number of challenges such as harmonizing prepress procedures, saving time in file processing, interconnecting B-to-B and B-to-C web portals, improving the billing and production system, and directly interconnecting with customers. To address these issues and streamline its processes, the company decided to invest in Enfocus Switch, combined with Enfocus PitStop Server, Enfocus PitStop Pro, Quite Hot Imposing, and Adobe CS5.5.

Overcoming the Challenges

Newworks thoroughly reviewed the solutions available in the marketplace before making the investment decision. "We evaluated alternative solutions and opted for Switch because it's very flexible, and works perfect with external solutions. Key for us was that Switch enables us to build a custom solution from scratch, one that we could tailor to our specific needs," says Dollez.

"Quotations were one particular problem that we often came up against. Our project managers who quoted jobs didn't have the tools required to know exactly how long a job would take. This meant quotes would sometimes be inaccurate in terms of how much time they would take and how much they should cost," he explains.

"The goal was to create an automated workflow, where all the checks and tasks are performed automatically, and the preflight results are returned to the project manager. This gives him a far better understanding of how long production will take and what's involved, and enable him to quote accordingly. For example, production has now been standardized around industry standards, such as GWG SheetCmyk_1v4."

The extensive automation means Newworks can quickly and easily handle any file type - such as Microsoft Excel, Word, PowerPoint, or Adobe InDesign, Illustrator, Photoshop, etc. - submitted by clients. Switch is primarily used to certify the incoming files, report back through PitStop, and automate the storage of production files on servers. Newworks now automates file management, certification and file processingas well as non-standard size files and bleed generation.

In addition, the company developed an interface in Java J2E to connect Switch to its systems with exchanges via javascript, vbscript, XLST transform and XML metadata. Dollez explains, "It wasn't possible to complete these tasks before because of the heavy manual work required. This was the main reason why we decided to increase automation."

Easy Integration Ensures Immediate Gains

Since implementing Switch, Newworks is enjoying important time savings. "Switch creates homogeneous, streamlined work procedures. It makes reporting on customer files easier and increases responsiveness and productivity. It automates the more time-intensive, lower-value tasks," explains Dollez.

Impressed with how easy the Enfocus solutions are to operate and master, Dollez says, "During internal training, people were very enthusiastic about the project. They could see immediately that the solutions were going to really help with every-day tasks, and were looking forward to using them."

Dollez has also been taking advantage of Enfocus Crossroads (www.crossroads-world.com), which supports and brings together users, vendors and systems integrators to facilitate automation. "Enfocus Crossroads is a great driver for explaining to end-users what automation is, and the benefits it delivers."

Productivity Boost

Of the many benefits that Enfocus solutions deliver, Dollez particularly appreciates the full automation of Newworks' e-commerce site for business cards. "Previously, the operator spent several hours checking, downloading and printing orders. Now, Switch warns the operator that a new job has been taken via an alert in SwitchClient, and the job is redirected to the printing machine the operator has chosen." He concludes, "Productivity has dramatically increased as a result, enabling us to focus more on customer service."

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