Ceepackaging

Technology

Smartflow claimed to aid packaging graphics streamlining

Smartflow 2.3.0, is available as a stand alone license, or via an SaaS (software as a service) “pay as you go”
deployment.
What is business process workflow ?
The following explanation will hopefully help the non technical reader understand where Smartflow fits in the
context of other systems used in the graphics environment.
Usually when the term “workflow” is used in connection with the graphics arts market, most people associate it
with; proofing, trapping, colour management, imposition & ripping etc. Any reference to workflow outside of
production will usually be considered part of the functionality offered within a MIS (management information
systems) system. The word “workflow” is not usually associated with the term “business process workflow”
(BPW), which at the high level is about passing information or tasks from one person or department to another in
a way that is governed by a set of rules or procedures. There are many front office tasks that are undertaken daily
by; graphics account managers, sales staff and their customer’s personnel that could benefit from the automation
offered by BPW systems such as Smartflow.
In general, most MIS’s collect shop floor data from production tasks, manage levels of stock, provide job quoting
and estimating, generating invoices and providing production management with key information about
production. It is not usual for a graphics company to deploy an MIS system for their customers to use, because
these systems contain sensitive information of one kind or another and there software architecture is not typically
designed to do this. Generally speaking, MIS and production workflows are “back office” tools to help production
become more efficient. Most MIS systems can be considered “passive” in so much as they require a user to log on
and either look for, or enter information as the job moves down the production line.
Smartflow on the other hand is designed to help a graphics project manager, manage the “front office” business
processes consisting of the many tasks that take place daily across the graphics supply chain. Smartflow connects
all the internal & external project participants such as; designers, marketing departments, legal & technical
departments, pre-press service providers & printers in order to keep them all up-to-date with the progress of the
project, or notify them of any tasks they have to undertake in order to make their contribution to the project. To be
truly efficient, a graphics services supplier needs both the “front and back office” functionality to reduce their
overall costs and deliver efficiency through improved service.

Gap Systems Ltd, have successfully been delivering BPW solutions to the corporate environment for several years
and have built Smartflow specifically to address the requirements of the graphics supply chain. Every graphics
supply chain is similar in respect to the type of activity that takes place, however the order of tasks and what those
tasks are called are different in just about every case. It is therefore not only important to provide a solution with
all the necessary functionality required, but to provide a solution that offers the owner the ability to easily
customise workflows and deploy them without the need of an IT specialist. This unique requirement is addressed
within Smartflow by providing the systems administrator with a user accessible configuration layer that sits over
the standard database and provides them with the ability to customise via configuration. This approach results in
the ability to offer rapid deployment of new workflows or the efficient implementation of a new customer much
quicker than a traditional system would offer. Many traditional systems may require the addition of custom
software to be written when a new customer needs adding or when the workflow needs changing. With Smartflow
the end user functionality can be controlled at the admin user level, so new client users can be presented with a
very simple and uncomplicated user interface which is important for training and successful roll out. This
approach also accommodates groups of users who do not speak English as their first language. Smartflow’s
architecture makes it very easy for system owners to group and manage who can see and do what within the
system, which makes it ideal for a graphics service supplier who wants to deploy to a number of different
customers or intermediates.
Smartflow 2.3.0, which incorporates Kodak’s SRS (smart review system), has several new features in addition to
the enhanced workflow logic such as:
New Workflow Configuration: the new interface for admin users, is designed to give easy and secure access for
artwork coordinators & account managers who need to set up & manage customers projects. “This new intuitive
user layer sits between the user and the database enabling system owners to customise workflows via the
configuration of the standard product without the need of any special technical skills” comments Gap CTO Paul
Goldberg.
Enhanced version to version compare:- this provides the user with the ability to automatically visually compare
two versions of an artwork belonging to the same project workflow with Smartflow managing the version control
automatically.
Digital Job bag:- this is a part of a Smartflow project and manages what files can be attached to a project such as:
word doc’s, spreadsheets, Images, PowerPoint’s, & multimedia files. Access to the digital job bag is controlled at
the administrator user level together with the permitted file types allowed.
Smart Search:- is a new easy search facility that provides the end user with the same “user experience” they
would get if they used an internet search engine. This approach significantly differs from many other systems on
the market that use the traditional approach to searching which relies on the user defining search criteria and
having some idea where the items might be. Smart Search, works in the same way that many desktop and internet
search engines work, which makes it easy for users to find the required data very quickly by typing in part or all
of the search request. Even the largest Smartflow deployments return a search result in under 7 seconds and users
can search within searches.
Meta Data Creator: - Every project can contain project specific data fields to capture all sorts of information
such as: delivery dates, run lengths, financial information or general comments that need to travel with the project.
Data fields can be easily set up and stored for future use on a project by project basis. This enables project
mangers to capture specific data about a project and import and export this information via XML/JDF to other
system as needed.
Enhanced report export:- providing many key activity and key performance reporting such as actual vrs.
planned directly out into excel as the default format. This enables the business users or project owner to easily
generate reports without the need of IT involvement.
Range approval projects:- this unique feature provides the project owner with the option to create projects that
contain multiple items or components of artwork that may share some common attribute and are part of a single
project. A good example of its use can be found in packaging where perhaps a range of six oven ready food
product artworks may share both common components (such as logo’s and address panels) as well as differing
ones (such as product images and ingredient panels). The user can quickly mark-up instructions across the whole
group of items (for example: a correction to a telephone number appearing on all items) while at the same time
treating any artwork item independently. Approved items (for example a multi-pack outer carton printed litho) can
be released for printing while other items (such as the labels to be printed flexo) can continue around for more
correction cycles while being managed within the one overall project.
The above highlights some of the key new functionality available in the latest version of Smartflow. Gap Systems
Ltd., believe that in a challenging and competitive market, graphics service suppliers will be looking to offer
better service to clients and cut costs where ever possible.