SOLitrack Production Proofs and Approvals: Streamlining the Workflow
In the world of print production, efficiency and accuracy are paramount. Every step in the process, from job creation to final production, requires careful oversight to ensure that the end result meets the highest standards. That’s where SOLitrack’s Production Proofing workflow comes into play, offering powerful tools that can save time, reduce manual intervention, and ultimately save money for businesses that require meticulous control over their print jobs.
Streamlining Approvals
SOLitrack’s Proofs and Approvals module is designed to simplify and enhance the job approval process. With this feature, users have the ability to either approve jobs for production or cancel them, putting them into a canceled state where they won’t be produced. The module allows for a comprehensive review of jobs before they are released into the production environment.
Complex Approval Workflows
Approval processes can be intricate, often involving multiple approval steps that can occur in serial or parallel. SOLitrack’s flexible workflow setup enables jobs to be sent to multiple approvers simultaneously or to individual approvers who must sign off before the next approver is notified and can review the job. Approvers can be individual users or groups, and email notifications can be sent to ensure timely reviews.
Automation and Piece Level Tracking
SOLitrack takes automation a step further by allowing jobs to be auto-approved based on predefined rules or schedules. For instance, if a job isn’t rejected by a specific time, it can be automatically approved and routed into production. This automation not only saves time but also reduces the risk of delays.
Piece Level Tracking (PLT) adds another layer of control. With PLT, users can modify the entire job and attributes for individual pieces. SOLitrack provides an intuitive search feature that makes locating specific pieces for review and modification easy. Piece attributes can be changed to alter the behavior of individual pieces, such as suppressing print or delivery for specific pieces.
Production Proofing vs. Design-Time Proofing
It’s essential to distinguish between Production Proofing and Design-Time Proofing. Production proofing occurs in the live production environment, ensuring that jobs are error-free before they enter the production queue. On the other hand, design-time proofing focuses on testing templates used to create production work from variable data, typically using sample data sets.
Enhancing Control and Flexibility
In summary, SOLitrack’s Proofs and Approvals and PLT modules enhance control and flexibility in print production. SOLitrack streamlines approval workflows automates processes, and offers the unique capability of piece-level tracking and modification. Whether users need to approve jobs with complex approval processes or make last-minute adjustments to specific pieces within a job, SOLitrack provides the tools to ensure the right communications are delivered accurately and efficiently.
SOLitrack’s Production Proofs and Approvals and PLT modules empower businesses to maintain quality standards, reduce errors, and keep production on track in a fast-paced printing environment. SOLitrack is a valuable asset that delivers flexibility, visibility, and operational efficiencies for small, midsize, and large print factories.
Hello. This session takes a closer look at SOLitrack’s, production proof and approval workflow. SOLitrack has a lot of features, and this is one of the tangent features that not every customer may use, but those that do find it saves a lot of time, manual touches, and can save money.
Proofs and approvals is a licensed SOLitrack module that allows users to approve jobs before releasing them into production or cancel jobs so they won’t be produced, With the proof and approval workflow, users can view documents and jobs, and then divert or suppress specific records or the entire job before releasing them into production. SOLitrack supports multi-step approval processes with parallel and serial steps, with notifications and auto approvals based on schedules and events.
When using piece level tracking, a variety of special handling workflows can be done, including viewing for individual pieces, diverting at the inserter to suppressing from print or electronic distribution. During the approval process, users can also view the job, add notes, attach files, links, and more.
Approval processes can be quite complex, having multiple serial or parallel approval steps. The workflow can be set up that sends the job to multiple approvers at the same time, or individual approvers who must approve the job before others will receive the notification and be able to view the job. Approvers can be users or groups, and can be sent emails to be notified when the approvals needed by them. Jobs to be approved are essentially put on hold and placed in a queue where the users can find and view the job, change the job attributes, and then choose to approve or reject it. Jobs can also be auto approved based on schedules. For example, if the job was not rejected by a specific time, it is automatically approved and put into production.
As a side note, let’s look at the difference between design time proofing and production proofing, which is where SOLitrack fits in the context of the session. Production proofing is done in the production environment, while design time proofing is done with the composition tools in the design environment or using PDF files in email. Production proofing allows for further review of jobs before releasing them into production. Design time proofing focuses on templates used to create production work from variable data. Production proofing is done in the production environment on live jobs after the data is merged into templates, while design time proofing is done in the Test\Dev on sample data to test variations of the design and layout. The purpose of production proofing is to prevent incorrect or unwanted pieces from being produced compared to design time proofing which is to ensure the proper behavior of the template to make sure that it looks and acts correctly when the test data sets.
If the job supports piece level tracking, you have additional capabilities. The job level proofing is still the same, but you have the ability to modify not just the job, but also attributes for individual pieces as well.
SOLitrack provides an easy to use search capability that allows you to find specific pieces you want to view and modify. Piece attributes can be modified to change the behavior of the job with regard to specific pieces or records. For example, you can suppress print, suppress eDelivery for pieces so that they are excluded from those outputs. You can even define your own piece level status and use it in your own processes as you are running pieces. You can take special action on specific pages flagged in this way.
The combination of job and piece level capabilities gives organizations a really powerful tool to help them ensure that the right communications are delivered. After making several changes, the job can be released for production or cancel. So, with piece level tracking, when the job has been approved, job level and piece level data can be changed. This gives you a lot of control over the job and even specific pieces prior to releasing them into production. For example, you can see specific pieces and view them for data integrity or suppress them if they should not be mailed.
You can also do this in an automated way, at both the job level and piece level, by placing a file to a directory containing pieces and statuses for those pieces to automatically apply them to the job. Here’s a sample screen that shows the organization of the proof and approval jobs, based on the internal or external user’s rights. This user can see all of the jobs needing approval in one tab, and the specific jobs needing their approval in another. To approve or reject the job or record, a user simply views it if desired, and then select the approval or reject button. When rejecting the job, a note as for the reason can be optionally added that gets logged as a job message along with the rejected user’s name. Approved jobs will continue processing in the workflow. This screen shows the approval state of each job and the associated pieces as part of the status tracking. Users can filter for the list of piece level attributes, including the approval information.
SOLitrack’s proof and approvals is a feature available with or without piece level tracking. Without piece level tracking, it allows whole jobs to be viewed, approved, or rejected. With piece level tracking, it also allows for pieces to be viewed, for their status to be changed, and that status can be used by downstream processes to control handling for those pieces.
Thank you very much for your time. If you have any questions or easy to reach and look forward to hearing from you.