A major challenge in print-on-demand, especially for smaller printing facilities, is the reliance on manual file routing. Even today, this process often involves multiple manual steps: retrieving order files, copying them into imposition suites, and then moving them to the press hot folder. Each manual step adds potential for errors and inefficiencies, ultimately leading to material waste and production delays.
This week’s article continues a series about some of the foundation rules and principles we bring to systems and process design (which of course also underpin our ZenSmart feature set).
The Problem of Manual File Routing
Consider a typical scenario: an order arrives through an email or web-to-print system. A team member—often from production or sales—downloads files from a cloud service, such as Dropbox or Google Drive. They move the files into a local folder, sort them (somehow, as data is usually very limited), then place these files into an imposition system with other similar jobs. This manual process is error-prone, leading to batching mistakes, misplaced files, and often costly reprints and wasted labor hours.
Limitations of Existing Automated Solutions
While some automated file routing systems do exist, they are often limited in capability. Many rely on rigid workflows and require files to be precisely named, which introduces a manual dependency right from the start. These systems may handle basic routing steps, but they lack the adaptability to cover more complex aspects of the entire workflow.
Creating a comprehensive approach to File Routing
To truly solve these challenges, an automated system needs to go beyond basic file transfer.
My approach to file routing focuses on eliminating human touch-points wherever possible, while making the process completely visible and reliable. The real goal is 100% automation onto the press – with zero touch and all your business rules automatically applied.
Key components of an automated design should include:
- Support for a wide variety of order sources: Shopify, Taopix, Gooten, Amazon, OnPrintShop, Tharsten and your own proprietary sources should all be seamlessly supported
- Automated File Retrieval and Storage: Files should be automatically retrieved from the order source regardless of where they have come from and stored using a unique naming convention that avoids duplication and confusion. Handling various protocols and retrying in case of errors should be in place to ensure that no file is missed.
- File Validation and Conversion: Every file should undergo validation to confirm it meets production standards. This includes corruption and format checks, page counts, and even generating thumbnails for visual reference. All this metadata should feed into the broader workflow to prevent errors downstream.
- Seamless File Movement to Production: Files should be collated from the archive and moved seamlessly to the press hot folder, with all imposition managed automatically. No one in production should be manually moving files or trying to find where a job is located.
Benefits of Automation
The level of automation I recommend (and which is built into ZenSmart) not only reduces errors but also saves significant amounts of time. The gap between order placement and getting that job to print is shortened, meaning fewer delays and better SLA compliance. In a competitive market like ours, reducing labor costs and avoiding reprints can make all the difference.
An intelligent file routing solution minimizes risks, cuts out repetitive manual tasks, and increases overall efficiency—making it easier for print facilities, especially smaller ones, to compete effectively while keeping operational costs under control.
