File management

Revolutionizing File Management for a Thriving Design Business in Alberta

You know how design firms always juggle designing, getting things produced, and then storing all those files? Well, we found a way to use automation to make the whole process way smoother, from start to finish. It's like setting up a conveyor belt for designs!

Problem

As a leading custom design firm in North America, our client in Alberta grappled with the immense challenge of managing 18,000 unique designs annually. Operating with a tight-knit team of three full-time and two part-time designers, the sheer volume of designs was not the only challenge. Every new design request necessitated the creation of a dedicated Adobe Illustrator (AI) file. These files required meticulous naming and organization to ensure smooth transitions from design to production. However, the manual processes were fraught with errors, delays, and inefficiencies, threatening to undermine the company's reputation for quality and punctuality.

Solution

OX1 Consulting devised a holistic solution by integrating the power of Airtable and Zapier.

  1. Automated File Creation: At the heart of the solution was the establishment of a template AI file as a base. With every new design request, Zapier automatically generated the requisite AI file, renaming it with the appropriate order number to ensure seamless tracking.

  2. Real-time Design Tracking: Airtable was employed as a dynamic dashboard to monitor file statuses. Designers could update which file they were working on, its progress, and any pertinent notes. This live tracking system fostered a collaborative environment, eliminating any overlaps or redundancies.

  3. Seamless Transition to Production: Once a design was completed, an automated notification alerted the production team about the ready-to-use file. This eliminated the back-and-forth communication, ensuring that the production commenced without any unnecessary delays.

  4. Automated Archival: After the completion of the production, the respective design file and its folder were automatically archived, ensuring that the workspace remained clutter-free and organized.

Result

The results were transformative. Automation dramatically reduced errors associated with file naming, tracking, and storage. The entire team stayed informed in real-time, promoting collaboration and reducing the friction between the design and production phases. Repetitive manual tasks were eliminated, allowing the talented design team to focus more on creativity and less on administrative overhead. By significantly streamlining operations, the company not only enhanced its efficiency but also bolstered its competitive edge in a demanding market."

OX1 Consulting’s expertise in leveraging automation tools like Airtable and Zapier offers businesses the opportunity to transform their operational landscapes, no matter the industry. By addressing unique challenges head-on, we are committed to crafting solutions that drive efficiency, reduce errors, and promote growth."