Digital workflow automation is driving the document industry to new heights of productivity, flexibility and profitability. Some print and publishing operations already have fully evolved systems in place. Others are trying to figure out exactly what digital workflow means and why they need it. Even companies with sophisticated processes find they are continually looking for better ways to do the work.

In "Understanding Digital Workflow," experts from a variety of areas will share insights and ideas about this wide-ranging capability. The first few columns will lay the groundwork for the complex topic, as we try to get a handle on what is meant by digital workflow. Like many broad concepts, the idea means different things to different people.

From General to Specific

Tim West, vice president of development at APT (artplustechnology.com), a firm that melds document design with document production, sees digital workflow as "software products that automate what is manual in many cases. Further, workflow can be applied just about anywhere." Dave Squires, director of solution sales for Sefas Innovation (sefas.com), specialists in front-end development tools, concurs that digital workflow is the application of information technology -- computer hardware and software -- to a business process. These are good starting points for defining the concept. Now let's add another layer.

Digital workflow has roots in practices such as Computer Integrated Manufacturing (CIM) and Manufacturing or Material Resource Planning (MRP). It has found its widest use in business-specific Enterprise Resource Planning (ERP) systems that integrate and automate multiple processes and steps within those processes. "Digital workflow applied to document production means taking those same principles of 'integrate and automate,' and applying them to the steps of the document production life-cycle," explains Squires. In the context of document digital workflow, the life-cycle stages are concept, creation, data integration, production, finishing, distribution and customer service. This leads to more function-specific definitions, such as that of Group 1 Software (g1.com) Vice President Ann Jurczyk, who describes digital workflow as the automatic routing of materials through their review cycles.

Why Bother?

Perhaps we're getting ahead of ourselves. Before framing a definition, perhaps we should ask why print executives might care about digital workflow in the first place? The reasons are ample and convincing. Digital workflow and its intelligent automation enable companies to do more with less, with greater job integrity and faster throughput. It has the potential to reduce production steps, labor requirements and excess inventory. By smartly routing and directing workflow, digital automation manages capacity and optimizes resource utilization. Digital workflow can enhance relationships with customers who are able to submit work and track jobs electronically. Changes are more easily accomplished with less cost and effort. Work can be turned around faster, increasing capacity for more work and more profit. Of course, all of this depends on having the right tools, partners and strategies, all things to be examined in future installments of "Understanding Digital Workflow."

Upcoming columns will also explore topics such as the stages of digital workflow; bringing color into workflow; accommodating multiple data streams and standards; tracking and security; linking to online and enterprise systems; creating RFPs for digital workflow; and developing digital workflow for personalized POD documents. Readers are encouraged to send in questions and topics they would like to know more about, and we will try to dig into the answers.