Success Story - APS Group

Challenge

Previously, APS Group has a siloed approach to tools, and each office had its own internal processes. To become more efficient as an organization, in recent times it has been moving towards a more centralized model, with multiple offices working with the same processes and building an integrated system for tools.

Requirements

The organization needed a centralized asset store, with version and revision control built-in. In addition, it needed to have the flexibility to connect to the other key tools in its workflow system, including a task management and operation management tools.

With our legacy system, our tools were detached, and you would have to leave one to go to the other. WoodWing is a linchpin, helping us connect everything. We now have a system that isn’t only integrated with APIs, but has for want of a better phrase, an intelligent link between our OM and tasking solutions, enabling that seamless workflow, plus tracking and versioning capabilities, which makes such a difference to both staff and clients.

 

Mark Verschuuren, IT Change Manager, APS Group

Solution

APS Group connected WoodWing’s cloud DAM solution with its existing OM (operation management) and task management tools. With this technical setup, the organization has a collaborative and robust workflow with clients, which begins with a client or an account manager filling out a briefing form, and uploading it into the OM tool, where a project and job is created. This triggers a task in the task management solution, where it is picked up by the studio staff. In the background, a checkout is triggered from the OM system to WoodWing. WoodWing automatically creates an upload URL, so the assigned person can upload assets for the job. The only thing the staff member needs is the project management task. Within the project management task, there are links to WoodWing, the OM system, and the asset upload. 

Results and benefits

The initial rollout was to 80 staff and a number of key clients. Following this, the setup with WoodWing became the standard way of collaborating with new clients. In the future, APS Group will roll out the system to more staff and clients. On a technical and workflow level, the addition of WoodWing has been a “game-changer” to the organization, enabling staff to work primarily in the tools they use the most, driving faster, more consistent collaboration with key clients. And in terms of pitching for new business, it has even become a competitive advantage.