Automating repetitive tasks and reducing human error
Whilst this worked well initially, it soon became clear that manually copy-pasting project information into Wrike was unsustainable. Sanoma’s 700 editions per year include major peaks in Spring and Autumn, where hundreds of projects need creating and completing in bulk.
Sanoma’s Tuomo Suominen estimated the current project creation method would take tens of thousands of manual actions per year - and all for a single staff member. Not only was this undesirable in terms of physically performing repetitive manual tasks, but it would also cause bottlenecks in the process and put the business at risk of manual data entry errors.
‘I estimated that creating 700 projects annually requires almost 50,000 manual copy-paste operations. And I was anticipating early retirement building carpal tunnel syndrome with this workflow. It was very ripe for automation', jokes Suominen.
Hear Suominen describe the pressing need for automation:
In response to this challenge, Smartium created a custom automation that would eradicate manual project creation – speeding up processes, increasing accuracy, and reducing both workload and the risk of repetitive strain injury.
The process is triggered by uploading an Excel file into a specific folder in WoodWing Assets. This creates a new project in Wrike and a project-specific folder in WoodWing Assets for every row of the Excel file.
WoodWing Asset share links are created automatically as before and added to the project in Wrike. Also in Wrike, cross-tagging allows access for relevant external contributors, like agencies or freelancers.
- Faster, more accurate processes
- Achieving challenging targets with limited staff resource
Listen to Suominen describe the automation process: