Success Story - Volac

Challenge

Before a new Design Services Manager joined Volac, their in-house design team used a network server to store all the digital assets. The speed of the server was very slow, and the structure of the filing system was cluttered.

Moreover, other departments within the company didn’t have access to the server, which made file search and communication quite inefficient. Another problem was the lack of a single structured storage space for all the design work being produced — mainly, to report to the management on the progress.

Implementation

Due to Swivle’s unlimited cloud storage and a “bulk upload” functionality, the team was able to migrate around 60,000 files from their legacy server — now with a clear folder structure and meta-tagging.

The company holds 7 Content Manager licenses to upload, edit, manage and share files, plus there are also 20 people from other departments with the access type of Content Users. This broad access to the assets throughout the company has significantly increased the visibility and proven value of the work done by the in-house design team — which is one of the most important benefits of implementing Swivle.

Swivle also met Volac’s requirement to move their file management to the cloud to improve overall efficiency.

“Swivle does everything we need and is faultless on its delivery. It increases our team’s productivity both in the office and anywhere in the world — that’s the cloud we live in now.”

 

Nick Sugg, Design Services Manager at Volac

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. 

"Swivle has instantly made a huge impact to the visibility and accessibility of our studio assets throughout the business"

 

Nick Sugg, Design Services Manager at Volac