Do you ever find yourself feeling frustrated with the amount of time it takes to get projects or documents completed in your organization? If so, perhaps Route Planning in OttoFiles is an avenue worth exploring. It can prove to be a great tool to streamline internal processes and ensure they run as efficiently and productively as possible. In this post, we’ll explain what route planning is, how it works within enterprise content management (ECM) systems, and why it’s one of the most effective strategies for transforming document efficiency. So let's jump right in!

What is Route Planning and Why Does it Matter to Your Business

Route Planning, made easy with OttoFiles, can make a major impact on how efficiently and productively your business runs. By pre-loading content placeholders along the various steps of a workflow, OttoFiles helps automate certain tasks throughout the process for an increased speed of delivery. This means no more manual document tracking and creation. 

Route planning is important to ensure that all documents are populated and completed to schedule and projects are not delayed due to miscommunication or organizational shortcomings. OttoFiles will help make sure those problems are solved, freeing up your team's time so they can focus on what’s important: getting work done.

Benefits of Using Route Planning in Your Content Management System

Increasing productivity and eliminating human error are key objectives for any successful business, but it can sometimes be difficult to achieve. If you're looking to make processes more efficient while reducing errors, route planning in your content management system may be the answer. By implementing this type of workflow automation, you can reduce manual data entry and provide a streamlined process that is easier for everyone to use. You'll also have the added benefit of cutting down on costs associated with project management and document control. With route planning in your content management system, streamlining complex processes from project initiation to fulfillment has never been easier. 

How to Implement a Route Planning Solution into OttoFiles

Implementing a route planning solution into OttoFiles can dramatically improve productivity, but knowing how to do it is key. It's important to think through:

  • Document deliverables
  • Content architecture
  • Required content
  • Workflow

This will ensure smoother workflows during and following implementation.

Case Studies: Building or renovating a home

Imagine building or renovating a home. Each home has several Spaces and, each space has different Disciplines: electrical, plumbing, flooring, appliances, etc. And different types of content can be expected: plans, layouts, selection, instruction manuals, etc.

Rather than uploading all content as it comes in, route planning allows you to pre-load all the expected content with placeholders. 

In the below example, we are uploading flooring, appliances, plumbing, and electrical for the kitchen, living room, and garage. And for each, we are adding plans, selection, and instruction manuals. 

The below Upload Template illustrates how to populate it. We have smart templates available that provide you with drop-downs for each Anchor to make it easy to complete.

Once the template is completed, you just have to upload using ‘Placeholder Creator’. 

As soon as the placeholders are uploaded, they will appear in your Bin. Now you have all the placeholders uploaded for the project. Once you want to upload the content, you simply have to upload a new version for that particular piece of content and you’re all set.

Now, because placeholders have been created, the Dashboard will become your best friend. You can easily identify which documents have been uploaded or are missing, or which ones are still pending Approval (Issued for Approval). 

Placeholders are your best friend!

Placeholders are a very effective way to manage your content and projects. 

  • It makes uploading content a breeze, ensuring that all content is named using the correct Anchors.
  • It helps to identify what is still missing from your original placeholders.
  • Using the dashboards, you can quickly identify project bottlenecks.

If you want to learn more about OttoFiles, please reach out or visit us at www.ottomate.carbonai.ca. 
For more on OttoMate: [email protected]