MFT Automation: Business Process & Workflow File Automation Software:

Workflow automation (in a file transfer context specifically) is a programmatic process that allows the movement of files independently, free from human interference and involvement. It allows users to program when files should move between internal systems, users, or trading partners.

The best way to illustrate the benefits of an automated workflow is to compare it to a manual file transfer. A manual file transfer process may require an individual to wait on transfers before they are able to initiate the next step in the sequence of tasks or it may require them to process data from one format to another. Also, human error is a factor within the process to account for whether steps are missed which can lead to transfers failing and time required for troubleshooting.

By utilizing workflow automation effectively it can lead to time-saving, cost-savings, increased productivity as well as minimizing risk and freeing up valuable resource.

In the past it has been commonplace for IT departments to adopt a DIY approach to file transfer processes and we can’t blame them. Particularly for a business function that may have been overlooked, under resourced and poorly understood. Early days these may have started with manual processes then evolved to legacy FTP scripted solutions.

These homegrown scripted solutions are trying to handle an ever increasing number of files transfers and contend with a number of complex integrations.

In addition to a loss of productivity, this can invite a range of issues including a lack of control, data security, compliance and visibility. Ultimately, these will impact on a businesses time, resources and costs.

Workflow automation and RPA can be often confused and used interchangeably but there are differences. RPA differs to workflow automation in that it can automate entire workflows from beginning to end, without the need for human input, through a series of rules set by the business.

A real-world example of this would be invoice processing, for example, with RPA, you can create rules to send invoices to the right person for approval automatically. You can also automate the PO-matching process to mark any errors for further review before submitting the payment.

Whereas, workflow automation automates specific tasks within a business process or workflow which could be transferring client data to a trading partner, which is a very specific task. Typically, RPA would be considered a more versatile solution but that does not necessarily mean it is the most suitable solution.

In the past, manual FTP may have been sufficient, particularly when businesses housed their own servers or datacenters. Many businesses have seen the benefit from offloading various IT services to the cloud (Amazon Web Services (AWS), Microsoft Azure, Google Cloud etc). What this means is that your businesses data no longer resides locally within the local network. The challenge this poses is that companies data is stored in different places, in a number of different repositories and this may require synchronisation. Also, as we deal with more complex integrations, it highlights the need for greater protection, encryption and security of business data, especially while in transit. It’s not surprising that areas such as encryption, cybersecurity and data loss prevention (dlp) feature heavily within IT Roadmaps and Business Strategy. Coviant Software provide best-in-class PGP encryption of data. Also, with Diplomat MFT, you can also initiate, terminate, and monitor file transfer jobs and more from app servers or using your DevOps tools or enterprise job management platforms.