Workflow Automation:

Improving Business Productivity with MFT Automation for Secure File Transfers

Our latest version has some exciting new features and additions including an an update that adds data replication, file synchronization, and support for simultaneous file transfers to multiple destinations to help with automating every day file transfers and overall business processes.

Workflow Management and Automation

Before we delve into the concept of Workflow Automation, we first need to start with topic of file transfers (sometimes referred to as data transfers).

File transfers can sometimes be an overlooked and underestimated function within businesses. In many companies it is something that is just left to the IT department to worry about. However, file transfers can play a critical part to the day-to-day running of business processes and operations. With the proliferation of the digital era and big data, vasts amounts of files in a plethora of formats are being transferred every day.

There is a pressure on IT teams and professionals to ensure these transfers are executed successfully, securely and in a timely manner. This is where time and resources can be strained and exhausted. An ever increasing problematic area that companies are experiencing is that from homegrown, custom scripts (sometimes referred to as D-I-Y Scripting). For example, a solution crafted by a technically talented IT team member may have worked well 5-10 years ago. However, are these manual, DIY scripts still fit-for-purpose and a match for the demands we face in 2022? In modern day business, aspects such as data security, compliance and accuracy are of paramount importance. In an attempt to minimise business risk it is important for companies to take a step back and assess their current file transfer practices.

So where does Workflow Automation factor into file transfers? A workflow is essentially a series of predefined tasks that run in a particular sequence. In other words, when we have a desired end goal, our workflow would be the set of actions or steps to achieve this goal. Transferring files is a process that involves a set of tasks. If we analyse these processes more than not we will be able to identify common triggers and predictable patterns that could be transferred into workflows and then in turn automated.

{We are using the application to transfer ACH files to the banks. We also really like the ease of implementation and the great support we got from the team at Coviant.
5
Dennis C. Sr Busines Analyst in US
"Easy to Use with Great Customer Support"
{Ease of use - Efficient - Adapts to different industries - Friendly teamThis software allows me to sleep at night, trusting that all of the files I send with sensitive information will be secure!
5
Verified Reviewer
"Powerful Program!"
{We're using Diplomat to move PGP encrypted payment files to various banking providers using SFTP. Nice browser interface. Templated workflows to simplify SFTP and PGP automation. Best priced solution for the functionality provided.
5
John A, Director in UK
"Managed file transfer software at a reasonable price"
{Very easy to use, great customer service, and does everything we need it to do. Everything is as expected. I do not have anything that I dislike about the product.
5
Kyle M. Systems Administrator in US
"Very easy to use & great customer service"
{Helped consolidate all file transfers using various other tools and automate manual activities into one centralized enterprise MFT. Support has been outstanding with product.
5
Sr Manager EDI/Encounters in US
5 Stars for Diplomat MFT
{We used Coviant Diplomat to send Secure file transfer to Bank and receive back acknowledgment files. With the help from Software Engineer, the initial set up was rather quick. The stabilization period took a bit of time to work through all the different scenarios. Overall, it is a quality and cost-effective option for our purpose.
5
Sr. Manager, SAP/ERP Applications in Canada
"Cost effective option to automate Secure file transfer"
{Coviant does a great job supporting their product. That is increasingly rare these days. Of all of the products we use in our enterprise Diplomat is one we can get immediate support for in the event that we have any questions or issues.
5
Scott J. Sr Engineer, Applications in US
"Excellent Customer Support & Responsiveness"
{Coviant does a great job supporting their product. That is increasingly rare these days. Of all of the products we use in our enterprise Diplomat is one we can get immediate support for in the event that we have any questions or issues.
5
Sr Engineer, Applications in US
"Excellent customer support & responsiveness"
{Kicked the tires with the trial version. Liked what I saw. Liked that Coviant was there every step of the way to answer questions. Customer Support is handled by the company, not outsourced.
5
Principal in US
"Strong Feature Set, Great Value"
{Our client didn't want to be in the position of having unsupported software for too long and it's almost been six months since RepliWeb's End of Life and end of support for that software. We had a great experience from the first initial call. It was refreshing to deal with a team that were honest but confident in their solution. They always had time to answer our questions and would update us about the development of v9.1.
5
Sean Mullins, Director
"Ideal RepliWeb MFT Replacement"

CONTACT US TODAY

Streamline your processes with Diplomat MFT v9.1

With an intuitive, no-code approach to file transfer and synchronization workflow creation, Diplomat MFT allows anyone to synchronize content over any of Diplomat MFT’s supported protocols, file systems, SFTP, FTP/S, and even cloud storage providers like AWS S3, Google Cloud Storage, and Azure Blobs/Files.  This makes it simple for customers who need to make replica copies of files, such as web content, when sharing with other systems.

What is Workflow Automation?

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.

 

What are the benefits of MFT Workflow Automation?

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.

 

What are the risks of FTP Custom Scripts?

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.

 

What is the difference between workflow automation and RPA?

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.

How does cloud migration and storage impact on file transfer solutions?

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.

 

KEY FEATURES

Replication

With the RepliWeb End of Life (01/31/2022) we have ensured legacy customers of this software can seamlessly move over to Diplomat MFT with the peace of mind of receiving critical software updates and ongoing support.

File Transfer Protocols

Supports All Major Transfer Protocols

FTP, FTPS, SFTP, HTTP, HTTPS, AS2, Email, SMB, CIFS, NFS

PGP Encryption

Best In Class PGP Automation

Encrypt, decrypt, sign or verify encrypted files with a simple checkbox

Workflow Triggers

Comprehensive Source File Selection And Triggers

Transfer the right files the first time by selecting by name patterns, dates, sequence numbers, all with support for trigger files for the whole batch or per-file. Specify the order files should be transferred, including time-based or alphabetically.

Remote Agents

Transfer Files Using Remote Agents

Send files to or from branch locations or partner sites using built-in OpenPGP authentication and encryption, checkpoint restart, and checksum file integrity checking

Synchronization

Diplomat can synchronize that source directory structure to any number of destinations. Those destinations are often installations of the Diplomat Remote Agent, offering extensive control, very strong security, and a high level of confidence with SHA-256 checksum integrity validation. 

Cloud Integration

Connect To A Range Of Cloud Storage Providers

Amazon S3, Microsoft Azure, Box, Citrix ShareFile, Dropbox, Google Cloud, Oracle Cloud and more

Enterprise Scheduler

Enterprise Class Scheduling And Folder Monitoring

Schedule jobs down to the minute, including Calendars for exclusions, execution time windows and more, or monitor any accessible shared folder

REST API For DevOps

Control Diplomat MFT Using Its REST API

Initiate, terminate, and monitor file transfer jobs and more from app servers or using your DevOps tools or enterprise job management platforms

Secure & Efficient

Secure And Operationally Efficient

Simple interface with options for full alerting, auditing, multi-role administration, file archiving, and extensive logging combine to make operational management pain-free

TESTIMONIALS

Scott J

Coviant does a great job supporting their product. That is increasingly rare these days. Of all of the products we use in our enterprise Diplomat is one we can get immediate support for in the event that we have any questions or issues.

Sean M

The PGP Encryption, Automation and Replication capabilities of this software appealed greatly as our client was seeking out a replacement for RepliWeb. The cost for our needs was by far the most competitive within the market.

Wilson H.

The knowledge of the Software engineer and support really helps make the implementation effective & rapid and the support team has superior knowledge and always available when I need it. The software set up screens are simple and fit the purpose. Not too much unnecessary bell and whistle.