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Why choose Aproove Work Management?

Aproove Work Management is unique.
Enterprise Work Management and Online Proofing combined into a single highly configurable platform to fit any business vertical.

Business process management and workflow automation tools combine to provide a powerful collaboration platform with online proofing capabilities.

What makes Aproove Work Management unique is the way we do things. Attention to detail and working with some of the most challenging and complex use cases has enabled us to provide a highly configurable system that's adaptable to any business vertical or scenario.

Below are some of the essential points that make Aproove Work Management different. Some of these points may not be so obvious on the surface, but they are the difference between a useful tool and a vital tool to the many enterprise clients we serve.

Read on to see why Aproove Work Management is genuinely unique or, click here to review our amazing features!


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Automate to Accelerate! 

Aproove Work Management has powerful and unique features to automate your work process, task management, approvals, and compliance.

Visually build workflows that incorporate your work in progress, compliance, and approval needs. Manually create or trigger automated workflows by upload, downloads, API, hot folders, or with data form input.

Pre-defined workflow steps ensure automated task notifications will pull the appropriate resources into a project at the correct time, and projects can flow across multiple branches in a workflow based on decisions or data input into the workflow during its progression
Turn complex into automated with Aproove Work Management’s powerful automation tools. Accelerate your workflow and reduce risk by removing repetitive manual tasks.
Here are a few automation examples that can easily get achieved in Aproove Work Management.

• Create custom forms that users fill out. The information in the form can be extracted as metadata and used to drive your workflows.

• Set tasks in the workflow and assign them to any user; the workflow can get driven by decisions made in a previous workflow step.

• Set up automatic triggers and actions inside your workflow, which automate processes when triggered by an event or a decision. Move files, send FTP, send notifications, send API callbacks, and automatically archive are just some examples of the many in-built actions.

• Create private meeting rooms where teams can collaborate in private before the selected comments are promoted back to the proof by a designated gatekeeper.

• Create departmental “to do” lists that auto-populate with tasks. Allow anyone from a pool of people to self-assign or be assigned the task by a manager.

• Upload, store, and distribute files, much like a digital asset management system using the Aproove Drive.

• Assign conflict managers who get notified as project deadlines near or users have conflicting decisions within the workflow.

• Kick-off, updated, or automate projects automatically using methods outside of the standard interface, such as a naming convention, hot-folders, or API calls.

• Automatically display timesheets that (optionally) must get completed before the user can finish a task. Ensure all your timesheet billing data is captured at the right time, every time. 

Workflow-based Aproove Work Management can be tailored to your exact business process requirements.

Talk to us about your specific needs! 

Power your efficiency with Form Intake!

Work requests come in multiple different formats, such as email, instant message, a piece of paper, verbally, or via a meeting. A lot of time gets wasted trying to gather relevant information to turn requests into an actual output. 

The ability to create and publish forms as part of your workflow may not sound all that important or even very exciting. Still, forms provide the means to collect vital project or task information in a controlled and concise fashion.

Going one step further, the data input into a form can be stored as metadata and used to automate and drive workflows. Forms can be used in any business situation across any department or business vertical.
Form Data has substantial business benefits!
There are many advantages and benefits of using forms as part of your Work Management strategy.

Here are just a few benefits and use cases;

Benefits:

Consistency;
The ability to set mandatory fields and specify the format of the response (e.g., drop-down lists, date fields, etc.) prevents incomplete and inaccurate data from being supplied avoiding delay, and frustration.

Multiple-use case;
Create multiple forms for different scenarios or requirements. You can even insert one or more form intake steps into a workflow allowing you to gather information dynamically during the progression of the project.

Automation;
Your current process will typically involve repetitive tasks that could easily be automated, such as setting up projects, assigning users, filling out timesheets, sending emails, etc. Form data can be stored as metadata and used to determine what workflow path to take and even automate steps in that workflow.

3rd Party;
Your form data could be stored or sent to 3rd party systems that provide other services such as invoicing or stock control etc. 

Save time and money;
Having a defined process to gather project and task information saves vast amounts of time and resources and puts the onus on the requestor to provide the necessary information. Your forms get laid out to prompt and lead the requestor, which also makes it easier for them to understand what is required. 


Use Case Examples:

  • Collecting project information can be as important as the job itself. Add forms anywhere in the workflow allowing data to be collected and stored wherever it is required.

  • Forms can be used in many different ways for many different business reasons, such as kicking off a project or collecting timesheet information. Create custom forms based on your business requirements 

  • Store and reuse your Form Data to fill in project variables e.g., the project requestors email address populated in the form at the start of the project is stored as metadata and used to notify them when the project is complete automatically.

  • Send your Project data back to a 3rd party system via an API call back. 

 

Report on what you want, when you want!

Business and KPI reports are critical for business success giving essential information across all aspects of the business. 

Reporting inside Aproove occurs at many different levels covering many different requirements. Project Dashboards report activity in real-time, and automated alerts and notifications keep users in touch with project and task activity. Each user can setup notifications to suit requirements.

A variety of pre-built reports can be run at any time depending on the users permission level. Taking Aproove Work Management to another level is our custom report tool which exposes the entire Aproove database so that companies can build business reports based on exact requirements and decide who has access to them from within the Aproove WM interface.
 

Enterprise Online Proofing - only check the content that changed between revisions!

Aproove WM in-built Online Proofing provides Smart Review & Version Management Technology that automatically scans any revised proofs to check if content changed between revisions.

This powerful feature ensures that proofs do not get version numbers if no changes are detected when a new file is uploaded.

Furthermore, If a multi-page document is uploaded, the smart versioning technology will only apply a revision number on the pages that changed. (It does not give the entire document a new revision number) thus, allowing reviewers to check only the changed pages without the need to re-read the entire document.
What is Smart Review & Version Management Technology?

Usual Scenario

A typical use case will be to submit a revised proof, which will automatically create a new version number for that proof before notifying the reviewers that they need to re-check the proof.

Why is that a problem? 

Here are two examples of when that might not be useful:

◦ What if you submit a multi-page document? Every page in the multi-page document will get a new version number, even if some of the pages have not changed between versions! 

◦ What if a reviewer uploads the old proof again by mistake or the person assigned to making the corrections never made the changes. The new proof will get the latest revision number, and everyone will receive a notification to check a proof that does not need checking.

Do you want your reviewers to waste time reviewing proofs that have not changed between versions?

 

Why is Aproove WM different?

 Aproove WM carries out a "smart scan" to physically check if any differences get detected between the previous version and the current version. 

Aproove WM will then only give a new version number to proofs that have changed and ignore any that have not changed. You could end up in a scenario where one multi-page proof has different versions numbers across the individual pages even though they are in the same document.

This means the reviewers will only need to check the proofs that physically changed between versions and not re-read the entire document or waste time reading content that did not change between version stages. Using the filters, you can even display only the pages that changed and hide all the others. 

 

The result?

This fantastic feature is beneficial for three reasons:

1. Reviewers will only need to check the pages that are flagged with differences between revisions and not waste time checking proofs that were already approved.

2. If any changes occur on pages that were not marked for revision, they will be flagged, allowing the reviewer to check for mistakes or unauthorized modifications.

3. Reviewers can use the in-built filters to display the individual page status even if multiple pages are inside one file.

The smart review and version management feature is genuinely unique to Aproove Work Management. Save vast amounts of time and money and ensure full compliance. 

 
Microsoft Azure

Flexible hosting options!

Aproove Work Management runs on Microsoft Azure Cloud, a robust and scalable hosting platform with global instances to serve our client base better, no matter where the location.

Aproove Work Management clients have unprecedented levels of flexibility around the deployment options available to them.

You need a system with deployment options that fulfill YOUR needs!

The Problem

Most SaaS companies use a multi-tenant hosted server, even for Enterprise customers. This can be problematic for those seeking a much higher level of security or those that require a true corporate Single Sign-On (SSO) mechanism, which cannot get achieved in a shared infrastructure. Not having alternative infrastructure options may need you to compromise your security policies, or not use the system at all.

The other issue is scalability, in a multi-tenant environment you cannot dictate the size or configuration of your server, and for some enterprise-level customers, this can be an issue, especially when they have hundreds or even thousands of users.
Why is Aproove Work Management different?

Aproove Work Management Enterprise clients have multiple deployment options available to them:

  • Fully hosted and managed, dedicated Microsoft Azure environment (Allowing enterprise customers to deploy individual security settings and SAML 2.0 Single Sign-On (SSO).
  • Ability to add login "Portals" should you require multiple SSO or a mixture of authentication methods for different teams or clients.
  • Enterprise customers can opt to deploy Aproove WM into their corporate cloud infrastructure.
  • Deploy a hybrid model with the Web front end in Microsoft Azure-hosted environment, or your dedicated cloud infrastructure. The processing engine (RIP) deployed on your local network.
  • Aproove WM can optionally have multiple RIPs deployed in different regions communicating to one or several webservers.

Whatever your deployment needs, Aproove Work Management has you covered!
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Aproove Work Management partners with industry leaders Adobe and Microsoft!

With Aproove Work Management, what you see is what you get.

Aproove works with the world’s most commonly-used software applications and proprietary file formats via OEM agreements, and we never use open source technology so that your files display in Aproove WM precisely as they do in their native systems.
Aproove is the only cloud-based work Management platform that uses original Adobe and Microsoft libraries to guarantee complete accuracy.
Color and content accurate using genuine Adobe and Microsoft libraries!

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Why is Aproove WM different?

Displaying content on the screen, especially for approvals, is a process dependent on accuracy. In Aproove Work Management, original Adobe Libraries combine with our very own ICC technology for the most accurate display imaginable. When the files get generated, our patented technology also renders them to make sure they are displayed accurately on your screen. 
The result?

Using original Adobe and Microsoft Libraries means that Aproove WM can give its users the best of both worlds. Not only does Aproove WM display the most accurate possible rendering of your project files, but your review and approval process will also be streamlined and simplified with much faster zooming capabilities. 

Due to a large number of variables involved in the rendering process, other systems are not able to guarantee a sufficient level of accuracy in the content or color of the final proof. By using Libraries from the world’s leading software applications and our patented ICC technology, we can ensure that all files are displayed in Aproove WM precisely as they are in their source systems.
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Support for over 180+ File Formats!

Aproove Work Management supports over 180+ File formats natively, and continually adds more as file formats expand and evolve.

Click a category below to see the vast array of supported file formats, and please do drop us a line if anything is missing and we will be happy to investigate the possibility of adding it.