User workspace
Each Smartflow user has their workspace. The workspace shows the user a list of tasks and projects relevant to them. The workspace prioritises and groups the user's work in an intuitive and easy to view way.

Below is some of the workspace functionality:

• Securely log on to your workspace to see what’s going on
• List the tasks that the specific user must do
• Ability so set up and manage projects
• Select criteria for how you sort and view items
• Reassignment delegation and work load balancing of tasks

Collaborative Working
This logic enables us to create serial, parallel and mixed workflow steps within the context of a collaborative way of working. We use this logic to build the review & approval process module Approveit

Collaborative functionality:

• Shared project participation across the supply chain
• Access tasks which need to be done in parallel with others
• Controlled collaborative proof viewing sessions
• Automatically start collaborative workflows from stored templates
• Securely add occasional Ad-Hoc users to a project

Email Notifications
Smartflow email notification engine can send email notifications to users to alert them to tasks or activities they have ready in the system. The email contains a hyperlink to the designated task so the user can action it. Email notification provides a complimentary, secure, communication to users who may not always be working in the system, or occasional users working within the supply chain.

Notification provides the following functionality:

• Alerts users to various Smartflow status such as tasks that are: active, late, bypassed/skipped, cancelled, on hold, reinstated from hold and reassigned to another user.
• For the project owner we provide notifications for: completed (approved), completed (rejected), late, at risk and projects that are reassigned.
• Email hyperlink – a temporary, secure link to the designated task, via the Smartflow secure user log on.
• Customisation of your email notification and welcome messages
• Redirects emails for out of office & holidays

Security for Users
We provide a powerful and flexible security model to ensure users only have access to relevant areas of the system. We understand that tasks, users and projects need to be extended to external supply chain partners, within a robust security model to protect sensitive data.

Security functionality consists of:

• Secure user logon over the web
• Users can be allocated to one or more roles
• Different roles control access to different projects
• Within a project users have access to permitted workflow tasks
• Functionality is controlled by the roles users belong to and their security profile
• Differentiation between reviewers and approvers when proofing
• Secure proof delivery for Approveit users, with Viewit pixel streaming
• Set up security groups for companies and their users

Highly Configurable System
We recognise that every graphics supply chain relationship is different. The type of task a user performs, when it needs to be done and who does it often changes. Therefore we have designed modules such as Approveit to be very flexible by allowing multiple business processes to be configured and deployed. Configuration is done completely at the admin user level and delivers the precise processes that each client in the supply chain requires.

Workflow features:

• Create different roles for users to belong to
• Name roles and task what you want
• Control what users do by allocating them to one or more roles
• Manage what task users do by the workflows they can access
• Assign functionality to your different roles & users
• Differentiation between reviewers and approvers
• Create, save, name and edit workflow templates
• Automated initiation of repeat workflow cycles
• Specify, modify and control task duration times
• Create and add project information meta/reference data
• Sequential, parallel and mixed workflow logic
• Configurable interactive forms & checklists
• Interface capabilities to other systems (ERP, MIS)
• Ability to pull reports on projects, such as KPI reporting
• Secure Ad-Hoc review or approver flexibility

Upload and download file types supported
Smartflow can be accessed by PC and Mac users. It controls the right type of file to be uploaded into the project workflow. Upload supports a variety of prepress file formats. By facilitating the ability to view production files, you can easily approve the actual digital file which will be used by the printer. Approving the production file is a requirement for some regulated industries, such as pharmaceutical.

Permitted users can upload the following file formats:

• PDF, EPS,PS, Tiff, TIFF/IT, DCS 1 & 2, Jpeg and Scitex CT
• Controlled secure file download (permission managed) for the same file types as above.

Virtual Proofing
Viewit is our integrated virtual proofing technology used within the Approveit artwork approval workflow module. Simplicity, security, speed, data integrity and ease of use are key features. You can view a virtual proof of the actual digital file the printer will use to print with using the following functionality:

• View on PC and Mac via browser
• Various styles of annotation mark-up and sticky notes can be added to artworks by the active permitted users
• High-speed proof view delivery (viewit pixels on demand) streams the viewing image to the reviewer in seconds over low bandwidth connection
• Viewing of most artwork file formats over the internet such as: PDF, EPS, PS, Tiff, TIFF/IT, DCS 1 & 2, Jpeg and Scitex CT
• Handles multi-page documents and displays each page in a side window for easy navigation
• Accommodates multiple reviewers working simultaneously
• Reviewer annotations are generated automatically with their user name and colour code as part of the audit trail
• Audit trail of the users annotations are time stamped in the system with user name, time, date, page number & text comments
• Annotations are sequentially numbered on the printed proof
• An easy to use densitometer tool measures process colours and can map to embedded PMS colours
• A measuring tool calculates linear or box dimensions
• With user permissions set, there are three output options: low resolution images, with annotations, high resolution proof (with user permission security) that can output to a contract proofing device
• Colour accurate virtual proofing possible (option)
• Auto compare different version of the proof/job for errors at the pixel level
• Approve with e-signatures compliant with FDA guidelines