WebNative Suite Enables LLNS to Increase Agency-Wide Efficiency
Omnicom agency LLNS has been a leader in healthcare advertising and communications for more than 40 years. Its experience in creative campaigns and strategic leadership attracts some of the most respected and renowned healthcare clients in the industry. To better control the storage and distribution of internal and client files, as well as improve workflow efficiency, LLNS chose to implement a digital asset management (DAM) system. The enterprise-level functionality and usability of Xinet® WebNative® Suite proved to be what the agency needed.
|Before WebNative Suite, LLNS had no standard way to save and organize files, making searching and rights management burdensome. The creative and studio departments were separate, resulting in duplicated files on multiple servers—the art director server, a studio server for mechanicals, and another server for finished jobs. As a result, digital rights and file management became difficult to control.
Carol Thomas-Knipes, VP, director of Digital Asset and Workflow Systems, had prior experience with the Xinet system and was tasked with overseeing the administration of WebNative Suite. Today, WebNative Suite is an essential part of the workflow within the agency, as well as a useful tool to better service clients. Art directors, copywriters, studio and certain account team staff are trained to work and save all files to the WebNative server. This creates a central “brand hub” making all files easily searchable and retrievable, while virtually reducing version control issues and missing files. Account staff who do not save their files on the server use WebNative Suite to access PDFs of jobs for their clients, logos and other brand-related files. Some of LLNS’ clients also use WebNative Portal to share out their assets with other agencies, departments and vendors worldwide, ensuring branding consistency.
“WebNative Suite is basically the core of our workflow. A lot of the efficiencies we have gained were built off of the system’s capabilities,” says Thomas-Knipes.
To keep that workflow running smoothly, LLNS separates each volume by client and further separates department folders within each volume. Those folders are controlled by user permissions that allow people to read and/or write files depending on their department. This creates a more effective production process and reduces file duplication.
WebNative Suite tools like Triggers and Actions easily help move jobs through the workflow.
|One action-set LLNS has implemented duplicates a file and saves it to a folder with open permissions when an art director approves a job for the next stage of production. This notifies the hi-res department to ensure the file is in the right color space, the art buyer to confirm all images used are properly licensed, and the project managers that the file is ready to go. The email notification also contains links. Recipients can review the job, and add workflow or licensing metadata before moving on to the next stage of production.
With the Asset Timer tool, rights management is simplified—assets with expired rights are timed out so that they can’t be downloaded. If someone needs an expired asset they must place an asset request, making sure its license will be renewed properly before use.
“With WebNative Suite, we are able to break down walls between departments. People get what they need faster, with confidence that they have the correct file, and hit the ground running,” says Thomas-Knipes. “Even when we get very busy, people are still able to do quality work because they can actually concentrate on what they are supposed to be doing—design, production work, file cleanup or collection, and so on—instead of spending non-billable time searching for the files they need.”