This case study explores how Zolute, a leading technology solutions provider, helped an architectural design service company achieve automation in creating workspaces as soon as client orders were confirmed. The automation process included triggering workflows, creating tasks in project management software, setting up shared drives for engineers, and auto-linking related drawings for reference. The implementation of Zolute's automation solution resulted in a significant reduction in manual effort, saving 40-50% of man-hours typically spent on bootstrapping projects. Additionally, the solution improved efficiency, reduced human errors, and enhanced overall productivity.

1. Introduction: The architectural design service company faced challenges in efficiently initiating new projects after receiving client orders. The manual process of setting up workspaces, managing tasks, and ensuring proper file organization and referencing was time-consuming and prone to errors. To overcome these challenges, the company partnered with Zolute to implement an automation solution that would streamline the project initiation process and improve productivity.

2. Objectives: The key objectives of the project were as follows:

• Automate the creation of workspaces as soon as client orders were confirmed.
• Trigger workflows to assign tasks in the project management software.
• Create shared drives for engineers to upload project files.
• Auto-link related drawings for easy reference.
• Reduce manual effort and save time.
• Minimize human errors and improve overall efficiency.

3. Solution: Zolute designed and implemented a comprehensive automation solution tailored to the architectural design service company's requirements. The solution involved the integration of various tools and technologies to automate the project initiation process.

3.1 Workflow Trigger: Zolute developed a workflow automation system that integrated with the company's order management system. As soon as a client order was confirmed, the system would trigger a predefined workflow for that specific project.

3.2 Project Management Integration: The automation solution seamlessly integrated with the company's project management software. Upon triggering the workflow, tasks related to the project were automatically created and assigned to the appropriate team members based on predefined rules and project requirements. This ensured that everyone involved in the project was aware of their responsibilities and timelines.

3.3 Shared Drive Creation: Zolute implemented an automated shared drive creation process. Once a project was initiated, a dedicated shared drive was automatically set up for the engineers working on that project. This enabled seamless collaboration and file sharing, reducing the need for manual organization and ensuring all project files were easily accessible.

3.4 Auto-Linking of Drawings: To enhance efficiency and referencing, Zolute developed a mechanism to auto-link related drawings within the shared drive. When engineers uploaded new drawings or files to the shared drive, the system automatically scanned and identified related drawings and linked them for easy reference. This eliminated the need for manual cross-referencing and saved significant time during the project lifecycle.

4. Results and Benefits: The implementation of Zolute's automation solution yielded several positive outcomes for the architectural design service company:

4.1 Time Savings: By automating the project initiation process, the company achieved a 40-50% reduction in man-hours typically spent on manual bootstrapping tasks. Engineers no longer needed to spend time setting up workspaces, organizing files, or creating tasks manually. This time savings allowed the company to handle a larger volume of projects without increasing resource requirements.

4.2 Error Reduction: Automating the project initiation process significantly reduced the potential for human errors. The system ensured that tasks were accurately assigned, files were organized properly, and related drawings were correctly linked. This minimized costly mistakes and improved the overall quality of work.

4.3 Improved Productivity: With automation in place, engineers could focus more on core design activities instead of administrative tasks. The streamlined project initiation process facilitated quicker project kick-off