How Automated File Transfer Software Can Transform Your Business Workflow

You wouldn’t want to go back to an era before automation, would you? Consider how it would impact our lives. Business would come to a halt, the manufacturing process would be hindered and supply chains would be disrupted. Indeed, all forms of communication would be affected, from emails to SMS and mobile messages. We are so used to automated processes that we cannot imagine life without it.

And this invariably includes the transfer of files containing important content online. We are so used to it that we seldom stop to consider how it is done and what are the steps to speed it up, while also providing a level of security. Using a product like an automated file transfer software tool guarantees the integrity of your file content while providing parallel transfer paths that speed up the process.

Which Processes are Simplified by Fast File Transfer Automation?

There are various processes that can be simplified by fast file transfers.

1.   Batch and Multiple Files

For example, if you are required to run a batch file at the end of every day to report sales figures per salesman to your head office, you have to collect the data and send it by a given time each day so that it reaches its destination before day end. This can include the need to synchronize large files. You might even need to transfer files as they are being updated.

2.   Reporting Needs

You might have to create reports or email notifications that are connected with files that are being transferred.

3.   Transfer Alerts

You need to have a system whereby you get a message that the transfer was successful or not. In this way, you can find out what has impeded the transfer and how it can be resent.

4.   Workflow Automation

You can even have a system whereby transfers are affected automatically at a designated time without human intervention.

5.   Information Security

The files should be encrypted while being transferred so that it cannot be read if interrupted. There should be IP filters that give additional layers of security.

6.   Guaranteed Transfer

The system should have a checkpoint restart and a checksum verification process.

What is the Need for Automating Large File Transfers?

You can speed up the process of transferring large files. Automating the process will save the time and effort that was involved in manually sending files to many recipients. It also reduces the chance of making mistakes. It prevents the possibility of sending sensitive information to the wrong person, or someone receiving an unencrypted file.

Manual data transfers are not feasible for corporate-level communication or for businesses that have grown large. When business-critical information needs to be exchanged, the file transfer process needs to be automated and secure. Adding automated software would reduce labour and save on costs.

When to Automate File Transfer Workflows

You have to decide which tasks could benefit from automation. Begin by listing the tasks that you do manually and how much time is spent on it. Then consider how long it will take to automate each task. If you could use your time more productively, it is better to automate these tasks.

Rather than wait, if you could immediately decide what tasks could be automated as you enter into new business relationships or processes, this would simplify work for you. The need for fast and secure file transfers is needed as businesses get digitized and remote sharing of data becomes more common.

How to Automate File Transfer Workflows

It is a cumbersome and unreliable process to transfer files manually. You must customize the script and use command lines to automate or schedule tasks for FTP servers. However, businesses rely on different EDI tools and use a variety of platforms. So, it is best to use automation software. Managed file transfer software can offer custom scripts and secure FTP servers. But they may not easily integrate with other systems or applications or handle only limited file transfer protocols.

Other MFT vendors have platform-independent solutions that can be deployed on-premises or in the cloud, with adapters that can integrate with any application using SaaS. This enables different departments to work together as the IT team manages file transfers using a single MFT tool to automate the process regardless of the operating system being used. Today it is possible to make secure file transfers for businesses that help in work processes.

There are many ways to set up your automation. You can schedule it for a certain time of the day or even set a trigger point based on the happening of a certain event.

Characteristics of a Good File Transfer Tool

There are many good automated file transfer tools available in the market. Some of the common characteristics that all good transfer tools have include the following:

1.   They have great transfer speeds

The best file transfer software tools make use of parallel multithreaded TCP features that enable faster transfer of files. You can take advantage of this feature while sending large files or picture frame details.

2.   They are simple to use

The best file transfer tools are simple to learn and operate. They are platform-independent and work on the cloud or can be installed on-premises. An internet connection with a web browser is all that you need.

3.   They are cost effective

These programs come with a variety of duration availability for users, so you can use them when you want and use them for as little as a month or more, as per your needs.

4.   No limit on file transfers

You can transfer files to as many people as you need. There is also no limit on file sizes.

5.   You can track your data

Since the data is hosted on servers owned by the service provider, you can rest assured that your information is safe at all times.

6.   Easy to set up

The best programs are incredibly easy to set up and use. No expert training is required. You can always take advantage of the online support and chat facility to get clarifications if needed.

Final Thoughts

As companies get more and more sophisticated, the need for data transfer and communication increases. Data transfer tools can help immensely in the smooth and efficient transfer of information so that workflows are automated and efficiency is maximized.