Automating News Updates with Encodian: Streamlining PDF and Word Creation

October 6th 2024

Communardo, a leading technology-focused organization, consistently tracks Microsoft News to stay up-to-date with the latest features, updates, and announcements. They provide this critical information to their customers through a newsletter service, making it essential to deliver timely and accurate insights. As technology evolves at a rapid pace, businesses like Communardo must adapt, ensuring they have efficient processes in place to manage growing data loads while delivering high-value insights to their customers through automated document creation.

 

The Challenge

Communardo’s traditional method for collecting, assessing, and presenting Microsoft News updates was no longer sustainable. The team sifted through forums, roadmaps, and the message center, then transferred the data manually into Word templates. This tedious, error-prone process was entirely time-consuming, taking at least two hours each week to insert content into Word templates alone. It caused inefficiencies and detracted from the team’s ability to deliver more profound analysis and higher-quality insights.

The organization urgently needed a solution that would allow them to streamline this workflow, eliminate human error, and free up time to focus on more strategic activities. Automated document creation became the ideal solution to address these inefficiencies and transform their process.

 

The Solution

Faced with these challenges, Communardo turned to Encodian’s Flowr actions, which provided an elegant and powerful automation solution. Encodian’s tools integrated seamlessly into their existing systems, offering flexibility and reliability to automate every step of the process. The solution included:

  1. Populate Word Template: Automatically fill pre-designed templates with multiple sources’ latest Microsoft News data.
  2. Convert to PDF: Transform the populated Word document into a well-formatted PDF report for easy distribution.
  3. Merge PDFs: Organize the news updates into logical, categorized sections, such as “New or Updated Features” and “Deprecated or Delayed News.”

By leveraging over 20 automated workflows, Communardo extracted and aggregated data from various sources into a Kanban board in Jira formatted into JSON. Then, Encodian’s Flowr actions generate polished Word documents and PDFs. This process of automated document creation was seamlessly integrated with Jira and SharePoint, ensuring that every file was consistently formatted, organized, and easy to access.

The news files are then merged into sections, such as “New or Updated Features” and “Deprecated or Delayed News,” creating a comprehensive report. Finally, explanatory and contact pages are added, and the merged document is saved in SharePoint.

 

I consult many companies on how to use Power Platform, and for many use cases, the quickest, most cost-effective answer is, “Have you tried Encodian?” We are super happy with the Encodian products!

Robert Heep

Communardo

Results and Savings

Encodian’s automation tools transformed Communardo’s news update process, drastically improving efficiency and quality. What once required over two hours per week of manual effort was reduced to just 15 minutes. The benefits were immediate and measurable:

  • Over 90% Time Savings: Over two hours of manual work were freed weekly, allowing the team to focus on higher-value tasks such as deeper news analysis and strategic reporting.
  • Flawless Accuracy and Consistency: Automation minimized human error, ensuring that reports were accurate, consistently formatted, and delivered on time.
  • Enhanced Team Productivity: With significantly more time available, the team could now prioritize delivering better insights to clients, strengthening their value proposition.
  • Seamless Integration: Encodian’s Flowr actions integrate natively with Power Automate and existing tools like Jira and SharePoint, allowing for effortless deployment without disrupting daily workflows.

 

Competitive Edge: Why Encodian?

Communardo chose Encodian over Adobe for several key reasons: reliability, scalability, and performance. Adobe’s solutions frequently faced service outages and timeouts, especially when processing complex data such as JSON or merging multiple PDF files. Encodian not only eliminated these issues but also provided unmatched flexibility in handling complex workflows, offering the capability to merge up to 1000 PDFs seamlessly. This high limit ensures that even the most demanding tasks are handled efficiently, making it a robust solution for large-scale document management. This and the ability to seamlessly manage data processing and template population made Encodian the obvious choice.

Encodian’s solution empowered Communardo to future-proof its processes, providing a scalable, dependable system that could grow alongside its business.

 

Conclusion

By automating their news update process with Encodian, Communardo unlocked new levels of efficiency and productivity. The organization saved over 90% of the time previously spent on manual data entry, allowing its team to focus on creating more valuable, strategic insights for clients. The automation also reduced human error, ensured consistent formatting, and enabled faster, more accurate reporting—transforming how Communardo delivers value to its customers.

For organizations facing similar challenges, Encodian offers a proven, robust, and scalable solution. With seamless integration into existing tools like Power Automate and SharePoint, Encodian helps businesses eliminate inefficiencies, improve accuracy, and increase productivity. As demonstrated with Communardo, adopting Encodian’s automation capabilities can lead to drastic time savings, improved business outcomes, and better client satisfaction.

Organizations ready to streamline their processes and focus on delivering greater customer value should consider Encodian as the solution that makes automation easy, reliable, and impactful.

 

What else can Flowr automate?

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Word - Remove Table of Contents
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Word - Remove Watermark
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UPDATE: We’re excited to announce some significant updates to Flowr for Power Automate! As of October 2024, we’ve improved by updating action names and splitting Flowr’s central Power Automate connector into nine specialized connectors. These changes will make your workflow faster, smoother, and more efficient. The new action names are more precise and intuitive, saving you time, while the focused connectors enhance performance and flexibility. This update also helps future-proof the platform for even more powerful features. Check out our updated action names blog.

Author
Alex Rackwitz

Director

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