Optimizing Music Download & Upload Workflows with Automation
Automation of Music downloading and uploading workflows to make things more efficient for clients.
Our client, a major entertainment and music distribution firm, operates a large library of playlists for its customers. They must update their playlists on their site regularly in order to guarantee easy access. Such playlists are downloaded, and playlists must be compressed and made available to the end-users.
The downloading of single music files, zipping folders, and uploading to the website was, however, completely manual, consuming more time, creating error possibilities, and slowing down delivery.
PROJECT OVERVIEW
Problem Statement
The operational issues in the workflow of the client were major:
Manual Work
The workers needed to download single music audio files, pack them in zip files, and upload them to the site manually. This monotonous procedure took them a long time.
Human errors
The playlists and the number of tracks supplied made errors likely to happen. The loss of files, wrong uploads, and broken zip files were very frequent.
Inefficiency
The pub cycle slackened the publishing. Customers took more time to get the revised playlists, which influenced customer satisfaction.
Scalability Problems
When the business expanded and playlists expanded, the manual process could not be scaled. The client had to have a powerful solution that could accommodate more volumes without the workforce requirements increasing.
Ramam Tech's Approach
Our area of expertise at Ramam Tech is intelligent automation, especially Robotic Process Automation (RPA). We have researched the workflow of the client and found the RE Framework (Robotic Enterprise Framework) to be the optimal point to create a scalable automation solution.
We knew we wanted to make the whole process automatic, much faster, error-free, and scalable.
Solution Delivered
The RE Framework allowed us to create a fully automated workflow, and the following steps were developed in it:
Input Extraction
It starts with the Excel input file as given by the client. This file includes the information about playlists and about definite music tracks that should be downloaded.
Automated Search and Download
The automation bot is used to log into the music application of the client in order to search for the necessary music files and download them automatically.
Getting the Playlists
Once the download has been completed, the bot automatically moves the files into zip files, ensuring that they are arranged in the manner the client wants them to be.
Posting to the Website
The final step is that the bot should log in to copy ready zip files to the upload in a secure way.
Error Handling and Logging
The RE Framework makes sure that any errors, such as failed downloads, missing files, or interrupted uploads, must be logged and solved.
Some of the main characteristics of Automation
- Scalable Architecture: The solution is based on the RE Framework, which can be scaled easily with the increase in volumes of playlists.
- Precision: Removes any human error in file downloading and uploading.
- Time Saving: What took hours of laborious work takes minutes to complete now.
- Audit Trails: All the activity carried out by the bot is recorded, which is very transparent and traceable.
- Flawless Interoperability: Integrates flawlessly with the music application and the client’s site without any significant changes to the infrastructure.
Implementation Process
Requirement Gathering
Our team worked closely with the client to learn their playlist workflow, their input formats, and the output requirements.
Design and Development
With the UiPath RE Framework, we created a process that is highly modular, easy to maintain, and upgrade.
Testing and Validation
Real playlists were tested rigorously to verify that downloading, zipping, and uploading were accurate.
Deployment
The automation was implemented in the client with minimum disruption.
Training and Handover
The client team underwent training to monitor the bot and interpret logs as well as manage exceptions when necessary.
Results Achieved
The Ramam Tech automation changed the operations of the client:
- Decrease in the number of manual workers: Jobs previously done by several workers are now being done by the bot.
- Accuracy: Human error was eliminated almost entirely
- Quicker Turnaround: Hours to prepare playlists are now minutes to prepare.
- Better Customer Satisfaction: End-users could have faster access to playlist updates, which improved the brand reputation of the client.
- Cost Efficiency: The customer could redeploy workers to be engaged in more strategic tasks, and this would enhance productivity.
Automation of Ramam Tech has changed the manner in which we manage our playlists. A process that would take a long time and was full of mistakes is now smooth and dependable. Their experience with RPA and the RE Framework provided us with a scalable solution that expands with our business.
Client Operations Head
Lessons Learned
Based on this project, some lessons were learnt:
- Automation would be most appropriate in processes that are repetitive and rule-based, such as downloading, compressing, and uploading.
- The management of error is of paramount importance. With the help of the management of the RE Framework, we provided continuous work on our system.
- It should be managed by change. Bots should be trained to collaborate with the team of the client, so that the idea of adopting bots becomes easier.
