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Case Study
Enable scalable growth in publishing:
centralize data & streamline workflows
Roll & Play Press was facing the challenge of rapid growth while still relying on spreadsheets and multiple disconnected documents to manage titles, metadata, and specifications. This scattered approach made it difficult to maintain accuracy, track official copies, and coordinate production and non-book products.
New growth in publishing enabled: With the implementation of Klopotek STREAM in the Cloud, the publisher now has a single, centralized platform for all titles, metadata, assets, and specifications. This consolidation has streamlined workflows, reduced the time spent searching for documents, and minimized errors. The team is now positioned to efficiently manage current and future growth, with the system ready to support automation and ONIX messaging for wider distribution.
Anna-Selina Sander, Supply Chain Manager, Roll & Play
Main Challenge:
Transitioning from spreadsheets to an integrated app-based workflow
Result:
One central system for all titles, specs, and assets – improved efficiency and readiness for scalable growth and automation
Company Size
8 employees
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Location
London,
UK
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Implemented Solution
Klopotek STREAM web apps
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Strategic Objective
Centralize Data & integrated app-based workflow
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Main Challenge
Rapid growth while still relying on spreadsheets and multiple disconnected documents
This scattered approach made it difficult to maintain accuracy, track official copies, and coordinate production and non-book products, which is a very important segment for this client. The main challenge of the implementation project was to migrate all existing data into an integrated, app-based system and adapt the team’s workflows to this new centralized environment.
Solution & Result
Scalable growth in publishing enabled: the publisher now has a single, centralized platform for all titles, metadata, assets, and specifications
This consolidation has streamlined workflows, reduced the time spent searching for documents, and minimized errors. The team is now positioned to efficiently manage current and future growth, with the system ready to support automation and ONIX messaging for wider distribution.
Results
Why did you opt for the Klopotek STREAM solution in the Cloud and which processes did you want to improve in publishing to secure scalable growth?
“We are still a fairly small publisher with quite a small list. But the company is growing and so is our range of titles. So we were at a stage where we needed to have one place where all the data for the books is stored and to move on from the spreadsheet stage. We also produce a lot of non-book articles, and it was important for us to have a place to store all of their specs and unit prices."
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"We were also looking for an opportunity to optimise our scheduling, but the most important need was to have a central database instead of a range of different documents all over the server."
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​"The Klopotek STREAM apps looked really attractive to us; matching where we are at the moment, but also providing the tools we need for the next stage of growth."
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"The next step will be to set up ONIX messaging to be ready to supply EUDR data to our distributor, as this is the format they prefer."
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The implementation project is only 6 months old, but can you name some achievements?
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“Most of the time I've been working with the Title Life Cycle Manager. All of our titles are now set up in that app; we have one place for the metadata, the official copy, images, etc, that everyone can refer to when looking for 'the one truth'. Blurb Manager and Classification Manager are also crucial for maintaining basic metadata. So now that we have done a big chunk of metadata entry and management, we can save time and resources, as we no longer have to search around on the server for the latest version of the cover, copy, RRP etc. It is now all in STREAM and people know where to look."
"And we are now in a position where we can expand into the other STREAM apps from there."
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Could you tell us about the experience regarding the onboarding and the implementation?
"It was a great experience. The onboarding sessions were really, really good. We took a lot of time for all the apps I've mentioned, for the Title Life Cycle Manager, for the Blurb Manager, and the Classification Manager. We did that with Barbara Brüls, and she was really good at this, very thorough, and patiently answered all of my questions. I feel really confident and comfortable with the system now. And we are already busy working on configuring our first ever ONIX messages, which is very exciting!"
What do you think are some key benefits of the STREAM apps in comparison to other solutions?
"I find the apps intuitive. STREAM is very down to what is necessary and there is basically one way forward in the workflow. There are some different ways of navigating, but the main process is fairly central. The system tells you: this is what you need to do in order to get there. So, you basically have to learn one process only and I think that makes it stand out."
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What are future projects?
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"ONIX messaging is occupying my mind right now. We might expand our feeds to more retailers once we have cracked the configuration and timing of the exports. As a small business we appreciate a bit of helpful automation, and being able to meet the standard of sending ONIX data will be a big step towards being able to work with more partners!"
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​"I still have to check out the app for production. My first impression is that it's really good to compare specs to each other. What we might do in the future for new projects is use it to refer to previous specs – using it as a big database that stores everything, like every order confirmation with the printer and all the compliance data and everything."
​"And I really like the budgeting tool, having done budgets myself for books for a long time. When I was briefly introduced to it, I thought: this is really clever and I like it a lot!"
"Anna-Selina, thank you very much for providing these insights; we look forward to continuing working with you on mastering publishing challenges."
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Contact us here at Klopotek to learn more about this project and how we can help you
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