Challenge
The ordering system for Dymocks Children’s Charities’ Book Bank program was very manual and fragmented. The program team had to:
- Calculate the number of books required for each school cohort from a selection of 30 titles.
- Apply order information by publisher to the order.
- Generate separate CSV files for each distributor in their required format.
- Manually email each CSV file to each distributor.
This process was time-consuming, and as it was completed in excel, error- prone, and lacked transparency and tracking capabilities.
Solution
Blaze Your Trail implemented a streamlined, automated ordering system using Salesforce. The new system allows the program team to:
- Generate the order with a single click, with the correct number of books according to the number of students per year level as provided by the School. At this stage the program team can change the quantities or order additional books if required.
- Activate the order, which triggers the automatic creation of one CSV file per distributor, with the school shipping address, contact person, contact phone, book title and ISBN, quantity, order information (as per publisher terms).
- Send emails with the order summary and the CSV file attached to each distributor at the press of a button.
Each order email is tracked in Salesforce and blind copied to the program team’s inbox, creating confidence, and ensuring transparency and accountability.
Benefits
Significant Time Savings
The automated process is estimated to save the program team at least 1 hour each order, eliminating the need for manual calculations, file generation, and individual emails.
Improved Accuracy and Consistency
Automated CSV generation ensures that pricing data and order formats are correct, reducing the risk of costly errors and rework.
Enhanced Visibility and Tracking
Each distributor email is logged in Salesforce’s activity timeline, creating a transparent and auditable history for every order and improving communication with partners.
Future-Proofed Flexibility
If book titles change or information is updated, the program team can simply update the product records in Salesforce. This ensures the solution remains accurate and adaptable as the program evolves.
In their own words..
" The automation of our Book Bank ordering system has been a game changer for Dymocks Children’s Charities. What was once a manual, time-consuming and error-prone process is now streamlined, accurate, and transparent. This means our team can spend less time on administration and more time on what matters most, getting books into the hands of children who need them."
Melanie Smith
General Manager, Dymocks Children's Charities
You can view and print the Dymocks Children’s Charities Case Study here.
