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General overview
OOONA Manager is a web-based management tool for subtitling and localization companies.
Through this platform, you’ll see all the tasks you are assigned to and receive all necessary information about these tasks: delivery date, access to the required assets, access to tools, instructions, and any other relevant info for your tasks.
Password creation and initial login
You will receive a mail with your username (fig 1) and a password creation link (fig 2).
Create your password by clicking the “Change my password” link in the mail you received. After you create your password, you will be forwarded to the login page.
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The link is only valid for a short period of time so if expired, click your system’s name (fig 3) and then click “Forgot password” to receive a new password recovery link. |
Type your password and re-type it to confirm (fig 1).
Pay attention to the on-screen alert to guide you through the process (fig 2).
For security reasons, 2 symbols (non-alphanumeric characters) are required (fig 3). The “password status” field verifies the password validity.
Click “Change” to save your new password (fig 4). Once the password is created, you’ll be forwarded to the login page.
Ready tasks vs. Not ready tasks
The system differentiates between two types of tasks: Ready task and Not ready task
Ready task (Previous task/s completed)
A “Ready task” is a task that you can start working on.
A task is considered ready when the previous task in the order’s workflow is completed.
Meaning that all required assets to complete your task should be already available in the order.
*OOONA tool will be available (in integrated systems).
Not ready task (Previous task/s not completed)
A “Not ready task” is a task that you can’t start working on.
A task is considered as not ready when the previous task in the order’s workflow hasn’t been completed yet.
When a task is indicated as not ready, it means that not all required assets are available in the order yet. You will still see the task in your task list including all information and available assets, but it means that a required asset is still missing.
*OOONA tool will not be available until the previous task in the order’s workflow is completed (In integrated systems).
Home page- viewing your list of tasks
Calendar view
When logging in to the system, you’ll be navigated to the home page from which you’ll have access to all the tasks you are assigned to, Ready and Not ready.
You can see the information about your upcoming tasks in any of the 4 calendar views (fig 1).
The Agenda view is the default view.
The calendar views are informative only. To start working on your tasks, you will need to access your task list either from your Task counters or from “My tasks” page.
Task counters
The Task counters on your Home page will tell you how many Ready (1) and Not ready (fig 2) tasks you are assigned to.
You can click the lines to be navigated to your task list to see your Ready and Not ready tasks.
“My tasks” page- start working on your tasks
From: My menu > My tasks.
On “My tasks” page you’ll see all the tasks that you are assigned to, Ready and Not ready, and receive all necessary information about your tasks including access to the assets and tools. Each line is one task you are assigned to.
When finished working on your task, you must mark it as complete.
Previous task column
Green- you can start working on your task. Previous task in the order’s workflow is completed so all necessary assets should be available (fig 3).
Orange- you can't start working on your task. Not all necessary assets are available (fig 4).
Messages
Messages are must-read instructions/information about your task. You cannot download the assets, or open them in any OOONA tool (in integrated systems) until all messages are marked as read by you.
Click the “Messages” button of your task (fig 1) to display all messages.
Click “Read” (fig 2) for each message to mark it as read. Once clicked, the button will turn green (fig 3).
In long messages, make sure to scroll all the way down to disclose all the information (fig 4).
If you’ll try to download any of the order’s files from the “Order files” page of your task (fig 1) or try to stream it to an OOONA tool by clicking “Open toolkit (fig 2), the following alert will prompt (fig 3). Once you click “Close” (fig 4), you will be navigated to the “Messages” page to mark your messages as read:
Order files/assets
Click the Order files button (fig 1) to see the files that have been made available in this order. Each line is one file (fig 2). Normally, all required files will be streamed to OOONA’s tool once clicking to open the tool in “My tasks” page (in integrated systems).
If your organization permits it, the files can be downloaded by clicking the arrow icon (fig 3). If there are messages for this order that you didn’t read yet you’ll be forwarded to the Messages page to mark the messages as read.
Delivery Date Colors (Order and Task dates)
Order and Task dates across the system are color coded to allow an easy and instant visual overview of the current workflow status.
Red background – The Task / Order is overdue.
Green background – The Task / Order is scheduled for today (The next 24 hours).
Cream background – The Task / Order is scheduled for tomorrow (The next 24-48 hours).
Green background with red border – The task was completed late.
Cream highlighted border – Holiday
Blue highlighted border – First day of weekend
Purple highlighted border – Second day of weekend
Color combinations are possible, such as in #2: Task / Order is scheduled for today, which is a holiday.
Holidays are not automatically updated and require a manual update.
Working with OOONA tools
When the task is ready (previous task in the order workflow is completed so all asses are available), the required OOONA tool will be available. Click “Open toolkit” to access the tool.
A link to the “Start project” manual- Coming soon
When clicking the “Finish Project” button in OOONA tool, an alert will prompt asking if the task should be marked as completed in the Manager. Click Yes to complete the task.
Tool Kit screenshot- Coming soon
If the alert to complete the tasks wasn’t prompted, you must navigate back to “My tasks” page (in Manager) and click “Mark as complete”. Without clicking it the task will not be considered as completed.
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Once the task is completed it will no longer be displayed in “My tasks” page. If you still see your task it was not completed. |
A task can only be completed when the “Mark as complete” button is green. The button will only turn green after finishing a project in Toolkit, in integrated systems, or after uploading a file, if working in an external system. Hover over the “Mark as complete” button to see what’s missing.
If you are required to upload a file to the order, do as follows: File upload to tasks
Working with an external tool
Downloading the assets
Click the Order files button (fig 1) to see the files that have been made available in this order. Each line is one file (fig 2).
To download the files click the arrow icon (fig 3).
If there are messages for this order that you didn’t read yet you’ll be forwarded to the Messages page to mark the messages as read Marking messages as read
Once finished creating your file in external software, you must upload it to the system. Most tasks can only be completed after uploading a file.
Uploading your file
Click “Add file” to open the upload page (fig 1).
File type and File description are required. If they are not pre-selected, select the necessary values from the drop-down menus of the File type and File description fields (fig 2).
Click “Select files” or drag and drop your file to upload it (fig 3).
The allowed file formats for upload will be listed on the upload page (fig 4).
The task info will be displayed at the bottom of the file upload page (fig 5).
After the file is uploaded to the order, an alert will prompt suggesting to complete the task. Click Yes to complete the task
If the alert to complete the tasks wasn’t prompted you must click “Mark as complete”. Without clicking it the task will not be considered as completed.
A task can only be completed when the “Mark as complete” button is green. The button will only turn green after finishing a project in Toolkit, in integrated systems, or after uploading a file, if working in an external system. Hover over the “Mark as complete” button to check what’s missing.
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Once the task is completed it will no longer be displayed in “My tasks” page. If you still see your task it was not completed. |
Your completed tasks can be viewed from: My menu > Tasks completed