Step 1- Planning your workflow template

When creating workflow templates you start from the smallest piece and build up.

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The “Target language/s” step with all its tasks is a smart step and will be multiplied within the order according to the number of target languages selected on order creation.

Only when a Master template creation is required, add the “Source/Pivot language” step for the Master template creation product.

If you externally receive the master template file from your client you don’t need the “Source/pivot language” step, only use the Target language/s” step.

Step 2- Tasks

Make sure you have all the required tasks in the system.

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If all tasks are available on the “Task types” page and all Task defaults essentials are correctly set, proceed to Step 3- Products

2.1. Adding a new task by duplication

If the task that you need is not available, you can add a new task by duplicating an existing task.

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1. Click the “Duplicate” icon of the task you want to duplicate

2. Type the new task’s name.

3. Click “Save”

4. Click “Close”
   

   

5. Once the new task has been added, proceed with setting up the “Task default essentials”

2.2. Task defaults essentials

You should set the task default essentials listed below so that when you add this task to orders or workflow templates, these essential defaults will be applied without having to manually set them each time.

The complete Task defaults manual (will be added)

Whether you are using existing tasks or if you create new ones, you must make sure the following essential defaults are correctly applied.

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2.2.1. Link date to

Sets the default Link date that will be used when connecting a task supply date.
Note: The Link date to can be changed later on the template / order / task level.

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1. None (fig 1) - The task date will not be linked and will require manual scheduling

2. Order internal supply date (fig 2) - the date of the task will be linked to the Order internal supply date.
   Lead days and hours are set on the template / order / task level

3. Order supply date (fig 3) - the date of the task will be linked to the Order supply date.
   Lead days and hours are set on the template / order / task level

4. Step delivery date (fig 4) - the date of the task will be linked to the Step delivery date.
   Lead days and hours are set on the template / order / task level

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2.2.2. File upload defaults

Upload defaults (file type and file description) are mandatory for file upload.

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1. Default file type (fig 1) - Sets the Default file type used when adding the task to a template/product/order.
   This setting can be changed at any of these levels.

2. Default file description (fig 2) - Sets the Default file description used when adding the task to a template / product / order.
   This setting can be changed at any of these levels.

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2.2.2.1. Adding a new file type

To add a new file type, navigate to: Administrator > Tables > File tables > File types

1. Click “Add new file type” (fig 1)

2. Type the “Description” (fig 2)

3. Set the “Production File” switch to “On” (Mandatory) (fig 3)

4. For text files, set the “Send as mail attachment” switch to “On” (fig 4)
   

   

5. If the file can be downloaded by users, set the “Can be downloaded” switch to “On” (fig 5)

6. Click “Save”
   

   

2.2.2.2 Adding a new file description for a file type

From: Administrator > Tables > File tables > File types

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2.2.2.3. Allowed file extensions for file upload

Set allowed extensions for this file type. This is mandatory.

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From: Administrator > Tables > File tables > File types > Magnifying glass > Extensions

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2.2.3 Toolkit tool

Select the required tool for this task, if necessary.

Set “Close tasks on project completion” to “Default:

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2.2.4 Affiliated resources - Mandatory

Select the resources that can be assigned to this task. This is mandatory.

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1. Click on the Connected resources icon

2. Select or Deselect the resources according to your preferences.

3. click Close.

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2.2.5 Key Switches

Make sure the following switches are set correctly:

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Enable resource rate association - should be ON for all tasks.

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2.2.6. Basic Toolkit Preferences

2.2.6.1. Default Toolkit tool

Select a default tool for this task. The selected tool will open once users click the “Open toolkit” button of their task.

2.2.6.2 Task completion on OOONA Manager

Once users click “Finish project” in the tool, it can trigger the task to be completed on OOONA manager.

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For more information about this topic review the Toolkit Task completion manual (will be added)

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Step 3- Products

Once you have all the tasks that you need you can create your products.

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To create new products:

3.1. Product Creation

Adding a new product:

From: Manager > Pricelist and workflow templates > Products:

1. Click Add product

2. Select “Global product” from the Products for list
   

   

3. Click “Create Product”
   

   

4. Select “Order type” - the default is Localization (Usually this is not changed) (fig 1)

5. Type the product name in the Description column (fig 2)

6. Click The green V to save the product (fig 3)
   

   

Adding tasks to the new product

1. Click the Tasks icon in the Tasks column
   

   

2. Click “Add task to this product” (fig 1)

3. Select the required task (fig 2)
   If you have preset defaults, they will be automatically populated in the following field. If not they can be set manually.

4. Set the “Default file type” (fig 3)

5. Set the “Default file description” (fig 4)

6. Set the “Pool task” switch (fig 5)

7. Set the “Toolkit tool” (fig 6)

8. Click “Save & Close” (fig 7)
   

   

9. Repeat the process until all required tasks have been added
   

   

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To learn how to create prices for your new products, check out the Customer product prices manual (will be added)

Step 4- Creating your Workflow template

Once all required tasks and products are in the system, you can create your workflow template.

From: Manager > Pricelists and workflow templates > Workflow templates

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4.1. Copying an existing workflow template

Copying an existing workflow template will save a lot of time when creating workflow templates.

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Click “All tasks” to review your new workflow template

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4.1.1 Making changes to a copied workflow template

Once the workflow template has been copied, you can start tweaking the workflow template according to your needs.

4.1.1.1 Adding a product

1. Click “Add new product” (fig 1)

2. Select the “Step” (fig 2)

3. Select the “Product” (fig 3)

4. Click “Save & Close” (fig 4)

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4.1.1.2 Deleting a product

1. Click the “Delete product” icon (fig 1)

2. Click “Yes” to confirm product deletion from the workflow (fig 2)

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4.1.1.3 Adding a single (Stand-alone) task to the workflow template

1. Click “Add new task” (fig 1)

2. Select the “Task” (fig 2)

3. Select the “Step” (fig 3)

4. To add the task to an existing Product select the relevant product from the list (fig 4).
   This is not relevant for Pre + Post production tasks.

5. Task defaults will be auto-populated.

6. Click “Save & Close” (fig 5)

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4.2 Creating a workflow template from scratch

From: Manager > Pricelists and workflow templates > Workflow templates:

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To begin, click the “All tasks” icon in the workflow template page

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4.2.1. Adding the Pre-production step

The Pre-production step would mostly be for your assets tasks.

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4.2.1. Adding the Target language’s step

The “Target language/s” step will contain the product/s which are the deliverables, the final files you need to create as part of this workflow.

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1. Click “Add new product” (fig 1)

2. Select the “target language/s” Step (fig 2)

3. Select the required Product (fig 3)

4. Click “Save & close”

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4.2.2. Master template creation step (“Source/Pivot language” step)

If you need to create a Master template and then use it to translate into additional languages, add the “Source/Pivot language” step, in addition to the regular steps (Pre-production, Target language/s, and Post-production).

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• The “Target language/s” step with all its tasks is a smart step and will be multiplied within the order according to the number of additional target languages selected on order creation

4.2.2. Adding the Post-production step

The “Post-production” step will typically contain the delivery and invoice tasks.

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Step 5- Review your Workflow template and finish

Review your new workflow template to make sure everything is set correctly

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