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.

From: Administrator > Tables > Task types

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

From: Administrator > Tables > Task types

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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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To duplicate an existing task:

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”
   

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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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From: Administrator > Tables > Task types > Magnifying glass

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.

By setting upload defaults, users will not have to select them when uploading files to tasks or when Toolkit exports files into OOONA Manager.

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From: Administrator > Tables > Task types > Magnifying glass

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

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

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

3. Click “Save”
   

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2.2.2.2 Adding a new file description for a file type

From: Administrator > Tables > File tables > File types

1. Click the Edit button (fig 1) of the file type you require a new description for.

2. Click the “Descriptions” button (fig 2)
   

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3. Click “Add file descriptions” (fig 3)

4. Type in the new description (fig 4)

5. To save click on the green V (fig 5)
   

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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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2.2.2.4. Toolkit tool

Select the required tool for this task, if necessary.

Set “Close task” to “Default:

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2.2.2.5- Affiliated resources- Mandatory

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

If you copied the task, the resources from the original task will be copied but you can still edit the list

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2.2.2.6- Key Switches

Make sure the following switches are set correctly:

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

2.2.3. Basic Toolkit Preferences

2.2.3.1. 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.

2.2.3.2 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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2.2.3. Additional task preferences- Mandatory

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2.2.3. Task pricing preferences- Mandatory

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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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If you need to create new products, proceed to Step 3.1- Product creation

3.1. Product creation

From: Manager > Pricelist and workflow templates > Products > Add product

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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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Then click “Delete product” to remove the redundant product/s

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4.2. Creating a workflow template from scratch

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

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Click “All tasks” to start

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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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Click “Add new product” to add additional products to the “target language/s” step, if necessary.

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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, also 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 correctly set

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