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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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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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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

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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. fdsfdsClick “Create Product”
   

   

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Then add tasks to the product

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Click “Add new task” and select the necessary task.

If you don’t find the task that you need in the dropdown, revert to Step 2- Tasks

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All task defaults from the Task types page should be auto-populated. If not, select them manually.

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Repeat the process until all required tasks have been added

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

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

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

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Adding tasks to the new product

1. Click the Tasks icon in the Tasks column
   

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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)
   

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

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Once you have all the required products, you can proceed to create your Workflow template

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

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Once copied, you can tweak it according to what you need for your new workflow template

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Click “All tasks” to review your new workflow template

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Start tweaking the workflow template according to what you need.

Click “Add product” to add the necessary product

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

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You can also add stand-alone tasks to the workflow template, if necessary

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4.2. Creating a workflow template from scratch

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

First, select to which customers this workflow template can be used. to create orders for

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Then, enter your workflow template’s name

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Now, you can start adding the required steps, products, and tasks that will create your workflow template.

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.

Products are not required in the Pre-production step.

Click “Add steps” to add the step and task

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Click “Add new task” to add additional tasks to the Pre-production step, if necessary.

Repeat the process until all required tasks are added to the Pre-production step.

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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.

For every final file you need to create in the order you need a product (different formats of the same file do not require different products, they can be exported from the toolkit in any required file format).

Go back to the Task view:

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Click “Add steps” to add the step and product.

Additional products can be added to the “Target language/s” step later, if necessary.

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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).

• The “Source/Pivot language” step will only be used for the “Master template creation” product and will only be displayed once in the order according to the first target language selected on the order creation.

It should be positioned after Pre-production.

• 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

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Step

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Product

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Task

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Pre production

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Upload media

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Pre production

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Upload script

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Source/Pivot language

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Master template creation

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Translation + Timing

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Source/Pivot language

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Master template creation

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Proofreading

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Source/Pivot language

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Master template creation

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QC 1

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Target language/s

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Translation from a master template

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Translation

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Target language/s

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Translation from a master template

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QC 1

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Post production

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Delivery to client

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Post production

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Invoice

4.2.2. Adding the Post-production step

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

Products are not required in the Post-production step.

Click “Add steps” to add the step and task

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Click “Add new task” to add additional tasks to the Post-production step, if necessary.

Repeat the process until all required tasks are added to the Pre-production step.

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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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your needs.

1. Click on the “Copy” icon of the workflow template you want to copy (fig 1)

2. Type in the name of the new template in the “Description” field (fig 2)

3. You can make the template specific using the “Consolidated account”, “Customer”, “Series” or “Teams” fields (fig 3)

4. Click “Create new template” (fig 4)

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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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Repeat this step to remove all redundant products

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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:

1. Click “Add a workflow template” (fig 1)

2. Select who the template will be available for in the “Templates for” dropdown list:

   1. To make the template available for all customers, select “Global template” (fig 2)

   2. To make the template specific - select “Consolidated account”, “Customer”, “Series” or “Teams” (fig 3)
      

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3. If you selected a specific use, select the required value.

4. Click “Create template”

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

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

7. Set the “Link order internal supply date” Order supply date if you want the order internal supply date to copied from the order supply date. Here you set the lead days and hours as well. (fig 3)

8. Click The green V to save the product (fig 4)
   

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Now, you can start adding the required steps, products, and tasks that will create your workflow template.

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.

Products are not required in the Pre-production step.

1. Click “Add new step” (fig 1)

2. Select “Pre production” from the Step list. Pre production should be added to all workflow templates (fig 2)

3. Select a task from the Task list (fig 3). More tasks can be added to the step later (fig 5)

4. Click “Save & Close” (fig 4)

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Repeat the process until all required tasks are added to the Pre-production step.

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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.

For every final file you need to create in the order you need a product (different formats of the same file do not require different products, they can be exported from the toolkit in any required file format).

Go back to the Task view:

1. click the “All tasks” icon in the workflow template page
   

   Image Added

2. Click “Add new step” (fig 1)

3. Select “Target language/s” from the Step list (fig 2)

4. Select a product from the Product list (fig 3). More products can be added to the step later.

5. Click “Save & Close” (fig 4)
   

   Image Added

As mentioned, additional products can be added to the “Target language/s” step later, if necessary.

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).

• The “Source/Pivot language” step will only be used for the “Master template creation” product and will only be displayed once in the order, according to the first target language selected on order creation.

It should be positioned after Pre-production.

• 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.

Products are not required in the Post-production step.

1. Click “Add new step” (fig 1)

2. Select “Post production” from the Step list (fig 2)

3. Select a product from the Product list (fig 3). More products can be added to the step later.

4. Click “Save & Close” (fig 4)

Click “Add steps” to add the step and task

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Click “Add new task” to add additional tasks to the Post-production step, if necessary.

Repeat the process until all required tasks are added to the Pre-production step.

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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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1. Previous tasks - Make sure the “Previous task” is correctly set for all tasks.
   This field determines when the task will be indicated as ready and the OOONA tool will be available.

2. Toolkit tool - Make sure all the production tasks are affiliated with default OOONA tools and Toolkit settings are set correctly.

3. Lead time and linked date -
   Make sure the “Link date to” is set correctly.
   Select “Non” for manual scheduling.
   Select “Order internal supply date” + “Lead days” & “Lead hours” for automized scheduling.

4. Upload defaults - Make sure the upload defaults (“File Type” and “File description”) are set for all production tasks in the workflow.

5. Pool task / Inform next task -
   Make sure the required tasks are marked as “pool, if necessary.
   Make sure “Inform next task” is marked, if necessary.