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Now what?
Once completing the first part of the training, it’s time to start implementing what you’ve learned and start creating real live orders in the system so we can improve the workflow templates and get some feedback.
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Please, spend the time off to train and test the system and the topics we have reviewed, so you can come up with questions and requests we can target specifically.
Configuration checklist
Resources:
From: Manager > Rolodex tables > Resources > Copy
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Resources page- Key fields when setting up users*
Welcome mail with a password link
Upon creation, a Welcome mail is sent to the user.
If you don’t want them to currently receive OOONA’s welcome mail with their username, switch off “Send password link by email” in the Resource copy page (in some systems this might be displayed as a checkbox).
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Attributes
Attributes are copied when copying the user and can be changed after the creation, if necessary.
You can set one user with all required attributes (see below) and then make copies of it - Skills, roles, and other information will be copied.
Make sure the following key attributes are correctly set for the resource.
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Set the resources “Time zone” (fig 6)
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Customers
From: Manager > Rolodex tables > Customers > Magnifying glass
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If necessary, add customer contacts (fig 4)
Contacts can be added to orders, and will be available for selection when manualy sending files to customers.
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Email Notifications
Decide on your preferred notifications.
Inform next task
On the workflow template level, set the tasks you would like to send Inform next task notifications
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Task completion notification to the order’s resource in charge
When the task is completed, a task completion notification will be sent to the order’s resource in charge.
To set the notification:
Switch on the configuration on the task level.
From: Administrator > Tables > Task types page > Magnifying glass
Set the system configuration witch to ON
From: Administrator > Web administrator > Configuration > Emails
Notifications for linked tasks once all pre-production tasks are completed
All tasks that are set with Previous task: “All pre-production tasks completed”, will receive a notification once all pre-production tasks are completed.
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The following tasks will receive the notification once all pre-production tasks are completed
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Automated distribution of final files
Once the file files are ready, they will be distributed to the customer or to an internal email.
From: Manager > Rolodex tables > Customer > Magnifying glass > Automated distribution
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Flags
Set system flags to flag common issues within orders.
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Customize from: Administrator > Tables> Flags
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Grid layout
Set Grid layouts for frequently used pages.
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Once setting a system Grid layout, it will be applied to all users that didn’t already set a user grid layout.
Workflow templates
From: Manager > Price lists and Workflow templates > Workflow templates > All tasks
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Make sure the following key attributes are correctly set in the workflow template.
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Email templates
Customize common notifications, if necessary
Helpful tips
Create work routines
Who does what? Who creates orders, who assigns, who schedules the order and task dates, and who uploads the assets.
How does it transition from the order creator to the additional steps: scheduling, assigning, etc…
Who adds the messages?
When do you switch to “In progress” so that assigned resources will see the order?
Always prefer creating your orders in advance, for example, the whole series. That way, once the assets are available you upload them and the order is ready.
Manual task dates or Lead days?
I advise starting with manual task dates and gradually transitioning to task lead days (i.e., automized scheduling in which the task dates are auto-populated once you enter the Order date), once you start gaining more confidence in the system.
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When it comes to order dates, I do suggest linking the Order internal supply date to the Order supply date (done from the Workflow templates page), with lead days between them or without.
Accurate dates at all times!
Get used to having all your Order and Task dates accurate in the system.
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