In this manual:
· Order creation with “Add new order”
· Last created by me/for customer
· Order creation- by copy
· Order creation- by import from Excel
· Recreating orders
...
| Table of Contents |
|---|
Order creation with “Add new order”
Orders are created from: Sales > Sales dashboard > Orders page> Add “Add new order order” button (lower-left corner).
The order creation process has 3 steps:
Entering the order information
Selecting a workflow template
Pricing validation
...
validation
1. Entering the order information
...
Various fields are available on the order creation page (will be discussed in appendix 1), but only some fields are mandatory.
Some of the mandatory fields are auto-populated coming for from the system defaults.
The “Price products” button to proceed will only be available once all mandatory fields are entered.
The alert at the bottom of the order creation page will point out any missing mandatory values.
The “Price products” button to proceed will only be available once all mandatory fields are entered
...
Mandatory fields:
Title- the title of the series/feature/trailer etc. (i.e. Friends)
...
Mandatory fields (auto-populated from system defaults):
Order type- auto-populated from system defaults. “Localization” is pre-selected. Can be changed if necessary
Pricing type- auto-populated from system defaults. “Different price per language” is pre-selected. Do not change this value.
Script- auto-populated from system defaults. “Waiting for script” is pre-selected. Can be changed if necessary
...
The target languages sequence at in the right-hand “selected” box will determine the target language sequence in the created order.
All remaining fields in the order creation page are not mandatory and can be filled after the order is created.
Once all mandatory fields are entered click “Price product/s” to proceed (fig 3)
...
2. Selecting a workflow template
After clicking “Price products”, you are required to select the workflow template.
Click “Yes” to proceed to workflow template creationselection.
...
Once clicking “Yes”, all compatible workflow templates will be listed.
...
To create an order using only some of the products in the workflow template (product selection), click the green arrow button in the “Select specific products from template” button column (fig 2).
To preview the workflow template prior to selecting it, click the “Steps” or “Tasks” “Preview Workflow Template” buttons (fig 3).
...
3. Pricing validation
Once selecting the workflow template, you will be forwarded to the “Product prices” page which is the final step before the order is created is pricing validation.
Each product price will be displayed in a separate line.
If preset product prices have been created, the system will display them.
To create the order, click “Apply pricing” in the lower-right corner
Product prices options
...
Multiple product
...
Price not currently set- if a preset price is not available for this product, “Price not currently set” will be applied by default (fig 8). If the system will locate more than one compatible price, the user will have to select one.
· Manual price- Any product can be given manual unit /fixed price with any available currency or unit type (fig 9)
· Price not currently set- any product pricing can be set to “Price not currently set” (fig 10) so it can be easily recalculated later.
If you’re not sure what to select or what the price is, select “Price not currently set”. This will allow to easily set the price later by recalculating the order.
To finalize and a preset price will be added after the order has been created, the order can be easily recalculated to retroactively apply the preset price.
...
If you're not sure which pricing option to select, "Price not currently set" would be the easiest to fix later.
...
Preset price- if preset product prices have been created, the system will apply them.
To create the order, click “Apply pricing” (fig 11).
If the “Apply pricing” button is disabled, review your products’ prices list again to check if a pricing hasn’t been selected or something else is missing.
Congratulations! You’ve just created one order.
Note: Orders are created by default in “Open” status and will not be displayed to assigned resources until switched to production status (“In process” status).
Once the order is created, the order’s information tab will launch to display your order details in full view:
Appendix 1
A comprehensive list of all cells in the Order creation page (mandatory cells in bold).
“Create Options” section:
· Title- the title of the series/feature/trailer etc. (i.e. Game of Thrones 8)
· Order type- “Localization” is pre-selected. Change if necessary
· Duration- the order’s run time. For the most, will influence the order’s rates/prices totals
· Supplier (duration)- copied by default from the “Duration” cell next to it. Allows to charge your customer by run time X and pay your resource by run time X minus Y
· Client managing team- the team in charge of creating the order. Specific templates can be allocated to be used to create orders by specific teams. Will also determine which orders will be displayed when “If filter by teams” is on
· Resource in charge- the person in charge of the order’s progress and completion. Auto populated with the resource in charge linked to the selected customer (configuration based. Can be set by default as the order creator or can be set manually)
· Customer- select the customer from the pull-down menu. If not in the list, create a new customer or contact your manager
· Billing customer- Should be populated only in cases that the paying entity is not the selected customer
· Content type- select the necessary type out of pre-configured values (disabled by default)
· Automatic assignment- tick this option to apply any pre-configured assignment defaults
· Series- select an existing series from the pull-down menu. You can also enter a new series by clicking the + icon next to it. The “Series” pull down is filtered by the selected customer (new series can also be entered from: Manager > Rolodex > Customers > Magnifying glass > Series)
· Series info > Season/episode number cells- these won’t be active until a series has been selected in the series cell (unless otherwise configured).
· Billing manner- “Not set” is pre-selected. Change if necessary. (This is an indication only. Has no dependencies with the actual billing system)
· Pricing type- “Price per order” is pre-selected. Change if necessary
· Script- “Waiting for script” is pre-selected (configuration based). This cell indicates if a script is necessary for this order and if the client has supplied you with one, or not. Can influence the price.
Script not relevant- mainly for transcribing jobs in which a script is not necessary
Waiting for script- a script is necessary but has yet been supplied by the customer and/or uploaded to the order
With script- a script is necessary and has been supplied by the customer and/ uploaded to the order
Without script- a script is necessary but will not be supplied (required to translated by ear)
· Media number- media file’s ID
· Revenue billing office- enabled when “Offices” feature is enabled (disabled by default)
· Project- can be used to group together orders that are not of the same series. For instance, if you are working on 10 Hindi features, all for the same client and approximately the same deadline. To populate the “Projects”, pull down, you first must create a new project from: Manager>Rolodex tables>Projects. Enter the name of the client and you can add a new project.
If you don’t have the manager dropdown, please contact your manager
· Episode title- the episode’s title
· Created by me- a tool to speed up the order creation process by auto populating cells. Use this to pull up order information of the last order you entered or to select from a pool of orders previously created by you
· Created for customer- a tool to speed up the order creation process by auto populating cells. use this to pull up the order information of the last order created for the selected customer (This will only be active when a client has been entered in the client field)
· Purchase order- enter the customer’s purchase order
· Internal purchase order- can be used in case you have an internal PO number you want to add (disabled by default)
“Date Information” section:
· Air date- title’s air date. An indication only and has no dependencies with other dates in the system
· Order supply date- aka Order’s delivery date. The date your customer requested you to supply the final files
· Order internal supply date- the order’s internal delivery date. The date in which the manager decided to complete the order by. Can be same or different than the Order supply date
“Languages” section:
· Source language- select the source language of the video file or source material
· Target language/s- here you select the target language/s by moving them to the right-hand box. The “double arrow” will select all languages. To select several, mark up the languages by holding down Ctrl and left-click on them, and then select the “single arrow”. The language moved to the right-hand side will disappear from the list on the left, which means you can’t enter the same language twice.
Or just double click on the language name to transfer it to the right-hand box.
“Urgency Addition” section (will be removed from the order creation page)
· Customer/Supplier- here you can add any surcharges for clients/vendors. Just select the necessary one in the drop down. This can also be done at a later stage after the order has been created
Last created by me/for customer
Enables to rapidly enter values when manually creating orders by auto populating values in the order creation pop-up with values that were used to create previous orders.
Copy from last created order created (fig 2+3) - the following values from the last order created by me will be auto populated: Order type, Managing team, Customer, Billing manner, Script, Revenue billing office, Purchase + internal order (PO), Resource in charge, Billing customer, Pricing type, Project, Source language, Target languages.
Copy from last order created by me (fig 2)- values from the last order created by me will be copied.
Copy from last order created for customer (fig 3)- this button will be available only after selecting the customer. All values from the last order created for the selected customer will be copied.
Select order to copy from last created orders (fig 4+5)- after selecting the necessary target order (fig 6), all values from the selected order will be copied:
Select from last orders created by me (fig 4)
Select from last orders created for customer (fig 5)- this button will be available only after selecting the customer
Order creation by copy
at the lower-right corner.
...
Multiple product prices- if a product has only one preset price it will be applied by default but If more than one compatible product price is found, you are required to select the necessary one before you can proceed.
...
Manual price- any product can be given a manual price. After selecting the manual price option, you can enter either a per-unit price or a fixed price. Manual prices will not be affected when recalculating the order.
...
Not for billing- if the product is not for customer billing you can select the “Not for billing” option (can also be set as default on the product level so when creating orders with this product, the “Not for billing option” would be applied by default.)
...
To edit multiple pricing lines, select the necessary option, and click Apply.
...
Order creation with “Add new order”- Viewing modes
The Order creation page has two viewing modes:
Full view- all order creation fields are displayed
Minimal view- only mandatory and key fields are displayed
To toggle between the viewing modes, click the Viewing mode button in the upper right-hand corner of the Order creation page (fig 2):
...
Setting up a system default viewing mode
Order creation page- System default viewing mode- Minimal or Full
Order creation by copy
Creating order copies
Orders can be also copied one from another. The orders will be created for the same customer (the customer can be later changed). The order’s workflow template, info, and prices will be copied to the new orders. Extremely useful when creating orders for a series or when creating same orders.
Orders are copied from: Sales > Sales dashboard > Orders tab page > Copy “Copy” button (fig 34).Start by entering
...
On the order copy page, you can enter the title for the new orders you are about to create. By default, the same title as in the original order will be displayed (fig 4) and determine how many copies you want 2).
In addition, enter the number of copies you need to create (fig 53).
If the original order is linked to was part of a series, the system will auto populate the episode number cells according to the next available episode number for this series in TM, or you can enter your own episode number range (fig 7). To enable numbering the episodes, tick the “Number episodes” checkbox (fig 8)
You can also enter the season number at this point (fig 6)
Additional actions in this page“From episode” and “To episode” fields will be available. Once entering the number of copies, the “From episode” and “To episode” values will be adjusted accordingly (fig 4).
If a different season and/or episode numbers are required they can also be manually adjusted from the “From episode” and “To episode” fields.
...
Additional actions in the order copy page
When creating order copies you can copy additional information from the original order. Switch on the attribute you want to copy in the “Order copy” page.
The following attributes can be copied from the original order to the new orders:
Number episodes- the new orders will be created with episode numbers (fig 1). This option will only be available if the original order is part of a series
Retain Resources/Rates/Resource surcharge- all assigned resources in the original order will be assigned in the new orders. You can select to also copy the rates and surcharges.
When copying resources and not ticking retain rates“Retain rates”, the tasks’ tasks rate in the new orders will be set to : Not currently priced (fig 2). “Task rate not currently set”.
When recalculating tasks that are with “Rate not currently price, set” a rate will be applied (if a compatible preset rate will be foundis available).
When completing tasks that are set to “Task rate not currently pricedset”, the system will auto recalculate them when completed and a rate will be applied (if a compatible preset rate will be foundis available).
Retain teams- all assigned teams in the original order will be assigned in the new orders (fig 3)
Retain dates- all task and order dates from the original order will be copied to the new orders (fig 4)
Retain customer surcharge- all customer surcharges from the original order will be copied to the new orders (fig 5)
Include notes- all notes from the original order will be copied to the new orders (fig 6)
Retain PO- the order’s PO will be copied to the new orders (fig 7)
You can configure some of the checkboxes to be marked by default for all users (can be changed by the user) from: Administrator > Web Administrator > Configuration > Defaults > Duplicate order defaults:
Include messages- all messages from the original order will be copied to the new orders
Copy contacts- all contacts from the original order will be copied to the new orders
Include billing notes- all billing notes from the original order will be copied to the new orders
Retain toolkit settings- all toolkit settings will be copied from the original order to the new orders
Copy Media number- the Media number will be copied to the new orders
Copy Resource in charge- the Resource in charge of the current order will be the Resource in charge of the new orders (if switched off, the new orders will be created without a Resource in charge)
| Info |
|---|
Note: Any of the “Retain options” switches in the “Copy order” page can be set to be switched on as a system default when navigating to the page. |
...
Order creation- by Import from Excel
...
Orders can also be created by importing then in bulk import from a template Excel sheet.
From: Sales dashboard > Bulk actions > Order > Import from > From Excel
...
Start by downloading the Excel sheet template:
...
Fill out in all the necessary cells . Separate line for each order. The red circled cells are mandatory for order creation: Title, Order type (type), Duration, Customer, Script, Source language, Target. The orange circled cells are mandatory only if set to be mandatory as a system default: Resource in charge display name, Revenue billing office, Management team).Note: all cells in the template Excel sheet. Each order is to be filled in, in a separate line.
Same as when creating orders with “Add new order”, some fields are mandatory.
| Note |
|---|
Note: all fields in the Excel sheet must be |
...
filled in with cell type "Text" (fig 1) |
...
To import the orders:
Select the required workflow template for the orders you are about to create (fig 2).
If a customer-specific workflow template is required, it will only be available after selecting the customer (fig 1).
Upload the Excel sheet (fig 3).
After uploading the Excel sheet, the import lines will be displayed (fig 4).If all fields are correctly entered, the Validation information icon will be green (fig 5).
To create orders with multiple target languages, use a language separator same as appears in the circled cell (can be changed according to your preferences):
Next, upload the excel sheet:
Next, select the necessary template from the upper bar.
Customer and Resource in charge can be also selected. Any selections made in the upper bar will overwrite data in the Excel sheet.
“Language separator” field (fig 6).
| Info |
|---|
Note: if all orders are to be created with the same Customer, Template, or Resource in charge you can enter |
...
these values in the upper bar (fig 1-3), and leave them blank in the Excel sheet. |
...
After uploading the Excel sheet, the “Validation information” column will indicate which import lines are valid and which lines need fixing.
Valid lines will have a green icon and are ready to be imported into orders in TM.
Invalid lines will have an orange no entry icon and cannot be imported until fixed.
When hovering over the orange no entry icon, a tooltip will display all the invalid values:
Invalid values can be fixed directly from this page or can be fixed in the Excel sheet and then uploaded again to the import page.
...
All fields entered in the upper bar will overwrite data entered in the Excel sheet. |
...
When mandatory fields are missing or if any field is invalid, the order cannot be imported.
The “Validation information” icon will be orange and when hovering over it, the invalid or missing fields will be listed.
Some of the fields can be fixed directly from the import page and some must be corrected in the Excel sheet which will require re-uploading the Excel sheet.
...
Importing a new series: If a new series was entered to into the Excel sheet but still hasn’t been entered to TM records, you can add it to TM records it will be indicated as an invalid value. Add the new series directly from the import page .In this case, an by clicking the “Add series” button will be added to the import page. Click it to add the new series to TM records:
After sorting all invalid lines, all valid orders (fig 1-2).
After adding the series, it will no longer be indicated as invalid
...
After fixing all invalid fields, each line can be imported into an order by clicking “Create order” (fig 1).
All valid lines can be imported into orders in bulk by clicking “Import all valid orders” :
Or one by one by clicking the import’s line individual button:
(fig 2).
| Tip |
|---|
Note: we recommend |
...
to first create one order from the individual “Create order” button |
...
(fig 1), and only after making sure the order was created correctly (template, price, and info), importing all remaining orders by clicking “Import all valid orders” (fig 2). |
Product selection when importing from Excel:
when importing orders from Excel, you can choose to select the full template with all its products or to select only the necessary products from the template.
When clicking the individual “Create order” button:
The product selection page will launch in which you can disable the unnecessary products by clicking their green icon (fig 1). To use the full template without disabling any products, skip this step and click “Save & Close” to create the order (fig 2):
When clicking “Import all valid orders” (fig 1), you can select if you want your product selection to apply to all import lines (fig 2) or just to a specific line (fig 3):
After selecting, the product selection page will launch in which you can disable the unnecessary products by clicking their green icon. To use the full template without disabling any products, skip this step and click “Save & Close” to create the order.
The final step is to sort the pricing for each product and order (same as when manually creating orders):
...
After clicking “Import all valid orders”, click “Apply to all same orders” to create orders from all valid import lines.
...
After clicking “Apply to all same orders”, the product selection page will launch. Click “Save and Close” to continue.
...
To create orders using only some of the products in the workflow template (product selection), click the green arrow button of the required product to disable the product. The disabled product will not be added to the order.
...
Finally, follow the pricing validation instructions mentioned above.
After clicking “Apply pricing” all import lines are created into orders, click “Close” to go back to the Sales dashboard > Orders tab:
The system will auto populate the range with the new orders’ order number range, to display only the new created orders:
Recreating orders
If no tasks were completed in the order, an order can be recreated (fig 1) using the same order number (fig 2). orders page.
| Info |
|---|
The range in the Orders page will be auto-populated to include only the newly created orders which will be displayed on the screen. Click “Clear range” to revert to the full order view. |
...
Recreating orders
Orders can be recreated from: Sales > Sales dashboard > Orders page > “Recreate order”
When recreating an order, the order will be overwritten and the order number will remain the same.
An order can only be recreated for the same customer (fig 3). The customer can be changed after the order has been is created).
If the recreate symbol “Recreate order” button is not available (fig 4), it means that there are completed tasks in the order. Uncomplete the tasks to allow recreating the order.
...
Last created by me/for customer
A tool to easily populate fields in the Order creation page by copying the fields from an existing order previously created.
Created by me > Copy from last order created by me- the order creation page will be auto-populated with the same values as entered in the last order I created (fig 1)
Created by me > Select from orders created by me > Select the order you want to copy (fig 2)
The following options will only be available after entering the customer in the order creation page:
Created for customer > Copy from the last order created for the customer- the order creation page will be auto-populated with the orders.same values as entered in the last order created for this customer (fig 3)
Created for customer > Select from customer’s orders > select the order you want to copy (fig 4)
...