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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

Security preferences

Enable 2FA?

Enable file download/delivery?

Resources:

From: Manager > Rolodex tables > Resources > Copy

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Resources page- Key fields when setting up users*

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 which tasks the resource can be assigned to using the “Languages” or “Language pairs, “Tasks” & “Order Type” buttons (fig 5)

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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:

  1. Switch on the configuration on the task level.
    From: Administrator > Tables > Task types page > Magnifying glass

    Image RemovedImage Added

  2. Set the system configuration witch switch 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.

https://ooona.atlassian.

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net/wiki/spaces/OHC/pages/844660737/Customizing+a+page+layout+grid+layout#Setting-a-customized-grid-layout-as-your-page-default

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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Previous task, Link date to, Lead days, Inform next task, Toolkit settings, Toolkit tool, Prod task & Upload defaults.

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Toolkit

  • Set allowed File types for Toolkit

  • Set export configuration of the project/s from Toolkit into the Order in OOONA Manager

  • Remove access to standalone tools

System clean-up

  • Deactivate/delete un-necessary workflow templates, Products, Tasks, Resources from training, Customers and more to avoid cluttering lists.

  • Deactivate un-necessry currencies

  • Deactivate un-necessary languages

  • Delete orders from training

  • Pool tasks

Email templates

Customize common notifications, if necessary

Finance:

Monthly resource report or Resource reports?

Customer and Resource rounding manner

System default currency for reports

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, for example, If you have a series, create order for the whole series. That This way, once the assets are available - you simply upload them and the order is ready.

  • Pool tasks?

Manual task dates or Lead days?

I We 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.

In automized scheduling, tasks task dates are auto-populated which can be a bit confusing for the inexperienced user.

When it comes to order dates, I we do suggest linking the Order internal supply date to the Order supply date (done from the Workflow templates page), with or without 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.

If an order or task date is changed - make sure to reflect it the change in the system so you and your resources can trust the dates they see displayed and efficiently use the monitoring pages in the system

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