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Overview
This manual will focus on uploading files (media file, script, etc) to orders.
Files are uploaded to tasks, therefortherefore, a designated task will be available in the order from which you will upload the file.
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It is recommended to pre-set the the “Upload defaults” so users will not have to make selections |
Uploading files to tasks in a single order
To upload files to tasks in a single order:
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Select the mandatory Upload defaults: File type, and File description(fig 1).
As mentioned, these fields might have been auto populated from the workflow template default settings.
The upload defaults can be pre-selected and locked for editing, as in the example below, or open for selection so the user can select them in order to continue.Once the File type and description fields are populated, the “Select files” button will be available (fig 3).
Be aware of the allowed extensions for the task (fig 2).Free text can be added before uploading the file to add additional information about the file (fig 4).
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Uploading file/s to a single order with Ooona’s agent
If you are using Ooona’s agent:
Click “Select files”- the agent’s dialog box will open.
Click “Select file for upload” (fig 1), or drag and drop your file/s (fig 2).
Finish by clicking “Upload' (fig 3).
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Uploading file/s to a single order with Web browser
If you’re not using Ooona’s agent:
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More than one file can be uploaded to the same task either by browsing or dragging and dropping multiple files at once. |
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Uploading files to tasks in multiple orders
To upload files to multiple orders, navigate to: Sales > Sales dashboard > Tasks page.
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Filter the orders using “Change range” or by filtering from the column titles to display only the orders you want to upload files to (fig 1).
Preferably, filter by the task type (fig 2) as wellClick “Upload to tasks” (fig 3) to open the upload page.
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Please note, : clicking “Upload to tasks” will enable uploading files to all tasks in displayed on the current page only. |
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Creating a filter using the Change range, unlike column title filtering - will be kept while navigating between the Sales dashboard’s pages and will also enable to filter by more than one Task type at a time |
As mentioned before, Upload defaults: File type and File description are mandatory settings for uploading files. If any of the tasks in the range do not have preset Upload defaults, you will be navigated to a preliminary page in which you will be required to enter the Upload defaults for all the missing tasks.
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Once all Upload defaults are selected for all the tasks, click “Proceed to file upload” to proceed to the upload page.
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You can proceed to the upload even if not all Upload defaults have been set - Tasks without Upload defaults set will not be displayed on the upload page. |
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Uploading file/s to multiple orders with Ooona’s agent
If you’re using Ooona’s agent:
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if Script status and/or Flag changes are required, select the necessary values in the pull-down menus (fig 8) before clicking “Start upload”
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Uploading file/s to multiple orders with Web browser
If you’re not using Ooona’s agent:
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If Script status and/or Flag changes are required, select the necessary values in the pull-down menus (fig 4) before starting to upload the files.
To see the allowed extensions for the task, click the blue exclamation point hover over the Allowed extensions icon (fig 5).
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More than one file can be uploaded to the same task either by browsing or dragging and dropping multiple files at once. |
Folder upload
Files can also be uploaded using folders.
If using this method, the system will assign file types based on the files' extensions.
Uploading folders to orders
Folders can be uploaded to orders via the “Upload folder” column in the Sales dashboard or through the “Upload folder” button in the Order files page.
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This action requires the following role: Can upload streaming folders to orders |
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Once clicked, a new page will open. Simply select the folder or drag it to the area to upload the folder.
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The files types will be assigned based on the file’s extension, as well as the system defaults, as set in the Watch Folder & Folder upload defaults.
Tasks will also be completed based on those defaults.
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If the folder includes files not recognized by the system, they will not be added to the order unless “Upload files with unknown extensions” is enabled To learn more about uploading files with unknown extensions, please refer to the corresponding section within this article. |
Uploading folders to tasks
Folders can be uploaded to tasks via the “Upload folder” column in the Sales dashboard > Tasks tab, through the “Upload folder” button in the Order tasks page, or through My menu > Tasks.
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This action requires the following role: Can upload streaming folders to tasks |
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Once clicked, a new page will open. Simply select the folder or drag it to the area to upload it (1).
It’s also possible to select if the task should be marked as complete (2).
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The files types will be assigned based on the file’s extension, as well as the system defaults, as set in the Watch Folder & Folder upload defaults.
Unlike folder upload to orders, the only task that will be completed will be the one the files are being uploaded to, regardless of the Watch Folder & Folder upload defaults for task completion.
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If the folder includes files not recognized by the system, they will not be added to the order unless “Upload files with unknown extensions” is enabled. To learn more about uploading files with unknown extensions, please refer to the corresponding section within this article. |
Uploading files with unknown extensions
It’s also possible to upload folders containing files with unknown extensions using the “Upload files with unknown extensions” switch at the top of the Folder upload page.
If on, the system will upload all files to the order, and it will be down to the user to select how to handle them.
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If a folder with unknown file extensions is uploaded, the upload area will change to light red and a tooltip will specify which files could not be identified. By clicking on “Set missing file types”, a list of files without file types will be shown.
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From this page, the missing file types can be set using the “File type” and “File description” columns (1), or deleted if not needed (2).
If not set at this point, the same actions can still be performed from the Order files page.
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The following role is required to update empty File type or File description fields: Can set missing file types and descriptions |
Configuration
From Administrator > Web administrator > Configuration > Defaults, it’s possible to configure which file types should be applied by default when uploading a folder, by checking the files' extensions.
The file type that will be applied to the file on upload
(Optional) which task should be automatically completed if the selected file type is uploaded via folder
(Optional) which flag should be automatically added to the order if the selected file type is uploaded via folder
Add additional file types to have defaults on upload
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Example: If a folder is uploaded containing an MP4 and a PDF file, they will be automatically recognized as a “Media file” and “Script”. The “Upload Media file” and “Upload script” tasks will be automatically completed on file upload as well. |