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

Order creation with “Add new order”

Orders are created from: Sales > Sales dashboard > Orders page> Add new order button (lower-left corner)

The order creation process has 3 steps:

1. Entering the order information

2. Selecting a workflow template

3. Pricing 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 system defaults.

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)

Duration- the order’s run time

Customer- select the required customer in the drop-down menu

Mandatory fields (auto-populated):

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

Source language- select the source language of the video file or source material

Target language/s- select languages by double-clicking the language in the “available” box (fig 1). The selected language/s will be moved to the “Selected” box (fig 2)

The target languages sequence at 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 creation

Once clicking “Yes”, all compatible workflow templates will be listed.

To select a workflow template, click the blue arrow button in the “Use full template including all products” column (fig 1).

To create an order using only some of the products in the template, click the green arrow button in the “Select specific products from template” button (fig 2)

 To preview the workflow template prior to selecting it, click the “Steps” or “Tasks” buttons (fig 3)

3. Pricing validation

Once selecting the workflow template, 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.

Product prices options:

Multiple product

If a product has only one preset price it 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 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

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 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 > Copy (fig 3).

Start by entering the title for the new orders (fig 4) and determine how many copies you want to create (fig 5).

If the original order is linked to 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:

Number episodes- the new orders will be created with episode numbers (fig 1)

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, the tasks’ rate in the new orders will be set to: Not currently priced (fig 2). When recalculating tasks that are not currently price, a rate will be applied (if a compatible rate will be found). When completing tasks that are not currently priced, the system will auto recalculate them when completed and a rate will be applied (if a compatible rate will be found).

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:

Order creation- by Import from Excel (price by pricelist-products)

Orders can also be created by importing then in bulk from a template Excel sheet.

From: Sales dashboard > Bulk actions > Order > Import from Excel

Start by downloading the Excel sheet template:

Fill out 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 Excel sheet must be set to cell type "Text" (fig 1)

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.

Note: if all orders are to be created with the same Customer, Template or Resource in charge you can enter them in the upper bar 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.

Entering a new series: If a new series was entered to the Excel sheet but still hasn’t been entered to TM records, you can add it to TM records directly from the import page.

In this case, an “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 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:

Note: we recommend creating one order from the individual button, checking the created order’s template and price to make sure it’s correct and then importing all remaining orders by clicking “Import all valid orders”.

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 “Apply pricing” and 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). An order can only be recreated for the same customer (fig 3). The customer can be changed after the order has been created. If the recreate symbol is not available (fig 4), it means that there are completed tasks in the order. Uncomplete the tasks to allow recreating the orders.