Step 1- Planning your workflow template

When creating workflow templates you start from the smallest piece and build up.

Start by making sure you have all the tasks you need, then the products you need, and then you add them into your workflow template.

Plan exactly which Tasks and Products you need in your workflow template on an Excel sheet, as in the following examples.

The “Target language/s” step with all its tasks is a smart step and will be multiplied within the order according to the number of target languages selected on order creation.

Only when a Master template creation is required, add the “Source/Pivot language” step for the Master template creation product.

If you externally receive the master template file from your client you don’t need the “Source/pivot language” step, only use the Target language/s” step.

Step 2- Tasks

Make sure you have all the required tasks in the system.

From: Administrator > Tables > Task types

Open

If all tasks are available on the “Task types” page and all Task defaults essentials are correctly set, proceed to Step 3- Products

2.1. Adding a new task by duplication

If the task that you need is not available, you can add a new task by duplicating an existing task.

When duplicating a task, task attributes and affiliated resources are copied, so always duplicate from a similar task (asset task to asset task, production task to production task).

You can also add a new task with “Add new task type” in the lower-left corner but that will require manually setting all defaults, so always prefer duplicating from existing tasks.

To duplicate an existing task:

1. Click the “Duplicate” icon of the task you want to duplicate

2. Type the new task’s name.

3. Click “Save”

4. Click “Close”
   
   

   Open

   

5. Once the new task has been added, proceed with setting up the “Task default essentials”

2.2. Task defaults essentials

You should set the task default essentials listed below so that when you add this task to orders or workflow templates, these essential defaults will be applied without having to manually set them each time.

The complete Task defaults manual (will be added)

Whether you are using existing tasks or if you create new ones, you must make sure the following essential defaults are correctly applied.

2.2.1. Link date to

Sets the default Link date that will be used when connecting a task supply date.
Note: The Link date to can be changed later on the template / order / task level.

“Link date to” can be set to:

From: Administrator > Tables > Task types > Magnifying glass

1. None (fig 1) - The task date will not be linked and will require manual scheduling

2. Order internal supply date (fig 2) - the date of the task will be linked to the Order internal supply date.
   Lead days and hours are set on the template / order / task level

3. Order supply date (fig 3) - the date of the task will be linked to the Order supply date.
   Lead days and hours are set on the template / order / task level

4. Step delivery date (fig 4) - the date of the task will be linked to the Step delivery date.
   Lead days and hours are set on the template / order / task level

2.2.2. File upload defaults

Upload defaults (file type and file description) are mandatory for file upload.

By setting upload defaults, users will not have to select them when uploading files to tasks or when Toolkit exports files into OOONA Manager.

Once set, the upload defaults will be locked and the basic users will not be able to change them when uploading files (a manager can).

Once you added the required file type and file description, go back to the Task types page and default them for the task.

The file upload defaults can be set to the various settings according to your system setup.

From: Administrator > Tables > Task types > Magnifying glass

1. Default file type (fig 1) - Sets the Default file type used when adding the task to a template/product/order.
   This setting can be changed at any of these levels.

2. Default file description (fig 2) - Sets the Default file description used when adding the task to a template / product / order.
   This setting can be changed at any of these levels.

2.2.2.1. Adding a new file type

To add a new file type, navigate to: Administrator > Tables > File tables > File types

1. Click “Add new file type” (fig 1)

2. Type the “Description” (fig 2)

3. Set the “Production File” switch to “On” (Mandatory) (fig 3)

4. For text files, set the “Send as mail attachment” switch to “On” (fig 4)
   
   

5. If the file can be downloaded by users, set the “Can be downloaded” switch to “On” (fig 5)

6. Click “Save”
   
   

2.2.2.2 Adding a new file description for a file type

From: Administrator > Tables > File tables > File types

1. Click the Edit button (fig 1) of the file type you require a new description for.

2. Click the “Descriptions” button (fig 2)
   
   

3. Click “Add file descriptions” (fig 3)

4. Type in the new description (fig 4)

5. To save click on the green V (fig 5)
   
   

    

2.2.2.3. Allowed file extensions for file upload

Set allowed extensions for this file type. This is mandatory.

Users will only be able to upload the selected file extensions.

From: Administrator > Tables > File tables > File types > Magnifying glass > Extensions

2.2.3 Toolkit tool

Select the required tool for this task, if necessary.

Set “Close tasks on project completion” to “Default:

2.2.4 Affiliated resources - Mandatory

Select the resources that can be assigned to this task. This is mandatory.

If you copied the task, the resources from the original task will be copied but you can still edit the list

1. Click on the Connected resources icon

2. Select or Deselect the resources according to your preferences.

3. click Close.

2.2.5 Key Switches

Make sure the following switches are set correctly:

Production task - should be ON for all tasks, except for the Invoicing task.

Depends on status - should be ON for all tasks.

Pool tasks - Should be ON for all tasks that should not require assigning and should be displayed on the Pool tasks page.

Task completion requires file upload/finish project - should be ON for all tasks that will be opened in Tool kit or to which files will be uploaded such as assets tasks.

Suggest to complete task after file upload - should be ON for all tasks that files will be uploaded to such as asset tasks.

Mandatory task preferences

Customer billing - should be ON for all tasks that will be part of products. Typically, all tasks, except for internal tasks such as assets tasks, delivery, invoicing, etc..

Enable resource rate association - should be ON for all tasks.

2.2.6. Basic Toolkit Preferences

2.2.6.1. Default Toolkit tool

Select a default tool for this task. The selected tool will open once users click the “Open toolkit” button of their task.

2.2.6.2 Task completion on OOONA Manager

Once users click “Finish project” in the tool, it can trigger the task to be completed on OOONA manager.

Keep this set to default.

For more information about this topic review the Toolkit Task completion manual (will be added)

Step 3- Products

Once you have all the tasks that you need you can create your products.

From: Manager > Pricelist and workflow templates > Products

If you have all the products you need, proceed to Step 4- Workflow template

To create new products:

3.1. Product Creation

Adding a new product:

From: Manager > Pricelist and workflow templates > Products:

1. Click Add product

2. Select “Global product” from the Products for list
   
   

3. Click “Create Product”
   
   

4. Select “Order type” - the default is Localization (Usually this is not changed) (fig 1)

5. Type the product name in the Description column (fig 2)

6. Click The green V to save the product (fig 3)
   
   

Adding tasks to the new product

1. Click the Tasks icon in the Tasks column
   
   

2. Click “Add task to this product” (fig 1)

3. Select the required task (fig 2)
   If you have preset defaults, they will be automatically populated in the following field. If not they can be set manually.

4. Set the “Default file type” (fig 3)

5. Set the “Default file description” (fig 4)

6. Set the “Pool task” switch (fig 5)

7. Set the “Toolkit tool” (fig 6)

8. Click “Save & Close” (fig 7)
   
   

9. Repeat the process until all required tasks have been added
   
   

    

Once you have all the required products, you can proceed to create your Workflow template.

To learn how to create prices for your new products, check out the Customer product price help file.

Step 4- Creating your Workflow template

Once all required tasks and products are in the system, you can create your workflow template.

From: Manager > Pricelists and workflow templates > Workflow templates

4.1. Copying an existing workflow template

Copying an existing workflow template will save a lot of time when creating workflow templates.

Once copied, you can tweak it according to your needs.

1. Click on the “Copy” icon of the workflow template you want to copy (fig 1)

2. Type in the name of the new template in the “Description” field (fig 2)

3. You can make the template specific using the “Consolidated account”, “Customer”, “Series” or “Teams” fields (fig 3)

4. Click “Create new template” (fig 4)

Click “All tasks” to review your new workflow template

4.1.1 Making changes to a copied workflow template

Once the workflow template has been copied, you can start tweaking the workflow template according to your needs.

4.1.1.1 Adding a product

1. Click “Add new product” (fig 1)

2. Select the “Step” (fig 2)

3. Select the “Product” (fig 3)

4. Click “Save & Close” (fig 4)

4.1.1.2 Deleting a product

1. Click the “Delete product” icon (fig 1)

2. Click “Yes” to confirm product deletion from the workflow (fig 2)

Repeat this step to remove all redundant products

4.1.1.3 Adding a single (Stand-alone) task to the workflow template

1. Click “Add new task” (fig 1)

2. Select the “Task” (fig 2)

3. Select the “Step” (fig 3)

4. To add the task to an existing Product select the relevant product from the list (fig 4).
   This is not relevant for Pre + Post production tasks.

5. Task defaults will be auto-populated.

6. Click “Save & Close” (fig 5)

4.2 Creating a workflow template from scratch

From: Manager > Pricelists and workflow templates > Workflow templates:

1. Click “Add a workflow template” (fig 1)

2. Select who the template will be available for in the “Templates for” dropdown list:

   1. To make the template available for all customers, select “Global template” (fig 2)

   2. To make the template specific - select “Consolidated account”, “Customer”, “Series” or “Teams” (fig 3)
      
      

3. If you selected a specific use, select the required value.

4. Click “Create template”

5. Select “Order type” - the default is Localization (Usually this is not changed) (fig 1)

6. Type the product name in the Description column (fig 2)

7. Set the “Link order internal supply date” Order supply date if you want the order internal supply date to copied from the order supply date. Here you set the lead days and hours as well. (fig 3)

8. Click The green V to save the product (fig 4)
   
   

Now, you can start adding the required steps, products, and tasks that will create your workflow template.

To begin, click the “All tasks” icon in the workflow template page

4.2.1. Adding the Pre-production step

The Pre-production step would mostly be for your assets tasks.

Products are not required in the Pre-production step.

1. Click “Add new step” (fig 1)

2. Select “Pre production” from the Step list. Pre production should be added to all workflow templates (fig 2)

3. Select a task from the Task list (fig 3). More tasks can be added to the step later (fig 5)

4. Click “Save & Close” (fig 4)

Repeat the process until all required tasks are added to the Pre-production step.

4.2.1. Adding the Target language’s step

The “Target language/s” step will contain the product/s which are the deliverables, the final files you need to create as part of this workflow.

For every final file you need to create in the order you need a product (different formats of the same file do not require different products, they can be exported from the toolkit in any required file format).

Go back to the Task view:

1. click the “All tasks” icon in the workflow template page
   
   

2. Click “Add new step” (fig 1)

3. Select “Target language/s” from the Step list (fig 2)

4. Select a product from the Product list (fig 3). More products can be added to the step later.

5. Click “Save & Close” (fig 4)
   
   

As mentioned, additional products can be added to the “Target language/s” step later, if necessary.

1. Click “Add new product” (fig 1)

2. Select the “target language/s” Step (fig 2)

3. Select the required Product (fig 3)

4. Click “Save & close”

4.2.2. Master template creation step (“Source/Pivot language” step)

If you need to create a Master template and then use it to translate into additional languages, add the “Source/Pivot language” step, in addition to the regular steps (Pre-production, Target language/s, and Post-production).

• The “Source/Pivot language” step will only be used for the “Master template creation” product and will only be displayed once in the order, according to the first target language selected on order creation.

• This step can also be used as the source language of the Target languages that follow, if the Pivot language functionality is used.

It should be positioned after Pre-production.

• The “Target language/s” step with all its tasks is a smart step and will be multiplied within the order according to the number of additional target languages selected on order creation

4.2.2. Adding the Post-production step

The “Post-production” step will typically contain the delivery and invoice tasks.

Products are not required in the Post-production step.

1. Click “Add new step” (fig 1)

2. Select “Post production” from the Step list (fig 2)

3. Select a product from the Product list (fig 3). More products can be added to the step later.

4. Click “Save & Close” (fig 4)

Click “Add steps” to add the step and task

Click “Add new task” to add additional tasks to the Post-production step, if necessary.

Repeat the process until all required tasks are added to the Pre-production step.

Step 5- Review your Workflow template and finish

Review your new workflow template to make sure everything is set correctly

1. Previous tasks - Make sure the “Previous task” is correctly set for all tasks.
   This field determines when the task will be indicated as ready and the OOONA tool will be available.

2. Toolkit tool - Make sure all the production tasks are affiliated with default OOONA tools and Toolkit settings are set correctly.

3. Lead time and linked date -
   Make sure the “Link date to” is set correctly.
   Select “Non” for manual scheduling.
   Select “Order internal supply date” + “Lead days” & “Lead hours” for automized scheduling.

4. Upload defaults - Make sure the upload defaults (“File Type” and “File description”) are set for all production tasks in the workflow.

5. Pool task and Inform next task columns -
   Make sure the required tasks are marked as “pool, if necessary.
   Make sure “Inform next task” is marked, if necessary.