New features and improvements

A limit on how much volume a resource can assign themselves to in a given day has been added to the system.

This will trigger a warning that’s sent out to both the user and the resource in charge of the order when the daily limit is exceeded.

To learn more about this functionality, please check the related section in the Pool tasks manual: Pool tasks | Warn on limit to self assignment tasks

Emails sent out by the system can now include a signature, which can be set as either a system default or at the resource level.

To learn more about this functionality, please check our helpdesk article: https://ooona.atlassian.net/wiki/x/AoADi

The ability to add customer-specific standard email messages has been added to the system.

Customer-specific email messages will be used instead of the global versions if the email being sent is related to the customer with the customer-specific email message.

If a triggered email includes customers with different customer-specific email messages, each customer’s email will be sent separately.

To learn more about this functionality, please check our helpdesk article: Standard email messages | Customer specific standard email messages

A new setting was added to make Task confirmation mandatory in order to open Toolkit or download files.

This setting is available at Administrator > Web Administrator > Configuration > Settings > Task confirmation is mandatory to open the Toolkit for a task.

To learn more about this new functionality, please check the Making task confirmation mandatory to open the Toolkit/download files section of the Task confirmation help desk article.

Tasks with an overdue confirmation can now be automatically unassigned by the system.

This can be enabled from Administrator > Web administrator > Configuration > Emails.

For more details, visit the dedicated section in the Task confirmation help desk article: Task confirmation | Automatic unassignment on task confirmation overdue

A new column has been added to the Sales dashboard and Project dashboard > Orders pages: Order progress.

This will give a visual indication of how much progress has been done on a given order, with a tooltip providing additional details:

The following fields in the range options now allow for multiple selections:

Product

Resource in charge

A new option has been added to the range: Exclude/include orders.

The new function is available within the range popup and can be used to exclude or include individual orders from the current range and fine-tune it.

To learn more about the functionality, please refer to the dedicated section in our Range options helpdesk article.

The “Resource in charge” field in the range options now allows to search for Unassigned/Assign, to quickly filter for orders with, or without, a resource in charge.

A functionality was added to prevent dates from going over each other in an illogical manner.

If enabled and the user tries to edit dates in an illogical manner (for example, having the Order internal supply date exceed the Order supply date), the action will be blocked an a notification will be shown:

The new settings are available from Administrator > Web administrator > Configuration > Settings:

A new status has been added to the system: Partially completed

Changing an order into this status will perform the following actions:

The order will become read-only, except for Pricing and Rates.

Resources assigned to uncompleted tasks in the order will be unassigned and informed via email that the order has been cancelled.

If a Toolkit project exists in an uncompleted task, the task will be completed with the resource assigned

All uncompleted productions tasks will be completed and rates cleared

The new status was added inactive to the system.

It can be activated at any time from Administrator > Tables > Status tables > Status,

A new option was added to the Customer billing statement generator page to enable the calculation of the “Total for billing” based on a percentage.

The new option can be fond at the bottom of the page after selecting one or more items:

For a more detailed explanation of the new functionality, visit the dedicated section in the Pre billing help desk article: Pre-billing in Customer billing statements (TBC) | Calculate the partial amount to bill based on a percentage

Customer billing statements are now canceled instead of deleted.

When a billing statement is canceled, all items within return to the Customer billing statement generator page, and a new statement can be created.

Canceled items can be seen from the “Show canceled” option at the bottom of the page.

The Finance > Billing > Billing statement generator page now shows at the bottom the sum of the currently selected items in both price currency and customer currency, if applicable.

The exchange rate of existing orders can now be updated via bulk actions.

The new option can be found from Sales dashboard > Bulk actions > Order > Exchange rate

The new option is only available to users with the role Can update exchange rate from bulk actions

This will allow the update of prices, rates or both:

As with all bulk actions, the system will guide the user through a wizard to apply the changes.

Resource reports are now canceled instead of deleted.

When a resource report is canceled, all items within return to Resourse report generator page, and a new report can be created.

Canceled items can be seen from the “Show canceled” option at the bottom of the Resource reports page.

An option was added to add a manager approval step to items in the Resource report generator page.

Only items approved by a manager can be used to generate a resource report.

For a more detailed explanation of the new functionality, visit the dedicated section in the resource reports help desk article: Resource reports | Requiring manager approval for resource report items

The Rates popup within the resource profile (Manager > Rolodex tables > magnifying glass > Rates), now only shows rates the resource is qualified for, instead of all rates in the system.

This verification uses the same criteria as task assignment: Tasks, languages and order types

The “Purchase order” field is now available at the product level

This field will be automatically populated with the content of the “Purchase order” field at the order level.

If multiple purchase orders are entered (separated by a comma), the fields at the product level will be all populated with the first one, and they become available as options in a dropdown menu.

Multiple items can be selected for each product.

A new field was added to the price details of products: Quoted revenue

This new field can be populated from Order info > Pricing tab and will serve as a reference of the expected revenue at the start of a project.

This amount will also be available in the Manager > Reports > Profit and loss reports for reporting purposes

A new field was added to the price details of products: Expected

This new field can be populated from Order info > Pricing tab and will serve as a reference of the expected cost at the start of a project.

This amount will also be available in the Manager > Reports > Profit and loss reports for reporting purposes.

From Sales > Sales dashboard > Orders or Tasks tabs, the Notes tooltip sensitivity was improved.

The writing area was also changed to white.

Duration and Supplier duration are now available in Administrator > Web administrator > Name conventions.

“Task Info” column was added to My Tasks->My Team’s tasks page.

The custom fields were added to the following pages:

Resource reports>Items and Full view
Cost tab of the Sales dashboard

To learn more about custom fields, read the manual - Custom field

The “Custom field” can now be edited from the grid directly as a dropdown menu.
To learn more about custom fields, read the manual - Custom field

You can now easily update Custom fields 2 and 3 via Bulk actions>Order fields

To learn more about custom fields, read the manual Custom field

Voucher number is now available in Administrator > Web administrator > Name conventions.

The “Response required by” column was added to My menu > Tasks page.

It was added to the “My tasks”, “Pool tasks”, “My realtime tasks” and “Tasks completed” tabs.

The Quote number field was added to the Additional information tab in the “Order Info” page.
Only resources with this role can edit the Quote Number field in orders and projects.
Role name: Can edit the quote number
Once inserted, the Quote number can also be viewed in the Customer billing statements "Full view" and "Items" pages.

It can be added in the body or the subject of the email.

This will add the name of the Resource in charge of the order it the email’s body or subject.

For more about Standard email messages, please read Standard email messages

The following columns were added both to:
Finance>Billing>Resource Report Generator page
and My menu>Resource Report Generator page.

Please note that project related columns also depend on “Enable project” system setting.

-Order supply date

-Project supply date

-Resource in charge

-Project number

-Project name

-Project lead

-Resource rate detailed description (this field needs to be turned on before you can see it. Please refer to item 4398 in these release notes for more information.)

The column was added to the Orders tab of the Sales dashboard and Project dashboard.

Critical task is now available in Administrator > Web administrator > Name conventions.

The following new columns were added to the "Customer billing statement generator" page :

-Air Date

-Project supply date

-Customer CorporateID

-Project number

-Quote number

The following new columns were added:

Order type, Currency, Unit type, Task, Source, Target, Units, With script, Without script, Script not relevant, Minimum rate, Maximum rate and Fixed rate.

When there is more than one email in the “Resource info” page, all emails will receive system notifications.

The “Email” tooltip was also reworded for clarity.

When creating a new task within the Task types page, you can now decide to make it customer specific or consolidated customer specific.

When a task is customer specific, you can only add it to that specific customer’s Orders, Products and Workflow templates.

In the “Detailed description” field you can add additional details to prices and rates in the Customer product prices and Resource rates pages.

In order to display the new field, first enable it from the settings:
Administrator>Web Administrator>Configuration>Setting>Enable detailed Customer price/Resource rate description

Once set, this information will also be displayed in the following pages:
-Finance > Billing > Customer billing statement generator
-Finance > Billing > Customer billing statements > Full view/Items view
-Finance > Billing > Resource Report Generator

Date colors are now customizable in Administrator > Web administrator > Configuration > Appearance tab.

For more information, read our Customizing the system appearance | Date color customization article.

When creating a resource via copy, the system checks if the email is already being used in Toolkit. If yes, the “Create” button will be disabled and a warning message will pop-up:

When creating a resource via import, if the email is already in used in Toolkit, the resource creation is blocked and there will be a validation error:

To know more about resource creation, read our https://ooona.atlassian.net/wiki/x/AgCTfw article.

In Calendar Task view an option to see the totals in minutes was added.
It’s also the default view for this page.

Resource types colors now display better contrast between the background color and the text color, both in Dark mode and Light mode.
Also, a preview was added to display how the colors will look in the rest of the system.

To access this page, navigate to Administrator>Tables>Resource types

Internal purchase order column added to the Customer billiung startement generator.

If a team is specific to a Customer or Consolidated account, you can now pick them from the new drop-down menu under “Customer” and “Consolidated account”.
If the team should apply to all customers and/or consolidated accounts, leave the fields empty.

Projects improvements

The “Projects” functionality has undergone additional changes to improve usability:

The Financial details page of a project (Sales > Project dashboard > Project dashboard > Financial details) has been expanded. New tabs have been added to show different breakdowns of the project’s financial data.

The Notes functionality was expanded to also be available at the project level and can be found in the Project dashboard (Sales > Project dashboard).

To learn more about this functionality, please check the related section in the Notes manual: https://ooona.atlassian.net/wiki/spaces/OHC/pages/1885863937/Notes#Project-notes

The project number and Project lead fields were added to the range options.

The project lead field also allows to filter for Unassigned/Assigned, as well as multiselection.

Please note that these fields are only visible if “Enable projects” is enabled at the system level.

Range options have been added to the project dashboard.

When a range is created from the project dashboard, it persists when the user goes into the project details.

The “Product type” and “Product sub type” fields within the range options have been converted into multiselect fields:

This new setting can be turned on from Admin > Web admin > Configuration > Defaults.

When enabled, “Project” will be mandatory when creating a new order.

The “Project” and “Project number” columns have been added to the following pages:

Sales dashboard > Orders (“Project number” only)

Sales dashboard > Tasks

Sales dashboard > Languages

Supervisor > Task confirmation management

A new date was added to the project dashboard: Effective delivery date.

This new date will be automatically populated once all production tasks within the project are completed, indicating when the project was effectively delivered.

If new orders/tasks are added to the project, this date will be cleared.

A new date was added to the project dashboard: Project received date

This new date will be automatically populated on project creation and can be later edited.

“Link date” functionality added to project dates.

The project internal supply date can be linked to the project supply date.

The order supply date can also be linked to the Project’s internal or supply date.

A new field has been added to projects: Purchase order status

The content of this field can be customized from: Administrator > Tables > Status tables > Purchase Order status.

The name of this field will reflect the name conventions for “Purchase Order”

A new field has been added to projects: Project complexity

The content of this field can be customized from: Administrator > Tables > Status tables > Project complexity.

In Sales dashboard>Bulk actions>Order, a new “Project” option was added.
With this you can now add, remove or replace projects in existing orders, in bulk.

The “Current project” field will filter the orders based on a project you select there.

The “Change to” field will decide to which project the order will be added.
Please note here you can choose “Not set” to remove and order from a project.

The “Show only orders without project” switch will filter to show only orders without projects.

To apply your selection, click the “Change all visible orders” button.

This option is only available if projects are enabled at the system level (from Administrator > Web administrator > Configuration > Settings > Enable projects)

Saved preset ranges and saved grid layouts set up in Sales dashboard > Orders tab are now the same in Project dashboard > Orders tab.

Please note that the range of orders will always be limited by project on the Project dashboard > Orders page.

When a resource is selected, the system will also filter the results in Sales>Project dashboard to show only projects that this reassures leads.

To see all projects, click the “Show my projects” button in the bottom of the Project dashboard page.

When the head office assigns a Local office to a task, the local office can generate a new local project from that task, or assign it to an existing local project.

Once it’s done, neither the Global or the Local office can change the project, and a visual indication will appear to clearly mark a task from which a local project or order was created.

In the project info page, local projects will be referred to as “Subprojects” and it’s parent project and office from will be clearly identified.

For more about Global offices and projects, please refer to the manual (TBC).

A log with changes to a project was added both to the Project dashboard and the Project details page.
In order to view this log a resource will require the role:
Can see general changes logs

The “Project” and “Project number” columns have been added to basic resources pages.

The following role is required to see the columns: Can see project columns in basic resource pages

The project supply and internal supply date columns were added to Sales dashboard>Orders tab.
They reflect the dates from the project this order belongs to.

The following tabs were added to the Project details view and display similar information to as the ones from the Sales dashboard, but filtered according to the project.

Orders
Language
Tasks
Pricing
Cost

Rewording

The “Valid until” column in My menu >Task confirmation and Supervisor > Task confirmation management pages was reworded to “Response required by” (4458)
The project "#" column was reworded to "Project number" (4486)
The description of the Can reassign tasks (My tasks/Pool tasks pages) was reworded to “Pro tip- assign a Production team to limit the available assignees.” (4512)
“Can assign all management teams” roll was reworded to “Can assign any Client manager team”.
The description was also reworded for clarity “User with the role can assign any Client manager team without having to be a member of it.” (4659)
“Can assign all Production teams” roll was reworded to “Can assign any Production team”.
The description was also reworded for clarity “User with the role can assign any Production team without having to be a member of it.” (4659)
The “Project dashboard” column in the Project dashboard page has been reword to “Project details” (4890)

Bug fixes

Editing customer contact - Phone number fields were overwritten by the customer's phone number - Fixed (3337)
Toolkit project inheritance - Toolkit didn’t inherit correctly when multiple previous tasks were selected, and one lacked a project. Now it attempts to inherit from the latest task first, moving to the next if no project is found. (4319)
Bulk actions - Page loads indefinitely when using surcharges removal - Fixed (4429)
Resources import - Import button is available even if errors are present - Fixed (3361)
Order tasks page - When exporting to excel, most columns are showing codes instead the names of the fields - Fixed (4383)
Calendar task view page - “Current” button doesn’t update the week and month in the grid - Fixed (4350)
Calendar task view page - Month doesn’t change in the grid when in “Week view” - Fixed (4349)
Resource info page - Infinite loading when resource has the Limit editing of the Resource info page in My menu role - Fixed (4812)
Order copy - "Copy resource in charge" would copy the resource even when toggled off - Fixed (4258)
File table markup in outgoing email not fetching the “File name” - “File name” replaced with “Step broadcast file number” (4964)
Correction orders - “project” field is not copied over - Fixed (5093)
Page default size - not applying to all pages - Fixed (5138)
Users without "Can change range" role can't log into the system - Fixed (5154)
Flags visible in basic resource's scheduler without the required role - Fixed (4443)
Client manager team - dropdown empty on assign - Fixed (5053)
Order info - Order creation date and Order received date fields display discrepancy between Time zones - Fixed (5218)
Email notifications - Inform next task doesn't inform all team managers - Fixed (5219)
Sales Dashboard - Some fields not exported in excel- Fixed (5266)
Centralized file download page - excel file not downloading - Fixed (5364)
Buttons missing for approve billing remarks - Fixed (5209)
Status table – Unable to rearrange statuses – Fixed (5302)
Date flexibility not being added correctly when adding a product to an existing order – Fixed (5428)
Public grids cannot be selected in Project Dashboard - Fixed (5417)
Automatic assignment popup - Missing page navigation buttons - Fixed (5404)
Customer billing statement generator page – Billing customer dropdown shows all system customers – Fixed (5403)
Order tasks - Some columns locked for re-sizing - Fixed (5401)
"Created by me” and “Created for customer” not carrying over “Production type” and “Genre” (5349)
Invoices can’t be uploaded (5240)
Resource creation by copy in web administrator page - blocked copying resource with the same Toolkit email (5469)
Applying percent based surcharges in bulk was adding the surcharge in system currency only - Fixed, the surcharge will now be added with the original currency. (5371)

API related development and bug fixes

A more detailed breakdown of all API-related information can be found in our postman page: OOONA Manager Api

“Add API” option added to the External API settings page (4745)

“Project” endpoint added (4691)
The following fields were added to the UpdateOrders endpoint (4952):
- Content type
- Genre
- Revenye Billing office
- Sales person
- Quote number
- Production type
“Order type” added to the order creation endpoint (5308): https://postman.ooona.net/#9e54e853-5ee4-4fe8-99fb-64343fc5e812
The following changes were performed (5255):
- New endpoint: CustomerBillingstatements https://postman.ooona.net/#b9fbcfeb-2044-4119-b36a-f50fc1bfa4dc
- Project-related fields added to the ResourceReport endpoint https://postman.ooona.net/#261ba2cf-0517-4fcc-a8ef-fbbf726a1f69
- Sales dashboard-related fields added to the Projects endpoint https://postman.ooona.net/#dc795c9c-9507-468d-88dc-3dbfff66d03a
The following fields were added to the ChangeNotification endpoint (5362):
- Task Completed Date
- Filename & Path
- Duration
- ResourceCode
- ResourceName

Ooona Help Center

Version 36.81- TBC

Analytics

New features and improvements

Projects improvements

Rewording

Bug fixes

API related development and bug fixes

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