Overview

This manual will focus on uploading files (media file, script, etc) to orders.

Files are uploaded to tasks, therefore, a designated task will be available in the order from which you will upload the file.

After uploading the file, the task must be completed to finalize the task.

For every file you upload, you must first select the: Upload defaults, File type, and File description from a list of preset options.

The Upload defaults can be pre-selected and populated from the Workflow template’s defaults, or open for selection by the user that uploads the file.

Uploading files to tasks in a single order

To upload files to tasks in a single order:

1. Navigate to the Order tasks page (fig 4).

2. Click the “Add file” button (fig 5) of the task you want to upload the file/s to.

Open

On the upload page:

1. 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.

2. 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).

3. Free text can be added before uploading the file to add additional information about the file (fig 4).

Open

Uploading file/s to a single order with Ooona’s agent

If you are using Ooona’s agent:

1. Click “Select files”- the agent’s dialog box will open.

2. Click “Select file for upload” (fig 1), or drag and drop your file/s (fig 2).

3. Finish by clicking “Upload' (fig 3).

Uploading file/s to a single order with Web browser

If you’re not using Ooona’s agent:

Click the “Select files” button to select the files you wish to upload or drag and drop your file/s to the drop zone (fig 2)

Once uploaded, a file upload confirmation will appear (fig 1).

Make sure to complete the designated task after the upload either by clicking “Yes” in the “Mark task as complete” alert (fig 2) or if not prompted, click the “Complete” button of the task (fig 3)

The “Complete” button must be green (fig 1). If not, the task will not be completed even if files have been uploaded.

The name of the user who completed the task and the task completion date and time will be added (fig 2-3)

Uploading files to tasks in multiple orders

To upload files to multiple orders, navigate to: Sales > Sales dashboard > Tasks page.

If you don’t have the “Sales” menu, navigate to: Supervisor > Resource allocation to task page

1. 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 well

2. Click “Upload to tasks” (fig 3) to open the upload page.

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.

Select the File type and description for each task (fig 1) or use the bulk update pull-down menus to apply your selections to all visible lines (fig 2).

Once all Upload defaults are selected for all the tasks, click “Proceed to file upload” to proceed to the upload page.

Uploading file/s to multiple orders with Ooona’s agent

If you’re using Ooona’s agent:

1. Click “Select file” (fig 1) to open the Agent’s dialog box.

2. Click “Select files to upload” (fig 2) or drag and drop the file/s to the drop zone (fig 3).

3. Click “Apply” to add the file (fig 4).

4. Repeat the action for all lines on the screen (fig 5).
   You can also click “Auto select files” (fig 6) to select the files one after another without having to click the “Select file” button of each task separately.

5. Once all files are selected click “Start Upload” (fig 7) to initiate the upload.
   All tasks will be marked as complete after the file is uploaded. In addition.

• if Script status and/or Flag changes are required, select the necessary values in the pull-down menus (fig 8) before clicking “Start upload”

Uploading file/s to multiple orders with Web browser

If you’re not using Ooona’s agent:

1. Click “Select file” (fig 1) or drag and drop the file/s to the drop zone (fig 2).

2. Repeat the action for all the lines on the screen (fig 3).
   All tasks will be marked as complete after the file is uploaded.

• 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, hover over the Allowed extensions icon (fig 5).

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.

Once clicked, a new page will open. Simply select the folder or drag it to the area to upload the folder.

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.

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.

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).

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.

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.

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.

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.

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.

1. The file type that will be applied to the file on upload

2. (Optional) which task should be automatically completed if the selected file type is uploaded via folder

3. (Optional) which flag should be automatically added to the order if the selected file type is uploaded via folder

4. Add additional file types to have defaults on upload