General overview

OOONA Manager is a web-based management tool for subtitling and localization companies.

Through this platform, users see all the tasks they are assigned to and receive all necessary information about these tasks: delivery dates, access to required assets, access to tools, instructions, and any other relevant info for the task.

Password creation and initial login

You will receive a mail with your username (fig 1) and a password creation link (fig 2).

Click on the “Change my password” link in the email you received.
The following screen will appear
Type your password and re-type it to confirm (fig 1).
Click “Change” to save the new password (fig 4).
Once the password is created, the user will be forwarded to the login page.

When creating a password, minimum security requirements need to be followed:
The on-screen guide (fig 3.) indicates the required number of characters and non-alphanumeric characters needed.
The Password Status (fig 4.) offers a visual indication of the password strength and missing minimal requirements

For security reasons, the change password link is only valid for a short period of time.
If the link has expired, click on your system’s name (fig 3) in the email and then click “Forgot password” to receive a new password recovery link.

Ready tasks vs. Not ready tasks

The system differentiates between two types of tasks: Ready task and Not ready task

Ready task (Previous task/s completed)

A “Ready task” is a task that the assigned resource can start working on.

A task is considered ready when the previous task in the order’s workflow is completed.

Meaning that all required assets to complete the task are available in the order.

*In integrated systems, the relevant OOONA tool will be available & active for the resource

Not ready task (Previous task/s not completed)

A “Not ready task” is a task that the assigned resource cannot start working on.

A task is considered as not ready when the previous task/s in the order’s workflow have not been completed yet.

When a task is indicated as not ready, it means that not all required assets are available in the order yet. The task will be displayed in the task list, including all information and available assets, but it means that a required asset is still missing.

*In integrated systems, the relevant OOONA tool will be inactive for the resource until the task is ready.

Home page- viewing your list of tasks

Calendar view

When logging in to the system, you’ll be navigated to the home page from which you’ll have access to all the tasks you are assigned to, Ready and Not ready.

You can see the information about your upcoming tasks in any of the 4 calendar views (fig 1).

The Agenda view is the default view.
The calendar views are informative only. To start working on tasks, access to the task list is needed, either from your Task counters or from “My tasks” page.

Task counters

The Task counters on the Home page the number of Ready (fig 1) and Not ready (fig 2) tasks you are assigned to.

Click on the required line to view your Ready / Not ready tasks.

“My tasks” page- start working on your tasks

From: My menu > My tasks.

On “My tasks” page you’ll see all the tasks that you are assigned to, Ready and Not ready, and receive all necessary information about your tasks including access to the assets and tools. Each line is one task you are assigned to.

When finished working on your task, you must mark it as complete.

Previous task column

Green - you can start working on your task. Previous task in the order’s workflow is completed so all necessary assets should be available (fig 3).

Orange - you can't start working on your task. Not all necessary assets are available (fig 4).

Messages

Messages are must-read instructions/information related to the task. You cannot download the assets, or open them in any OOONA tool (in integrated systems) until all messages are marked as read by you.

Click the “Messages” button of your task (fig 1) to display all messages.
Click “Read” (fig 2) for each message to mark it as read. Once clicked, the button will turn green (fig 3).
In long messages, make sure to scroll all the way down to disclose all the information (fig 4).

If you try to download any of the order’s files from the “Order files” page of your task (fig 1) or try to stream it to an OOONA tool by clicking “Open toolkit” (fig 2) - the following alert will prompt (fig 3). Once you click “Close” (fig 4), you will be navigated to the “Messages” page to mark your messages as read:

Order files/assets

Click the Order files button (fig 1) to see the files that have been made available in this order. Each line is one file (fig 2).
Normally, all required files will be streamed to OOONA’s tool once clicking to open the tool in “My tasks” page (in integrated systems).

If your organization permits it, the files can be downloaded by clicking the arrow icon (fig 3). If there are messages for this order that you haven’t read yet you’ll be forwarded to the Messages page to mark the messages as read.

Working with OOONA tools

When the task is ready (previous task in the order workflow is completed so all asses are available), the required OOONA tool will be available. Click on the toolkit icon iמ the “Open toolkit” column to access the tool.

When clicking the “Finish Project” button in the OOONA tool, an alert will prompt asking if the task should be marked as completed in the Manager. Click “Yes” to complete the task and mark it as completed.

If the alert to complete the tasks wasn’t prompted, you must navigate back to “My tasks” page (in Manager) and click “Mark as complete”. Without clicking it the task will not be considered as completed.

Once the task is completed it will no longer be displayed in “My tasks” page. If you still see your task - it was not completed.

A task can only be completed when the “Mark as complete” button is green. The button will only turn green after finishing a project in Toolkit, in integrated systems, or after uploading a file, if working on an external system. Hover over the “Mark as complete” button to see what’s missing.

If you are required to upload a file to the order, do as follows: File upload to tasks

Working with an external tool

Downloading the assets

Click the Order files button (fig 1) to see the files that have been made available in this order. Each line is one file (fig 2).
Download the required file/s by clicking the arrow icon (fig 3).

If there are messages for this order that you haven’t read yet, you will be forwarded to the Messages page to mark the messages as read Marking messages as read

Once finished creating your file in external software, you must upload it to the system. Most tasks can only be completed after uploading a file.

Uploading your file

Click “Add file” to open the upload page (fig 1).
File type and File description are required. If they are not pre-selected, select the necessary values from the drop-down menus of the File type and File description fields (fig 2).
Click “Select files” or drag and drop your file to upload it (fig 3).
The allowed file formats for upload will be listed on the upload page (fig 4).
The task info will be displayed at the bottom of the file upload page (fig 5).
After the file is uploaded to the order, an alert will prompt suggesting to complete the task.
Click Yes to complete the task

If the alert to complete the tasks wasn’t prompted, you must click “Mark as complete”. Without clicking it the task will not be considered as completed.

A task can only be completed when the “Mark as complete” button is green. The button will only turn green after finishing a project in Toolkit, in integrated systems, or after uploading a file, if working in an external system. Hover over the “Mark as complete” button to check what’s missing.