Companion File Options for Tasks

Configurations for companion file handling can affect both task assignment and task submission.

For task assignment

A common purpose of a task is to process a set of files selected from the submission’s File Inventory. This can be streamlined by configuring the task to automatically select the correct files for the task.

When a user assigns the task manually, the system will pre-select all files with item types matching those configured for automatic selection when the Assign Task page displays. The user may change this selection before assignment.

If the task is configured for automatic assignment, then the system will include all files with item types matching those configured for automatic selection when the task is assigned automatically.

Files selected during task assignment will be available to the task assignee via the Assignment Files link. Alternatively, tasks can be configured to transmit files to the recipient via SFTP.

Automatic task assignment involving SFTP may fail if the task is configured to automatically send files of a specific type, and no files of that type are associated with the submission. The task may be configured to allow task assignment without any assignment files. Manual assignment is not affected, because the user assigning the task may cancel or select alternative files.

For task submission

A task assignee may be expected to submit files when completing a task. Files uploaded by a user when a task is submitted are added to the list of companion files for the submission.

The system can be configured to limit file types that may be uploaded for a task and how they are added to the companion files list. Limiting file types that the task assignee can return simplifies the upload process and helps ensure that correct files are uploaded for use in subsequent tasks.

TO CONFIGURE:

Go to PolicyManager > ProduXion Manager > Configure Submission Workflows and Production Tasks.

Click the Edit link next to the applicable workflow. This opens the Configure Submission Workflow page.
Click the Edit link next to the task to configure. This opens the Edit Submission Production Task page. (Or click Add New Task Type to create a new task.)
In the Companion File Options section, select settings as needed for the task type.
1. Show Warning if File not uploaded when Task is Submitted: Check this box to display a warning when a user attempts to submit a task without uploading files. This setting is optional.
2. Allow assigned companion files to be replaced when submitting the task: Check this box to display a Replace link for each file in the assignment files list on the Submit Task page. The task assignee can use the link to upload a new version of the file; the system will automatically hide the existing file and add the new one to the list. (This is alternative action to using the Upload File button.) Note: File replacement does not occur if the task is submitted via SFTP.
3. Limit the Submission Item Types that can be uploaded when Task is Submitted: Check this box to enable selection of settings in the table below. (Limiting file types that the task assignee can return simplifies the upload process and helps ensure that correct files are uploaded for use in subsequent tasks.)
4. Designate item types to be allowed as task files using settings in the table (all active Submission Item Types configured by the publication).
  1. Allow upload: Check this box to allow a user to submit companion files of this type.
  2. Default: Use a radio button to designate one companion file type to be used as the default or set radio button next to none (no default type will be assigned by the system). The system will apply the default item type (if set) when no file extension/item type match can be made. Note: A default item type must be selected for tasks configured with a Production Task Import method. The system will automatically assign the default item type to companion files submitted via SFTP that cannot be mapped to a specific item type based on file extension, as described below.
  3. Identifying File Extension: Enter one or more file extensions (with or without leading period, separated by spaces). The system will automatically apply the corresponding item type to a companion file with a matching extension when it is uploaded manually on the Submit Task page or during automatic task submission.
A setting in the FTP Options section allows the task to be assigned even if no matching file types are available. Check the box next to the setting, Allow task assignment and FTP without Assignment Files.

For details on FTP options and additional task configurations, see Configure Submission Production Tasks or Editorial Tasks.