Configure Schedule Group Production Tasks

Schedule Group production tasks allow a publication to assign a Schedule Group as a whole (i.e., all submissions assigned to the group for a journal issue or a book) to one person for a task.

Examples of Schedule Group tasks:

To process files for all submissions in the group (e.g., typesetting, copyediting). This is the most common type of task.
To request information or files from someone (e.g., request for updated artwork).
To make files available to someone (e.g., proofreading by author). This type of task simply drops files off and does not require a response from the recipient.
To indicate that a key point in the production process has been reached.

Unlike submission production tasks, Schedule Group tasks must be manually assigned.

To Configure:

Go to PolicyManager > ProduXion Manager > Configure Schedule Group Production Tasks.

This page lists all defined Schedule Group tasks. The order of tasks on this page is reflected in the drop-down list presented to users when assigning a task. To reorder the list, enter the preferred numbered order in the boxes in the Order column and click the Update Item Order button.

Tasks may be hidden (deactivated and no longer available for use); hidden tasks appear in italics at the bottom of the list.

An Edit link next to each task name in both tables opens the Edit Schedule Group Production Task page.

Choose to add a new task or edit an existing task:

Metadata Options

Schedule Group Task Recipients can be given permission to Edit Pagination Information when working on a Schedule Group Task. When the option “Allow editing of Target Pagination Fields” is selected/checked, then recipients of the Schedule Group Task will see an Edit Pagination link for the Schedule Group Task in the Schedule Group Tasks Assigned to Me folder. Clicking this link opens an “Edit Pagination” page where they can edit the following fields for submissions in the Schedule Group: Target TOC Position, Target Number of Pages, Target Start Page, Target End Page.

Companion File Options

Show Warning if File not uploaded when Task is Submitted should be used for any schedule group production task for which you expect new files to be returned to the publication, for example Typesetting would normally require several versions of the typeset issue (e.g. XML version, PDF proof version).

Allow assigned companion files to be replaced when submitting the task allows publications to enable automatic replacement of companion files on the Submit Production Task page. When this option is selected, then a replacement companion file uploaded for the task is uploaded in place of the original, and the original companion file is automatically hidden.

Files that replace companion files selected from an associated submission will be linked to that submission; otherwise all companion files will be linked to the Schedule Group File Inventory only.

Limit the Companion File Types that can be uploaded when Task is Submitted allows you to define the types of file that the assignee can return in order to simplify the upload process. If the task is configured with a General Group Production Task Import profile, one and only one Item Type may be selected from the list. Companion files submitted via SFTP for this kind of task will automatically be assigned this Item Type.

Note: You will need to create the Item types before you can select them here, using PolicyManager, Edit Submission Items. Only companion files will be available for selection (items designated as Companion File (Not built into PDF) in the PDF Handling').

Scheduling and Due Date Options

Task is a Milestone Task (no due date required) allows you to create a Schedule Group Production task which records a significant date purely for information purposes. It can also be used to trigger a notification to a selected person.

Calculate a Due Date based on: settings. When you assign a production task, ProduXion Manager will calculate the due date based on these settings. You can select any combination of these settings, including no settings at all, and ProduXion Manager will take the earliest possible valid date for the Due date. For most tasks, you will select the Calculate a Due Date based on: Number of Days after Assignment Date: option and enter a number of days for the maximum time the task should take. You may also choose to select one of the other options:

Number of Days After Assignment Date
Number of Days prior to Schedule Group Target Online Publication Date
Number of Days prior to Schedule Group Target Publication Date

Letter Options

Select the template to use for the standard letters sent when assigning, cancelling or submitting (completing) a task. In each case users will be able to edit the letter before it is sent.

There are three standard letters associated with each Production Task:

Assignment Letter is sent to the person to whom the task is being assigned, this should contain instructions on logging in, obtaining the files, and where to go when the recipient has completed their task.

The Allow Task Assignment without Sending Letter checkbox under the Assignment Letter selector can be enabled for a task. When enabled, the initiator of the task will have the option of assigning the task without sending the assignment letter. This is used most often when a task recipient is frequently assigned tasks and therefore does not require notifications.

Cancel Assignment Letter is sent to the person to whom the task was assigned, this should let them know that the assignment will no longer appear in their list of assigned tasks.

Submit Task Letter is sent to the person who assigned the task; this should be a brief notification that the task has been completed, and a reminder to go in and assign the next task, if appropriate.

Letters should be created in the Production letter family for use with Production Tasks. For details on letter configurations, see Create Letters.