Schedule Group production tasks allow a publication to assign all submissions in a Schedule Group to one person for a task. Each Schedule Group production task has several key configuration areas that allow you to:
Analyze the workflow, break it down into a list of potential tasks that may be applicable to Schedule Groups rather than individual submissions, and then create tasks in ProduXion Manager. In general, a task can be used:
When assigning a Schedule Group production task, the user can select companion files from any of the associated submissions. Uploaded files are linked to the Schedule Group's file inventory, unless they are direct replacements of files from the associated submissions.
Go to PolicyManager > ProduXion Manager > Configure Schedule Group Production Tasks.
This page displays a list of currently configured Schedule Group Production Tasks and the Role Family to which the task can be assigned. To remove a task from the list, you can click the Remove link. If the Remove link does not appear, the Task has already been used, so you will need to click the Edit link and Hide the task.
To add a task, type a name into the New Production Task Name: field and click the Add button to display the main Add/Edit Schedule Group Production Task page. To modify an existing task, click the Edit link next to the task.
The order in which the tasks are listed on the Configure Schedule Group Production Tasks page defines the order in which they will appear in the assignment drop-down menu. When assigning a task, the system will check the order of tasks, and the drop-down on the assignment page will display the first (earliest in the list) task that has not been completed as the suggested option for assignment (the option may be changed by the assigner). Organize these in a way that will be logical at the time of assignment, though these tasks can be assigned in any order.
You can also add a greater degree of control by using follow-on task assignments, and by limiting the types of task each role can assign. However, ProduXion Manager will allow you to reassign earlier tasks or assign tasks out of order, as this allows for the greatest flexibility in daily use.
The Add/Edit Schedule Group Production Task page allows you to set the following options: 1) General Options, 2) Assignment Options, 3) FTP Options, 4) Companion File Options, 5) Scheduling and Due Date Options, and 6) Letter Options.
New Production Task Name defines the name for the task. This is shown in status grids and to the recipient of the task. We recommend the use of action words for task names. For example: "Typesetting" (rather than "Manuscript to Typesetter").
Hide can be used to remove a task from the active list. The task can be reinstated at a later date by Editing and clearing this setting.
Assignment Options
Production Task Custom Instructions allows a publication to provide instructions to the person completing the task. You should identify the core purpose of the task, provide any checklists to the recipient, tell the person how to complete the task, and explain what files should be uploaded when the person is completing the task.
Can be Assigned by allows you to define which roles can be allowed to assign the task. Roles listed here are those Editor or Publisher roles with Assign Schedule Group Production Task enabled in RoleManager.
Can be Assigned to. Schedule Group Production Tasks can only be assigned to Editor or Publisher roles. The listed roles are those with Receive Production Task permission enabled. Multiple roles may be selected as potential task recipients.
Allow follow-on Task Assignments presents the assignee with an additional Assign Follow-On Production Task page upon submitting this task from where they can assign one or more additional tasks. Note that you need to make sure that the roles to which this submission production task can be assigned are able to assign at least one type of Schedule Group Production Task for this to be useful.
Allow Recipient to Reassign shows the recipient a Reassign Task Action Link for the Task. Clicking this link enables the recipient to pass the assignment to another possible recipient (as configured for the task).
Group Production Task Transmittal Method. Files may be transmitted to third-party vendors via SFTP upon Production Task Assignment. The General Group Production Task Export method must be selected from the drop-down menu, and you can define an SFTP server address, Username, Password, Subdirectory, and one or more email addresses for notification.
Allow task assignment and FTP without Assignment Files. When a Production Task is configured with an FTP transmittal method, you may configure the task so that assignment files are not required when FTP is configured. Users will be able to assign a task without being required to select one or more Assignment Files. In this case, a .go.xml file will be sent out. A zip file will be sent out only if the Submission Production Task Transmittal Method selected includes a metadata XML file. The metadata XML file will be the only file included in the zip file.
Include Aries Import XML file in transmittal. Schedule Group Production Tasks may be configured to send an Aries Import .XML file as part of the transmittal. Recipient vendors may then populate specific data elements in the .XML that can then be used to feed data back into the system, such as Schedule Group Table of Contents information. When the vendor sends the Aries Import .XML file back as part of the task completion files (using the Aries Import Profile), the data elements provided may be automatically populated to the appropriate fields in PM.
To select fields to include on the Aries Import .XML file, click the Select Fields for Import link under the XML file is required option. From the resulting page, select elements to include. Fields with a hardcoded check mark are identifying fields that are sent in the XML file to allow vendors to identify the submission and cannot be overwritten.
Note: If the XML file is required option is enabled, the task import will fail if the vendor does not include the Aries Import XML file in the zip file returned to the Aries SFTP server.
Group Production Task Import Profile. Files may be imported from third party vendors as well via SFTP. The General Group Production Task Import method must be selected from the drop-down menu, and then an email address can be defined to receive notifications. When this option is selected, then only one item type may be selected in the Limit the Submission Item Types that can be uploaded when Task is Submitted section under Companion File 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.
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').
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:
See also: Allow for Non-working Days when Calculating Due Dates.
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.
To return to previous page click ALT + left arrow