1.4

User Documentation

TACTIC | Workflow is a web application built using the TACTIC web framework that enables tracking of digital assets through every stage of the production life cycle. Further information on the TACTIC web framework, including forums and documentation, is available at the TACTIC community site:

http://www.southpawtech.com/tactic-open-source/

Note: For Enterprise and Microsoft Azure customers who are logging in for the first time please use username “admin” and password “tactic”. The password can be changed by clicking My Account in the top right corner.


What’s New in TACTIC | Workflow 1.4

FOLDER MANAGER

The Folder Manager allows users with administrator access to view and manage the Asset Library using a file system. Read more here.

AUTOMATIC KEYWORDS

In previous versions users can manually apply keywords to Assets during ingest or by changing the values in the asset Keyword columns. In TACTIC | Workflow 1.4, certain keywords will also be applied automatically. Types of auto-generated keywords include the name of the Asset, the Asset folder path, and user-defined keywords from the Asset’s parent collections. Read more here.

INGEST FILES TO DELIVERABLES

Files can now be ingested directly to Deliverables and “pushed” to the Asset Library later in the process. Read more here.

Please see the TACTIC | Workflow 1.4 Release Notes for additional information.

1. Getting Started

When you first open TACTIC | Workflow, the first thing you see is the Home page. The Home page contains a Workflow Quickstart and several tables and graphs to present an overall project management view of Order and Deliverable progress in the system. Let’s start by using the Workflow Quickstart!

1.1. Workflow Quickstart

Workflow Quickstart is provided as a quick and easy way to start using TACTIC | Workflow. From here, you can start by doing any 1 of 4 things, as seen in Figure 1: Workflow Quickstart.

  1. Create a Workflow (Section 8. Workflows)
  2. Create a New Order (Section 2. Orders and Deliverables)
  3. Ingest Files (Section 4. Assets)
  4. Manage Users and Security (Section 10. Administration)

Figure 1: Workflow Quickstart

For more information on each one of these actions, please visit the associated sections listed with each item.

If you are a Workflow Administrator using TACTIC | Workflow for the first time, you’re going to want to do some setup first before other users start using it. It is recommended to begin with setting up your Users and Security first, followed by creating Workflows. Once these are setup, then you and other users, including Workflow Users, can begin creating new Orders and ingesting Assets.

Note: Workflow Administrators can see all 4 of these action items, while Workflow Users will only be able to see “New Order” and “Ingest Assets”.

1.2. Dashboard Statistics

1.2.1. Deliverable Summary

The Deliverable Summary categorizes each of the Deliverables by the associated Workflow and generates counts of the Deliverables according to specific date ranges, like Today or Next Week. To see the Deliverables that are associated with that Workflow and are within a date range, click on one of the cells with the count or diff, as shown in Figure 2: Deliverable Summary.

Figure 2: Deliverable Summary

The table will change and reveal the corresponding Deliverables, as shown in Figure 3: Next Week’s Deliverables. Clicking on the refresh button  will reload the table.

Figure 3: Next Week’s Deliverables

You can also go right to the “Deliverable Report” by clicking on the statistics button . This is the same view that is located in the sidebar under Reports > Deliverable Report. Reports are discussed in more detail in section 6. Reports.

1.2.2. Order History and Due Dates

The Home Dashboard also contains tables displaying the Orders that are due Today and in the Future, in addition to histograms of the Orders submitted on a daily and weekly basis, as shown in Figure 4: Order History and Due Dates. These are very useful for quickly seeing a general overview of what is due and coming due, and the productivity of your users and company in any given day and week.

Figure 4: Order History and Due Dates

2. Orders and Deliverables

2.1. What are Orders?

Orders are the 2nd highest level of data available in the TACTIC | Workflow application. They are essentially projects that teams or organizations need to complete. They are composed of Deliverables which are different items within the project.

Each Order is associated to a Customer, the highest level of data available, for whom it needs to be completed. All Customers are managed in the Manage menu of the sidebar under Manage > Customer. Workflow Administrators are the only users with the ability to access links in the Manage menu. For a full list of differences in the views that can be seen by each user group, Workflow Administrators and Workflow Users, refer to section 10.2. Managing Groups and Security.

2.2. What are Deliverables?

As stated above, Deliverables are items contained within an Order that need to be completed to fulfill the Order. The Order together with Deliverables ultimately make up a full project. Deliverables have a start and end date and are associated with a set of steps or Tasks that need to be assigned to different users in order to complete the Deliverable. Completion could potentially mean creating a finished Asset. A different set of Tasks can be set for different Deliverables. Any set of tasks is referred to as a Workflow, or more generally in TACTIC, a pipeline. Workflows are discussed in depth in section 8. Workflows.

A simple example can be used to explain this. Let’s say a user manual needs to be completed for a Customer for one of your products. This user manual consists of many chapters describing setup and how to use your product, much like this documentation on TACTIC | Workflow. The Order that you would create is called “User Manual for Product X” for your Customer.

The Deliverables for “User Manual for Product X” could be each of the chapters of the manual, for example, Chapter 1: Introduction, Chapter 2: Getting Started, and so forth. Each one of these chapters would have a set of Tasks that users would have to do to finish writing the chapter. Maybe there was a Task to write a draft, another to add pictures and a final one to revise the content. Once these tasks are complete, the chapter for the manual would be ready to be compiled with the other chapters. Each of the other chapters would be completed in similar ways, until all Deliverables are completed, and ultimately fulfilling the Order so that the manual is ready to send to the Customer.

2.3. Creating Orders and Deliverables

2.3.1. New Order Form and Order Details

To begin working on deliverables, an Order needs to be created. A new Order can be created from the New Order form in the sidebar by navigating to Orders > New Order, as seen in Figure 5: New Order Form.

The Order has details under the Details and Legal section to help define the project that needs to be completed, like the Customer, Order Code, Order Name, Description, Due Date and Legal Lines. The Customer can be selected from the Customer drop down. If there are no Customers listed, the Workflow Administrator is responsible for adding Customers. Customers can be added quickly through the form by pressing on the “+” button beside the Customer drop down in the form. See Figure 6: Adding Customer from Order Form. Only Workflow Administrators will be able to see this button.

Order Code is an optional field when you create an Order. If you have internal codes that are used for Orders, you can enter these codes here. If no code is entered, a default Order Code is set. An Order Code is required for each Order once the Order is created.The Order Status defaults to “Pending” once the Order is created.

Figure 5: New Order Form

Figure 6: Adding a Customer from Order Form

2.3.2. Legal and Assignment

The Legal section can be seen once you click the “+” button in the form, as shown in Figure 7: Legal Section.

Figure 7: Legal Section

The Assignment section allows you to assign the Order to an associated User Group in the system. If a user belongs to a specific User Group, they will be able to see all Orders their Group is responsible for from the My Orders view by navigating to Orders > My Orders, once the Order is saved.

2.3.3. Deliverables

Deliverables can be added in the Deliverables section. Clicking on the “Add Deliverable” button inserts a new line into the table. You can fill in all of the associated information about the Deliverable there, including the Name, Description, Workflow and Type. The Deliverable Type is the kind of Asset the finished Deliverable is going to be, for example, a document, video or graphic. Going back to the “User Manual for Product X” example, the “Chapter 1” Deliverable Type would be a document. See Figure 8: Adding Deliverables.

Figure 8: Adding Deliverables

The Workflow information is an important part of the Deliverable. Workflows are related to specific pipelines of Tasks in the system through the Workflow Collection table from Manage > Workflow Collection. Workflow Administrators, by default, only have access to this Workflow Collection table. The Workflows, by default, are also only accessible by Workflow Administrators in the Manage > Workflows link in the sidebar.

The Workflow Collection name is just a label that names the Workflow it is associated to. With this association to a Workflow, when the Workflow is selected for a Deliverable, the Tasks defined in that Workflow get created automatically for the Deliverable when the form is saved. These Tasks become the steps to be carried out by each user assigned to them in order to complete the Deliverable. For more information on Workflows, see section 8. Workflows.

2.3.4. Order Form Submission

Clicking “Save” submits the Order and associated Deliverables into the system. The saving process is quite involved. It performs the following actions automatically:

After the saving is complete, a message will pop up at the bottom of the screen indicating that the Order has been saved successfully and a new tab will open showing the Details view of the Order. See Figure 9: Order Details View. This view contains all information about the Order and show the associated Deliverables, Deliverable Tasks that get automatically created based on the Workflow, and Assets that are being worked on in each Deliverable. For more information on working on Assets added to Tasks, refer to section 3.2. Adding Assets to Tasks and 3.3. Working on Task Assets.

Figure 9: Order Details View

2.4. Using Orders

To view a list of all Orders within the application, navigate to Orders > All Orders.

Navigating to Orders > My Orders will bring up a similar table of Orders that were assigned to the User Group that the user belongs to.

While most information about an Order can be seen from either of these two tables, further details can be seen by clicking the button in the Details column. This will bring up a Details view containing advanced information about the respective Order. This is the same view that opens immediately after creating a new Order. If edits need to be made to the order, the button in the Edit column will bring up the Order form will all of the information that is currently entered. You can make and save any necessary changes from here. See Figure 10: Order Details and Editing.

Figure 10: Order Details and Editing

2.5. Using Deliverables

To view a list of Deliverables, navigate to Orders > All Deliverables.

To view a table of Deliverables for a particular Order, navigate to that Order’s Details view in the Orders table and look at the Deliverables tab.

While most information about a Deliverable is displayed in either of these two locations, further details can be seen by clicking the button in the Details column under the Deliverable table. See Figure 11: All Deliverables View.

Figure 11: All Deliverables View

This will bring up a Details view containing advanced information about the respective Deliverable, as seen in Figure 12: Deliverable Details.

Figure 12: Deliverable Details

A Workflow can be set for a Deliverable in order to connect the Deliverable to a Workflow. The Workflows available to choose from can be customized by an elevated user, like the Workflow Administrator, by navigating to Manage > Workflow Collection. They must each have a name and be associated to a Workflow through the Workflow Code column.

3. Tasks

3.1. What are Tasks?

Tasks are the smallest building block, but critical to the completion of any workflow within a company. In TACTIC | Workflow, Tasks define the steps that need to be performed in order to complete a Deliverable. As explained in section 2.3.3. Deliverables, Tasks are created and associated to Deliverables based on the selected Workflow upon saving the Order form. They can be viewed and modified from a variety of views within the application. Tasks have 5 primary pieces of data:

When Tasks are first created based on the Workflow selection for a Deliverable, as noted in section 2.3.3. Deliverables, they have some of this data automatically populated.

3.1.1. Assigning Tasks to Users

Tasks can be assigned to users using the “Assigned” column from any of the following views:

The most common place for user assignment would occur in the Order Details view right after the Order and Deliverables are created from the New Order form, since the view pops up right after you save a new Order. After Order submission, it gives you the opportunity to immediately start assigning the Tasks for each Deliverable to the users. However, you can add and edit the user assigned to a Task from any of these views. To do this, click on the specific row for the Task under the “Assigned” column and select the user from the drop down list. An example is shown in Figure 13: Assigning a User from Order Details View. The drop down list is the list of all users in the application. Select one and click on the save button  to assign that user to the Task.

Once the Task is assigned, any user can go to the “My Tasks” view under Tasks > My Tasks. This view displays the Tasks specific to that user based on the Task assignment.

Figure 13: Assigning a User from the Order Details View

3.1.2. Changing Task Statuses

When a Task is assigned to you, the fulfillment of that Task becomes your responsibility. As such, you are responsible for updating the current state or status of the Task. The Task status is commonly updated in the “My Tasks” view from Tasks > My Tasks.

In the “My Tasks” view, clicking on the Task row entry under the “Status” column brings up a list of statuses for the Task, as shown in Figure 14: Editing Task Status. Select one and click on the save button  to save the new status.

Figure 14: Editing Task Status

Note: The other views listed in section 3.1.1. Assigning Tasks to Users are also available to update statuses, however, the quickest and easiest way to locate your Tasks and update them is from the My Tasks view.

There are key default Task statuses that trigger other actions in the system. A list of the statuses and the corresponding actions are summarized in Table 1: Key Default Task Statuses and Actions below.

Status

Action

Pending

The first Task in any Workflow, by default, has its status set to “Pending” when the associated Deliverable is first created in the New Order form. The rest of the Tasks will have no status set.

Once a Task gets set to “Complete” or “Approved”, the next Task or Tasks in the Workflow will have its status automatically set to “Pending” to signal the Tasks that should be started next.

In Progress

Setting the status of first Task in the Workflow to “In Progress” sets the Start Date of the Deliverable to the current date and time and re-schedule all of the Task Bid Start and Bid End Dates between the new Start Date and original Due Date set for the Deliverable. If this is the first Deliverable being worked on, it will also set the Start Date of the Order to the current date and time.

The “In Progress” status indicates that a Task is currently being worked on by the assigned user.

Reject

This status is specific to Approval Tasks. See section 8.5. Types of Nodes for more information.

If the Approval Task gets set to “Reject”, this indicates that the content or Assets that the user was approving needs to be edited before it continues through the Workflow. On a “Reject” status, the previous Task or Tasks will have their statuses set to “Revise”, indicating to the users assigned to them that there are revisions required before they can be approved.

Revise

This status is set when a proceeding Approval Task is set to “Reject”.

The “Revise” status indicates that revisions on the work completed are required before the content or Assets can be approved.

Approved

This status is more specific to Approval Tasks, but can be seen for Manual Tasks. See section 8.5. Types of Nodes for more information.

When the Task is set to “Approved” it sets the following Tasks’ statuses to “Pending” automatically. An “Approval” status indicates that the content that required review was acceptable to move on to the next Task.

Complete

When the work for the Task is complete, the Task status is set to “Complete” and automatically sets the following Tasks’ statuses to “Pending”.

Table 1: Key Default Task Statuses and Actions

3.1.3. Setting Task Bid Start and Bid End Dates

As noted in section 2.3.3. Deliverables, the Tasks that get created, due to the Workflow selection for the associated Deliverable, each have the same amount of time to be completed. What this means is that each of their “Bid Start” and “Bid End” dates (start and due dates, respectively) are equally divided between the “Start Date” and “Due Date” of the Deliverable, in the order defined by the Workflow. If you take a look at the Figure 15: Task Bid Start and End Dates below, you can see that this is the case. There is an equal amount of time to do each Task, and the “Bid Start” of the first Task and the “Bid End” of the last Task correspond to the “Start Date” and “Due Date” of the Deliverable.

Figure 15: Task Bid Start and End Dates

The dates that are set are not always going to work for everyone. Sometimes the Tasks take longer to complete, sometimes shorter, and maybe sometimes during different work hours like weekends or nights. This is meant only as a starting point, it is not “carved in stone”. You can change the dates of each of the Tasks according to your company’s schedule.

To modify the “Bid Start” or “Bid End” dates of each of the Tasks, click on the row of the Task under the “Bid Start” or “Bid End” date columns and a calendar tool will appear, as shown in Figure 16: Setting a Date and Time for Tasks. You will be able to select the date and time to set. Once set, click on the save button  to save the new date and time.

Figure 16: Setting a Date and Time for Tasks

When setting the “Bid Start” and “Bid End” dates of Tasks, there are a couple more important things to know:

  1. If all of the Tasks need to be pushed to a later due date, you can change the “Due Date” of the Deliverable to that later date and all of the Task dates will be rescheduled to fall between the “Start Date” and new “Due Date” of the Deliverable, as shown in Figure 17: Changing Deliverable Due Date to Reschedule Tasks. In the figure, as a reference, the Deliverable “Due Date” was originally set to “2015-11-20 18:00”.
  1. Recall from section 3.1.2. Changing Task Statuses that the Deliverable “Start Date” gets set to the current date by the setting the first Task to “In Progress”. This will then re-schedule all of the Tasks between the current “Start Date” and selected “Due Date”.
  2. If the “Due Date” of the Deliverable you set is past the Order’s “Due Date”, it will also automatically change the “Due Date” of the Order to the same date.

Figure 17: Changing Deliverable Due Date to Reschedule Tasks

  1. If the “Bid Start” of the first Task is set before or “Bid End” date of the last Task is set after the Deliverable “Start Date” and “Due Date”, respectively, it will change the “Start Date”, “Due Date”, or both to the same date as the “Bid Start” and “Bid End” of those Tasks, as shown in Figure 18: Task Bid Start Sets Deliverable Start Date. In the figure, as a reference, the Task “Bid Start” was originally set to “2015-11-12 12:51”. This will also re-schedule all of the Tasks between the Deliverable new “Start Date” and original “Due Date”.
  1. If the new “Start Date” or “Due Date” set on the Deliverable are before or after the Order’s “Start Date” and “Due Date”, respectively, the Order will have these dates set as its new “Start Date” or “Due Date”.

Figure 18: Task Bid Start Sets Deliverable Start Date

  1. If you are trying to set the “Bid Start” of the Task to after its “Bid End”, or the “Bid End” before its “Bid Start”, you will get a warning indicating that one of these dates has to be before or after the other, as shown in Figure 19: Task Bid Start and End Date Warning.

Figure 19 : Task Bid Start and End Date Warning

3.1.4. Days Due on Tasks

When the Task’s “Bid Start” and “Bid End” are set, the “Days Due” column will immediately be in effect. As you can see in Figure 20: Days Due Column, there are different kinds of indication in text and color.

Figure 20: Days Due Column

A list of the different colors and due date statuses are summarized in Table 2: Task  - Days Due. When the Task is due in less than 24 hours, there will be colors as reminders for users. When the “Days Due” column is red, the Task is already overdue.

Days Due

Description

10 Days

The Task is due in 10 Days.

1 Day

There is over 24 hours but less than 48 hours until the Task Due Date.

Today

The Task is due in less than 24 hours.

< 2 Hours

The Task is due in less than 2 hours.

< 1 Hour

The Task is due in less than 60 minutes.

Today

The Task  has been overdue for less than 24 hours.

2 Days Overdue

The Task has been overdue for over 48 hours

 

Table 2: Task - Days Due

Note:  The same indication applies to Order’s “Days Due” column.

3.2. Adding Assets to Tasks

In many projects, it is common for a Task to involve the creation or modification of Assets or files. As a result, Tasks are given the ability to have Assets added to them to be worked on. As an example, there might be a Design Task that gets assigned to a Designer to create a mockup or draft of the finished Deliverable.

Continuing with this example, as the Designer, if the Task has been assigned to me I would go to Tasks > My Tasks. The “My Tasks” view lists all Tasks in the system that have been assigned to me to work on. For a list of all of the Tasks in the system, navigate to Tasks > All Tasks.

To add an Asset to one of the Tasks, click the button under the “Add Asset” column in the row of the Task you want to add the Asset or file to. A popup of the “Asset Library” with 2 options will appear. From here, you can select Assets from the Asset Library and click “Add From Library” to add the Assets to the Task, as shown in Figure 21: Add Asset From Library. You can also upload a new file to the Task by clicking “Upload” and browse for the file to upload from your local machine, as shown in Figure 22: Uploading a File to a Task.

Figure 21: Add Asset From Library

Figure 22: Uploading a File to a Task

It makes sense that a user may have to upload multiple files to the same task, or alternatively may want to upload new versions of the same file. The Versioning System supports both of these scenarios. If a file is uploaded with a new filename, it will become v001 of that particular file, and if a file is uploaded that matches a file already in the Task, it will simply version it up, preserving both files for later reference.

The Upload option is available primarily for adding an Asset that is being modified or edited on your local machine back into the Task. It is not recommended that brand new files not already in the “Asset Library” be added to Tasks, as the purpose of the “Asset Library” is to store new and reusable Assets that may need to be worked on or incorporated into a finished Asset or the Deliverable that needs to be completed. The next section will discuss how to work on Assets.

Note to Workflow Administrators: The addition of Assets to Tasks is actually a check-in or upload to the associated Deliverable. The Asset gets stored in the file system according to the Naming Convention defined for the Deliverables. No management of this is required as TACTIC | Workflow handles all of the storage, versioning and location of Assets, but it is mentioned here for general knowledge.

3.3. Working on Task Assets

Users can download Assets from Tasks from any of the views listed in section 3.1.1. Assigning Tasks to Users, including “My Tasks” and “All Tasks”. The “Work On” button is available from the “Work On” column for each Task in the view. Clicking on it will bring up a popup dialog showing all items added specifically to that Task. To work on any of the Assets in that Task, click on the “Download” button under the “Download” column for any of the Assets listed. This will download the Assets or files right to your local machine so you can make edits and modifications to it in order to complete your Task. Once complete, you can add the Asset or file back into the Task by following the Upload procedure defined in section 3.2. Adding Assets to Tasks.

If a user wants to download the Assets from a different Task, it’s simply a matter of selecting that Task’s name (the Task “Process”) from the simple search bar on the top of the dialog. Within this dialog, click the button under the Download column to have that Asset downloaded to your local machine, as shown in Figure 23: Downloading Assets. The process will only show up in the search if Asset have been added to that Task.

Figure 23: Downloading Assets

4. Assets

4.1. What are Assets?

Assets are the digital content that exists within TACTIC | Workflow. They may be associated with Deliverables but are allowed to be standalone. When linking digital items to a deliverable, the user can pull from the Asset Library at any time.

4.2. Using Assets

Assets that are available can be viewed from Assets > Asset Library. This view displays all the Assets in the application using a tile format. The viewing format can be changed to a table layout by clicking the Switch Layout button in the table’s toolbar. To view the details of an Asset, the user can click on magnifying glass icon at the corner of the Asset tile and a new tab will be created. The History subtab below shows the check-in history of an Asset, and the Deliverables tab displays all the deliverables that the Asset is involved in. An example is shown in Figure 24: Asset History. To modify the Metadata of Assets, click on the Edit button in the Table Layout view of Asset Library.

Figure 24: Asset History

To handle more bulk or administrative tasks concerning Assets, an elevated user can navigate from Manage > Assets to view an advanced table view of all the Assets in a project. From this view Assets can be deleted and modified in bulk, as shown in Figure 25: Manage Assets.

Figure 25: Manage Assets

4.3. Adding Assets to the Asset Library

4.3.1. Asset Ingestion

Adding assets to the Asset Library is a simple and secure process. The availability of an Asset depends on whether it has been verified by an elevated user. To ingest Assets, start by navigating to Assets > Ingest Files, or click the “Ingest Files” button from the Home page. From here, files can be dragged and dropped into the window, or added using the Add button, as seen in Figure 26: Ingesting Files. If the user wants to include the same metadata for numerous Assets, simply click on the Metadata button, and enter the shared metadata information, such as Asset Type or Keywords. When the user is prepared, they can click “Ingest” and the files will be uploaded and ready for approval process.

Figure 26: Ingesting Files

4.3.2. Ingestion File Mapping Modes

Users can select a File Mapping Modes for Ingest. These modes give the user the ability to determine the characteristics of the Assets that are created based on the files that are ingested. The File Mapping Modes with associated options are as follows (default settings are bolded):

  1. Determines how the file name matches up to a particular entry
  1. “Always insert new item” - Ingests every file as a new Asset into the system
  2. “Update duplicate items” - Assets in the Asset Library that share the same name as a file being ingested will be updated with this file on Ingest
  3. “Update as a sequence” - Ingests a numerical sequence of files as a single Asset
  1. Ignore File Extension
  1. “No” - File extension is used when naming the Asset on Ingest
  2. “Yes” - File extension is not used when naming the Asset on Ingest

For the 1st File Mapping mode, if the mode is set to “Update duplicate items” and more than one Asset shares the name of an ingested file, a new Asset will be created for that file. To control what Asset is updated with a new file, refer to section 4.3.5 Asset Check-In.

If the mode is set to “Update as a sequence”, as shown in Figure 27: Sequence Ingest, the files being ingested must contain a number in their filename and together must be a numerical “sequence” of files, otherwise, the files will not be ingested. As mentioned, it will Ingest this “sequence” of files as a single Asset in the Asset Library. Examples of what are considered to be numerical file “sequences” and associated formats are shown below:

Figure 27: Sequence Ingest

Note: Administrative users have the ability to ingest verified Assets directly as one of the options in Ingest Settings.

4.3.3. Adding Asset Metadata

After the Assets are ingested, either the “Unverified Assets” or “My Unverified Assets” views will automatically pop up in a tab in order for users to modify Metadata associated to the Asset. The unverified assets view that pops up is dependent on the Security Group the user belongs to, “Unverified Assets” for Workflow Administrators and “My Unverified Assets” for Workflow Users. From this view the user can edit Metadata by clicking on the Edit button on each of the Assets as shown in Figure 28: Add Metadata, or clicking on the table cells in the Table Layout to edit directly.

Figure 28: Add Metadata

4.3.4. Asset Approval

In TACTIC | Workflow, Assets must be verified by an elevated user before they can be viewed in the Asset Library. Workflow Administrators can navigate to Manage > Unverified Assets or use the “Unverified Assets” button at the top of the screen to view Assets that are pending approval to be added into the Asset Library. As seen in Figure 29: Unverified Assets, from this view the elevated user can modify any detail about the Asset and ultimately verify it by clicking the button under the Verify column. If a user wishes to reject the Asset, click on the button under the Reject column. On the top of the page near right, there will also be an icon that displays the number of Unverified Assets, clicking it also brings the user to the Unverified Assets.

Figure 29: Unverified Assets

4.3.5. Asset Check-In

If users want to check-in an updated Asset to an existing Asset, begin by changing the Asset Library to its Table Layout by clicking the “Table Layout” button and click on the Upload button under the Check-In column, as seen in Figure 30: Asset Check-In. The checked-in versions of the Assets will also go into a similar verification process mentioned above. Once the new Asset is approved by a Workflow Administrator, it will update the original Asset in the library and be available to all users.

Note: The “Table Layout” button opens a list which you can select between a Collections Layout and Table Layout. The text of the button will change depending on which layout you’re viewing.

Figure 30: Asset Check-In

4.4. Downloading Assets

Assets can be obtained from the system in a couple of ways, primarily downloading directly from the library or through carts. For downloading from carts, skip to section 4.5.4. Downloading From a Cart.

To download directly from the library, begin by navigating to the Asset Library view, located under Assets > Asset Library. The first step is to select the assets that are to be downloaded. To select an asset, simply click its header so that it becomes bordered in yellow. Multiple assets can be selected in this way.

The next step is to click the Download button, located in the top bar of the view, as seen in Figure 31: Download Button. This button has different behaviors depending on the selected assets. If a single image based asset is selected, a preview popup window with conversion options will appear. Downloading from here is as simple as filling in the required options and clicking Download in the bottom right corner of the popup. If the Asset is not image based, then it will immediately download to the browser’s default download destination.

Figure 31: Download Button

If multiple assets are selected, the view shown in Figure 32: Download Selected Assets will be displayed in a new tab of all the selected assets along with download options for each of them. In this view, if an asset is not an image, the user is required to check off the “Original” checkbox for that item.

Figure 32: Download Selected Assets

4.5. Carts

4.5.1. What are Carts?

Carts are a set of assets that are intended to make large downloads easier to handle. Every user can access a personal My Cart which is visible only to them (located under Assets > My Carts) and a group of global carts (located under Assets > All Carts). Each cart under All Carts can be seen by every user, and can be useful in collaborative projects or in situations where a cart is associated with a delivery that multiple people have to access. My Carts is more similar to a traditional web-based “shopping cart” system.

4.5.2. Creating Carts

My Cart is automatically created for every user. All Carts need to be added before being used. To create a new cart, navigate to Assets > All Carts. Click the plus button in the table shelf to bring up a New Cart popup. Fill in the name, and the description if applicable. An example is shown below in Figure 33: Adding New Cart. Carts can be deleted by right clicking the cart and selecting Delete.

Figure 33: Adding New Cart

4.5.3. Adding to Carts

Assets are added to carts starting from the Asset Library. Select the assets to be added in the same way as described above, and click Add to a Cart. As shown in Figure 34: Adding Assets to Cart, in the resulting popup, select a cart from the dropdown (this list will include My Cart and all global carts) and press “Add”.

Figure 34: Adding Assets to Cart

4.5.4. Downloading From a Cart

To get to a cart, either navigate to Assets > My Cart to access My Cart or navigate to Assets > All Carts and press the View button on a particular cart. From either of these views (which are identical in behavior), users can download a handful of assets.

Similar to downloading directly from Asset Library, fill in the conversion information for each image-based item, and check off the Original checkbox for any items that are not image-based. Clicking “Download” will download all items into a single zip file package that downloads directly to the browser’s default download directory.

4.6. Assets Collection Manager

4.6.1. What are Collections?

Collections are like self-created folders you can use to organize groups of assets. Every user has the ability to create collections, and can view and access everyone else’s on the system. This is useful in collaborative projects where there are a particular set or group of assets that multiple people need to constantly access. The Assets Collection Manager provides a simple way to create a collection of assets, add and remove assets within that collection and search for collections using filters.

4.6.2. Creating Collections

There are two ways to create a collection. As shown in Figure 35: Collections Layout, the primary way of creating a collection is to click on the “+”. Doing so will open up the popup “Add New Collection” as shown in Figure 36: Create Collection. The only field that needs to be filled out is the name of the collection. However, it’s highly suggested to add keywords as they can be used as filters when searching for a particular collection. When a new collection has been created, you will be able to see a folder icon amongst your assets, and a subfolder in the sidebar on the left.

Figure 35: Collections Layout

The second way to create a collection is to click on the highlighted grid icon. It will open up a popup called “Collections” as shown in Figure 36: Collection Popup. You can also open up the same  “Add New Collection” popup, as shown in Figure 35: Create Collection, by clicking on the “Create New Collection” button.

Figure 36: Create Collection

4.6.3. Managing Assets in a Collection

To add assets to an existing collection, you can select and drag whichever assets you want into the collection in the sidebar. Another way is to select the desired assets by checking them off in the Collections Layout view, click on the grid icon in the shelf to open up the Collections popup as shown in Figure 37: Collections Popup below, check off the collections you want to add to, and select the “Add” button at the bottom. If there are many collections within the system, use the search bar to find the desired collection to add the selected assets to. The search feature will display a list of suggestions based off keywords and collection names.

To remove assets from a collection, first open the contents of the collection, select the undesired assets by checking them off, and then click the minus icon in the top right corner. To delete an entire collection, click the trash can icon in the top right corner. Do not worry about the assets after doing either action; they will still be in your Asset Library. Assets deleted from a collection or contained within a collection that is deleted, are not deleted from the Asset Library.

Figure 37: Collections Popup

4.6.4. Displaying Assets in a Collection

In order to display and manage the assets within a specific collection, click on the subfolder in the sidebar or the collection tile itself, and the Asset Library will filter out everything that isn’t within that collection. If the library has a large number of collections, use the search feature in the sidebar to find the desired collection as shown below in Figure 38: Displaying Assets. The search feature will display a list of suggestions based off keywords and collection names.

Figure 38: Displaying Assets

4.7. Folder Manager

4.7.1. What’s the Folder Manager?

The Folder Manager allows users with administrator access a way to view and manage the Asset Library using a file system. When files are initially ingested they are automatically managed by TACTIC | Workflow. The Administrator can choose to use the default directories created by TACTIC | Workflow or customize them using the Folder Manager. The Folder Manager allows users to create, delete, move and rename folders and assets as you would with any powerful file system.

The Folder Manager is found in the Folder Layout view in the Asset Library as seen in Figure 39: Folder Manager.

 

        Figure 39: Folder Manager

4.7.2. Using the Folder Manager

Users with access to the Folder Manager can see the assets contained in folders by clicking the folders open. The “watching” symbol next to the folder indicates the current selected folder. The Asset folder path and all the Assets contained in the current selected folder are displayed as images tiles on the right, as shown in Figure 40: Folder Structure and Assets.

        Figure 40: Folder Structure and Assets

4.7.3. Creating, Naming and Deleting Folders

When files are initially ingested they are automatically managed by TACTIC | Workflow. For more details on ingesting, see section 4.3.1. Asset Ingestion.  The default directory structure contains the date and time of ingestion. For example:

my_project/asset/Ingest/2016-06-08/admin/15h/001/file_v001.JPG

The Administrator can choose to use the default directories created by TACTIC | Workflow or customize the directories using the Folder Manager.

To create a new folder, right click on the directory panel on the left and select “New Folder” in the Actions menu, as seen in Figure 40: New Folder. Folder names can be named on creation, or simply right click on the folder, and select “Rename Folder”. Similarly, click “Delete Folder” to delete a folder.

        Figure 41: New Folder

4.7.4. Moving Assets and Folders

Assets can be drag-and-dropped to other folders within the Folder Manager or selected in multiples in the left tile view then dragged-and dropped onto folders in the Folder Manager. The example shown below in Figure 42: Dragging Assets into Folder displays moving multiple Assets into the “Campus Shots” folder.

Figure 42: Dragging Assets into Folder

Similarly, the folders can be moved around by drag-and-drop. All the files under the folder will be moved along with the action. The example below in Figure 43: Dragging Folder into Folder shows the folder “Design School” being moved into the folder “Original Shots”.

Figure 43: Dragging Folder into Folder 

4.8. Asset Keywords

4.8.1. Using Keywords

Keywords are a type of metadata that are attached to Assets in TACTIC | Workflow, and they become a powerful component when searching for Assets in large databases. The Table Layout view in the Asset Library has a column called “Keywords”, and these are editable and searchable by users as shown below in Figure 44: Asset Keywords. In every view that Assets can be searched for, the Asset keywords can assist on searching.

Figure 44: Asset Keywords

4.8.2. Automatic Keywords

Keywords can be applied to Assets during ingest, or by changing the values in the keyword columns. In addition, certain keywords will also be applied automatically. Types of auto-generated keywords include the name of the Asset, the Asset folder path, and keywords associated with the Asset’s parent Collections. In other words, the users not only can search using keywords in the keywords column, but also search for the Assets name, the file path where the Asset is located, and for a Collection. Automatic Keywords are continually updated whenever the asset name or location in the Folder Manager, and Assets Collection Manager changes.

4.8.3. Searching with Keywords

As mentioned previously, users can search for Assets directly with the known defined keywords. Shown in Figure 45: User Defined Keywords and Figure 46: Search - User Defined Keywords, and a unique Asset is found as the result.

Figure 45: User Defined Keywords

        Figure 46: Search - User Defined Keywords

        

Users can also search by the location of the Asset, depending on its relative directory. An example shown below in Figure 47: Path of Asset and Figure 48: Search - Path Keywords.

Figure 47: Path of Asset

Figure 48: Search - Path Keywords

Collection keywords work similarly, when a user inserts an Asset into a Collection, the Asset will inherit the Collection’s name and keywords. If the user searches for the keywords of a Collection, the Assets will also be found, as seen in Figure 49: Collection Keywords, Figure 50: Assets in Collection, and Figure 51: Search - Collection Keywords.

Figure 49: Collection Keywords

Figure 50: Assets in Collection

Figure 51: Search - Collection Keywords.

Keep in mind, these keywords are automatically updated, when a user removes a certain Asset from a Collection, searching for the keywords of the Collection will no longer display the Asset. For more detailed information on Collections, see section 4.6. Assets Collection Manager.

4.8.4. Asset Search View

TACTIC | Workflow has a search tool for Assets in Assets > Search, as seen in Figure 52: Asset Search View. When there are a huge amount of Assets stored in the Asset Library, this view provides an easy but powerful use.

Figure 52: Asset Search View

Users can type in keywords to look for relevant Assets, suggested keywords will also be shown, as seen in Figure 53: Suggested Keywords. Clicking on the suggested keywords will add them to the search as show below in Figure 54: Adding Suggested Keywords.

Figure 53: Suggested Keywords

Figure 54: Adding Suggested Keywords

4.8.5. “Stop Words” in Searching

There are specific “stop words” in different database searches that do not contain important significance to querying full-text searches (For example: the, a, any, because). Users are still allowed to include stop words in names and keywords of Assets and Collections, but they will not be searchable. For an example list of stop words please refer to the following: http://dev.mysql.com/doc/refman/5.5/en/fulltext-stopwords.html  

4.9. Using Assets in Deliverables

4.9.1. Ingesting Files to Deliverables

Users can ingest files into the Asset Library through a secure process. However, files can also be ingested directly to Deliverables with simple steps. In Deliverable details, the Assets subtab has four functional buttons: Download, Ingest, Search Library, and Push to Library. To ingest directly to the Deliverable, click on the “Ingest” button as shown in Figure 55: Ingest Files to Deliverable.

Figure 55: Ingest files to Deliverable

4.9.2. Pushing Deliverable Assets to the Asset Library

These simple ingests are quick and easy, but if the user decides to make the Assets accessible in the Asset Library, click on the “Push to Library” button. As shown in Figure 56: Push to Library, this will open up a popup similar to the ingest tool we’ve seen earlier, which allows the Assets to go through the verification process. For more details on ingestion and verification process, see section 4.3. Adding Assets to the Asset Library.

Figure 56: Push to Asset Library

4.9.3. Adding Assets From the Asset Library to Deliverables

Similarly, Assets can be added to Deliverables the same way as adding Assets to Tasks, as mentioned in section 3.2. Adding Assets to Tasks. Simply click on “Search Library”, select the Assets to be added, and click on “Add From Library” as seen in Figure 57: Search Library. 

Figure 57: Search Asset Library

4.9.4. Downloading Assets from Deliverables

Users can download Deliverable Assets by clicking on the “Download” button, which pops up the  download tool, as seen in Figure 58: Download Deliverable Assets.

 

        Figure 58: Download Deliverable Assets

Note: Deliverable Assets can also be downloaded or pushed to the Asset Library from the Order details Assets subtab.

5. Tables

TACTIC | Workflow organizes information primarily through powerful and simple interactive tables. Tables are viewed in a list format and can be manipulated in various ways.

Tables have a wide variety of column types, including text fields, dropdowns, calendar tools, embedded tables and buttons. These columns help users change data, navigate from view to view, and find advanced information.

5.1. Modifying Data

Modifying data is very simple with tables. Depending on the view, certain cells will be editable. If a cell is editable, when you hover over it, there will be an edit icon  that appears at the bottom right corner of the cell. When you click on the cell, text fields, dropdowns or calendar tools will be available to edit the cell, depending on the column. After making your changes, like selecting the user to assign to a Task, the table row will turn green as an indication that changes have been made, as shown in Figure 59: Editing Table Entries. Changes can be saved by clicking the save button  in the table’s shelf. Note that if you do not save and navigate away from the screen, all changes will be lost.

Figure 59: Editing Table Entries

Note: If a cell cannot be edited, it may be that the current user does not have adequate permissions or that the view being displayed is purely informational, like a Report.

5.2. Searching and Results

Information in a table can be searched by using the simple search bar on the left side of the table’s top shelf, as shown in Figure 60: Simple Searching on Asset Library. The simple searches give you a quick and easy way to search for Orders, Deliverables, Assets and Tasks based on the data or metadata associated with them.

Figure 60: Simple Searching on Asset Library

Depending on the view, an advanced search may be available and can be opened by clicking the magnifying glass button . From here, filters can be added to any column and compounded using a variety of operators (e.g. is, contains, starts with), as shown in Figure 61: Simple Searching on Asset Library. This is especially useful in Report views.

Users can also affect the number of results returned by clicking the Search Range button. If available, it should resemble the format “# items found”.

Figure 61: Advanced Searching on Asset Library

5.3. Functional Columns

Certain columns contain functions specific to the current view. For example, many tables contain a Details column which will navigate to the Details view of that particular item, for example, Orders or Deliverables. Further information on functional columns in particular views are available in the respective sections for Orders, Deliverables, Assets and Tasks in this user guide.

Another example of a functional column is a Hidden Row tool. The Hidden Row tool is used in  cells that contain a box with a right facing arrow . Clicking this will reveal an embedded table containing information relevant to that particular item, as shown in Figure 62: Simple Searching on Asset Library. Often this is used to display one-to-many and many-to-many relationships.

Figure 62: Customer Orders

6. Reports

Reports are designed to give supervisors and managers quick access to gather all necessary items available in the application based on a set of search criteria. Once the desired results are found, the data can be exported and downloaded to the supervisor or manager’s local machine for internal use in the company, for example, for status or progress reports. All Reports can be accessed from Reports menu in the sidebar and utilized in the same way. TACTIC | Workflow includes the following reports:

6.1. Report Searching

In any of the Reports, there is a set of simple search fields available at the top of the Report to quickly begin searching for the associated Orders, Deliverables and Assets that you need to find. The search fields vary from look ahead text input fields to drop downs and calendar tools, depending on the type of data you are searching on. Once you have entered the criteria to search on, click on the Search button to display the results, as shown in Figure 63: Simple Searching on Asset Library. If there is an active filter, it will be indicated beside the simple search field with a green star .

Figure 63: Simple Searching on Asset Library

6.2. Report Exporting

After searching for the results you need, you can export a list of the items to a CSV file. To do this, click on the gear menu  and go to the File submenu. From there, you will have the selection from different export options:

Selecting one of the options will bring up a popup that will ask which columns you want to export to the CSV file. Choose the columns you want to include in the export and click the export button at the bottom of the popup. The CSV file will be downloaded to your local machine, as shown in Figure 64: Exporting Assets to a CSV File.

Figure 64: Exporting Assets to a CSV File

7. Pinning

Pinning Orders and Deliverables is essentially like saving favourite websites. When an Order or Deliverable is pinned by a user, it provides them with quick access to the corresponding Order or Deliverable from the Pinned view in the sidebar. This table is user-specific and contains a list of items that have been pinned by the user.

To pin an item, navigate to a view that contains the Pin column, for example, “All Orders” or “All Deliverables”. Clicking the button in the Pin column will add a reference to that item to the Pinned table, as shown in Figure 65: Pinning an Order. Notice how a notification appears at the bottom of the screen and the Pin button becomes highlighted in an orange border if the item has been pinned.

Figure 65: Pinning an Order

The Pinned table contains basic details about Pinned items, as well as a Details column which will navigate to the respective item’s Details view, as shown in Figure 66: Pinned View. The Pinned table is not editable.

Figure 66: Pinned View

Items can be unpinned from any view that provides the Pin button for that item, or removed from the Pinned table itself.

8. Workflows

8.1. What is a Workflow?

Workflows in TACTIC | Workflow, also more generally referred to as pipelines in TACTIC, are essentially a collection of connected Tasks (also called processes or nodes in TACTIC) that form a set of steps to complete a particular Deliverable. Workflows are assigned to Deliverables from the Deliverable section of the Order through the “Workflow” column. The processes or nodes ultimately translate into the Tasks that will be created automatically for the Deliverable when you select the Workflow for the Deliverable in the Order form.

Note: Every Deliverable can only have one Workflow assigned to it.

8.2. Creating Deliverable Workflows

To create a Workflow, begin by navigating to the Workflow Editor located under Manage > Workflow. Pressing the plus button on the top of the left bar will open a New Workflow dialog. As seen in Figure 67: New Workflow, from here most data concerning a Workflow can be entered, such as its name, description, and color. When creating a Deliverable Workflow be sure to have Deliverable selected under the “Search Type” field.

Figure 67: New Workflow

A “Pipeline Definition”, XML defining a Workflow, can be entered as well, however, it is recommended that users make use of the canvas to generate Workflow definitions to avoid the possibility of error. In this case, leave the “Pipeline Definition” text area blank and click the “Add” button. This will generate a blank Workflow.

8.3. Adding and Modifying Nodes

To add a node to an empty Workflow, press the “Add Process” plus button  in the top bar and a new default node will appear. To select other node types, click on the node you want to change and go to the dropdown at the top right of the view. to change an existing node’s type, Click on the dropdown in this node settings section and select a node type, as seen in Figure 68: New Workflow. Further information on types of nodes is discussed in section 8.5. Types of Nodes. If a Workflow already has nodes, the top bar plus button will still be available. A node can also be created by dragging and dropping from an existing node’s connector.

Figure 68: New Workflow

To name a new node, right click and click “Rename Node”. Nodes can be joined together to better represent a project Workflow. After all desired nodes are created, named and joined, save the Workflow to ensure all of these nodes get saved to the system as processes and will be properly created as Tasks when set on a Deliverable.

Node properties can be further edited and viewed by right clicking and selecting “Edit Properties” or simply clicking the node. As nodes or processes represent Tasks, each node can have a pre-defined set of statuses that their Tasks can take. Creating Task Status Workflows is discussed in section 8.4. Task Status Workflows. Simply select a Workflow from the dropdown menu to assign it to that node. Any node can take any Task Status Workflow.

8.4. Task Status Workflows

Task Status Workflows are created in almost the same way as Deliverable Workflows. Follow the same steps in section 8.2. Creating Deliverable Workflows, except that in the new Workflow dialog, Task should be selected for the “Search Type” field. Nodes are created and joined together in the same way. When a Deliverable Workflow’s node is assigned a Task Status Workflow, that node or Task, when created, will adopt the node statuses defined in the Task Status Workflow.

8.5. Types of Nodes

There are five different types of nodes all with different shapes: manual, action, condition, approval, and hierarchy nodes. Each of the different nodes can enhance the effectiveness of the Workflow and be used to fit the environment and behaviors of specific workflows, to read the differences between each kind of Node, see Table 3: Type of Nodes.

Type of Node

Representation

Description

Manual Node

Manual nodes are the default nodes that represent tasks within a Workflow, users assigned to a Manual node are expected to complete the task. Manual nodes usually involve work that needs to be done, such as asset ingestion, or a submission on worked assets.

Action Node

Action nodes can automatically execute an action based on a script once the preceding task is completed. For example, if its preceding Approval Node is “Approved”, or a Manual Node is set to “Complete”, the action node will be set off right away, and changes its following node will be set to “Pending”.

Conditional Node

Condition nodes are used when the path of a process needs to be determined by checking specified conditions using a script. It can also automatically change statuses of other nodes. The condition check should either return True or False, or a list of the output streams. For example, if the conditional checks return “False”, it will set the status of the previous node to “Revise”.

Approval Node

Approval nodes allow assignment to user groups that are required to approve the process. If the status of an Approval node is changed to “Rejected”, the preceding task status will be changed from “Complete” to “Revise” automatically. Similar to other nodes, if the status is changed to “Approved”, the following node will be in “Pending” status.

Hierarchy Node

Hierarchy nodes are currently on the development roadmap.

Table 3: Type of Nodes

8.6. Triggers

To open the Trigger and Notification editor, begin by selecting a manual node. On the right side of the window there will be a Process Configuration view. If this view is empty, simply save the Workflow and click the node one more time.

From this view, the Trigger and Notification editor can be displayed by clicking the View button beside Triggers or Notifications. This will bring up a popup giving information about existing Triggers and Notifications. To add a new one, press the plus button in the popup window.

From here, add a name and description of the trigger, and choose the event and action. The list of events includes common operations performed on nodes (or Tasks). For example, the checking in of a file, the assigning of a Task or the changing of a status can all cause an event.

Actions are what happens when an event is triggered. Many actions have the ability to affect other Tasks, and others have the ability to send out notifications, as seen in Figure 69: Trigger Settings.

Figure 69: Trigger Settings

Here are some examples of common Event - Action relationships:

Building on top of user-created Workflows, this trigger system allows users to make use of powerful automation to make their projects run smoother.

8.7. Notifications

Notifications are created in the same way as triggers. It’s simply a matter of selecting Send a notification under the Action section. From here a user can choose to send the default message and type in mail destinations and cc’s. An example can be seen in Figure 70: Notification Settings, these two boxes can contain email addresses, login codes and group codes.

Figure 70: Notification Settings

The message can be customized also. To do so, uncheck Use Default Message and fill in the Subject and Message text areas. A text-based message can be entered, including variables related to the modified item. Table 4: Notification Expression Variables is a table of common variables.

Expression Item

Expression

Login of user that made the change

{@GET(.login)}

If a note is added, the note content

{@GET(.note)}

Name / Code of modified item

{@GET(.name)} / {@GET(.code)}

If a note is assigned, the assignee

{@GET(.assigned)}

Status of the given task

{@GET(.status)}

If a task is changed, name / code of deliverable

{@GET(parent.name)}

{@GET(parent.code)}

Process of modified task

{@GET(.process)}

Any column of modified item

{@GET(.<column_code>)}

Table 4: Notification Expression Variables

For mail_to and mail_cc, you can use an email address or expression that optionally makes use of the current Task. Table 5: Mail To and Mail CC Expressions below shows the expression to use to mail to or copy users or user.

Users

Expression

Assignee of the Task

@GET(sobject.assigned)

Supervisor of the Task

@GET(sobject.supervisor)

Email to Ben and Cindy regardless of the current Task

@GET(sthpw/login['login','in','ben|cindy'].login)

Email to Ben and Cindy regardless of the current Task. This works as long as your Task or row item contains an email attribute.

@SOBJECT(sthpw/login['login','in','ben|cindy'])

Table 5: Mail To and Mail CC Expressions 

In order for notifications to be operational, two conditions have to be met. First, the user that triggers an action that causes a notification must have their email entered into their user profile. It is highly encouraged that each user have their email entered upon their creation. Secondly, the mail server of TACTIC | Workflow must be configured, which is discussed in section 10.3. Configuring Email.

Note: If the user does not have an email entered into their user profile, the notification will not be sent, but the action still goes through.

8.8. Example Workflow

Imagine a scenario where a company wishes to publish content such as videos, documents, or images to their social media platforms through a Workflow process. The users start ingesting all assets needed to be verified for the deliverable content. After managers verify the assets and provide feedback, the users will work on completing the edits on the content and submit. When both the director and supervisor approves the submission, it will be published automatically to the right social media platform. The example shown below in Figure 71: Social Media Publication Workflow, will display how a Workflow can be built and used for simple production deliverables.

Figure 71: Social Media Publication Workflow

During the Ingest stage, users are expected to check-in the Assets used for the Deliverable. Once the status of the node is changed to “Complete”, the “Check-in Exists?” conditional node will return False if no check-ins were found in the node, and change the Ingest status, back to “Revise”. If Assets were found successfully, the “Verification” node will be “Pending”. An example of a Conditional node script can be seen below, in Figure 72: True/False Conditional Node.

Figure 72: True/False Conditional Node

Once the manager approves the Assets and sets the “Verification” Approval node to “Approved”, “Final Edits” will be changed to “Pending”. However, if the node was set to “Reject”, the “Ingest” node will once again become “Revise”. These are more practical examples of how node statuses can be changed dynamically throughout the Workflow.

Once the “Final Edits” are complete, and the Approval nodes “Director Approval” and “Supervisor Approval” are set to “Approved”, the content will be ready for publish. Please note that all Approval nodes before any other node needs to be “Approved” in order for the Workflow to move forward.

The “Publish To?” node is another example on how Conditional nodes can be used in Workflows. The example below in Figure 73: Multiple Paths Conditional Node shows how Workflow paths can be determined by the outputs of previous node, in this case, which checks the deliverable type to select correct social media platforms.

Figure 73: Multiple Paths Conditional Node

After determining which path the Workflow process is taking, Action nodes followed will be executed automatically. An example of Action nodes can be seen in Figure 74: Action Node.

Figure 74: Action Node

9. Settings and Useful Links

9.1. My Account

TACTIC | Workflow allows users to modify account settings easily. To change your account information, simply navigate to My Account under the user account button at the top right corner in the header, as seen in Figure 75: Account Settings. Users can add an image to their account, or change their login password, first and last name, and email as shown in Figure 76: My Account.

Figure 75: Account Settings

Figure 76: My Account

9.2. My Preferences

In TACTIC | Workflow, from the smallest building blocks, Tasks, to the higher level components, Orders, all have Due Dates. The completion of Tasks, Deliverables, and Orders are the main focus of TACTIC | Workflow, therefore time display is essential. Time Zone settings are essential to ensure the correctness of time display. To change the Time Zone setting, navigate to the top right corner in the header and click on the tool icon, as seen in Figure 77: Time Zone Settings. In My Preferences, users can easily change the Time Zone.

Figure 77: Time Zone Settings

The Time Zone being selected changes all time displays across the system, from Asset ingest timestamps, to automated Bid End time of Tasks, and Due Date Time of Deliverables … etc. However, the actual Due Date is unified. For example, if the Time Zone is set to Eastern Time, and Due Date is set to 2016-01-15 15:00, the Due Date display on users who chose Time Zone to Asia/Hong Kong will be 2016-01-16 03:00. This allows synchronized time display throughout the system.

9.3. Menu Links

Under the menu link button, there are several useful links, including links to release notes, community site ...etc.

To access TACTIC | Workflow’s user documentation, simply click TACTIC | Workflow Help as seen in Figure 78: User Documentation.

Figure 78: User Documentation

10. Administration

10.1. Managing Users

Users can be managed through the Manage Users view, under Admin > Manage Users. From here any detail of a user can be modified, including passwords, emails, etc.

The activity of a user can be viewed by clicking the button under the Activity column, as shown in Figure 79: User Activity.

Figure 79: User Activity

Users can be added by clicking the Add button at the top, as shown in Figure 80: Adding a User. User permissions are dependent on the groups that the user is in. They can be assigned to Groups from the Group Assignment tab. Groups are discussed in depth in the following section.

Figure 80: Adding a User

10.2. Managing Groups and Security

To configure groups and security, navigate to Admin > Groups and Security. A table of all the Groups in the application is displayed. From here any detail of a Group can be configured.

The permissions of a Group are managed under the Link Security tab. This table displays a list of all existing views in the Sidebar and all of the Groups in the application. Permissions revolve around what views are available to what Groups. To add or remove Link permissions from any Group, simply check or uncheck the relevant cell and save any changes, as shown in Figure 81: Group Assignment.

Figure 81: Group Assignment

10.3. Configuring Email

In order to configure the email server for this product, it is necessary to modify a configuration file within the machine’s file system. This configuration file is located under /home/tactic/tactic_data/config/ and is called tactic-conf.xml and can be accessed through an ssh session into the server.

Under the <services> tag make sure the following tags are entered as below:

<mailserver>example.mymailserver.com</mailserver>

<mail_user>example@myaddress.com</mail_user>

<mail_password>my_password</mail_password>

<mail_port>my_port</mail_port>

<mail_tls_enabled>true/false</mail_tls_enabled>

<mail_sender_disabled>true/false</mail_sender_disabled>