File sharing between Tasks/Jobs
Hello,
We have a project for which we create each month a Classic Project and we receive content daily, bi-daily, weekly, etc.
Each time we receive new content, we create a Task inside this Classic Project and add the special instructions (if any).
For the General Instructions, we add them at Project Level when we create the project and they are shared across all Tasks and Jobs.
The issue is with the General files we need to share across the entire project and never change during the month. We cannot find a way to upload these reference files at a Project Level to do it once per month or do it on a Template so the files are shared across all Tasks and Jobs, even if the task is not created yet when it does (like the Project Instructions).
Is there a way to do this on a Classic Project?
Thank you!
Customer support service by UserEcho
Hi Federico,
wouldn't that be helpful?
You just need to tick all the tasks you need, click on the cog wheel and choose "Upload Input Files". Then a new window shows up and you can change it's category if needed.
I don't think it solves all the issues you've pointed out bit it might be a bit helpful, I think.
Cheers,
Magdalena
Hello Magdalena,
Thank you for the suggestion.
We knew about that option. However, we add tasks daily, and sometimes we have like 30 languages. We will be duplicating the same file 30 times per task and we need to do it every time we add new tasks (daily for some clients).
We would like to upload the reference files that do not change at the beginning of the project one time, and that's it.
Best,
Fede
We usually add any references as URL links to the project level instructions. These can be hosted in external services such as Google Drive, Dropbox, etc.
Another option may be to use Resource Selection Rules as part of the task. If it's the same files for the General instructions all the time, you could add those as one or more files to the client's resources, then implement a Resource Selection Rule that links to those files and adds them every time a new task is created.
Hello Jaime and Thijs,
Thank you for the suggestions.
Jaime, we used links but due to a new security policy we are not allow to use them anymore.
Thijs, please check the image below. If we add files under a client, in the Resources -> Workflow Resource section, those files will be available to all Projects, Tasks and Jobs for that particular client?
Best,
Fede
Hi Fede,
I don't think so. Just uploading the files there doesn't do anything yet. You'll need to create a Workflow Resource Selection Rule first.
(Instead of using a Text field, you can also use Bind to property, to allow for more flexibility. In our example above we use a single file stored in our own company profile to link to projects of various clients.)
Then, in the Workflow Definition for the workflow you're using, you should add this rule in the Resources tab (click Advanced, then select the rule you created from the dropdown. I think you can actually also create new rules here, but I've never done that.)
Now, every time you create a new task using this workflow definition, the rule will make sure that the specified files are included in the task.
I hope this is useful in your use case.
Hi Thijs,
Thank you very much!
I'll give it a try for sure and let you know!
Best,
Fede
Hi Thijs,
Again, thank you very much for your suggestion.It doesn't work as we want to but in the meantime, it solves the issue we are having. The only concern we have is how this will affect the XTRF Storage quota for us, so I ask our Help Desk support about it.
Moreover, I think that adding Reference files at Project Level and visible to all tasks and jobs beneath should be a feature that XTRF should include as they did with the Project Instructions for Vendors.
Best,
Fede
Hello Thijs,
The option that you shared is only available for Classic Projects? We are experiencing something similar but we use Smart Projects instead.
Thanks in advance.
Hi Myriam,
Yes, it's for Classic Projects.
For Smart Projects the files can be share to all languages at the same time by adding them once in the Files section.
Best,
Fede
You're right, Federico.
However, we need to add them every time, for each project. I wonder if there is a rule that would add automatically a file for all the projects for one specific client.
Regards,
Hi Myriam,
For Smart Projects you can create a Project with all the information that you know that will included in all projects for that client (reference files, languages, etc.). Even linguists if they will be the same everytime.
Then you can use the project as template and duplicate it everytime you need to launch a new project. and modify the start date and deadline and the information that is project based.
All the information from that baseline template will be copied into the new one.
Best,
Fede
Thanks, Federico.
For us is not that easy, since the project comes from the API integration we have with the client platform and we cannot duplicate them.
Thanks for your help. Maybe it is time I reach out to my customer success manager on this topic :)
Hi Fede,
Another option might be to include the reference file in the project level, then click 'Refresh Input Files' for each new task you create. I think that will link the reference files to the new tasks, and they might not take up additional storage.
Disclaimer: I have tested none of the above, so I could very well be wrong ;-)
I don't know anything about Smart Projects, Myriam, but maybe the solution could be in building something around the Add Files API.