RB User Guide > Setup > Tracking Steps

Defining tracking steps

RB9 only

After setting up item types to be tracked, create steps that each kind of item goes through in your production workflow. If an item passes through different departments or staffers as it is produced and completed, you can add alerts to specific steps to automatically notify people when the item is their responsibility.

1. Setup > Tracking Steps
2. In Tracking Steps window, click the type of Tracking Item you want to work with. (Tracking item categories are set in Lists > Tracking.)

• Add step

  1. Click New.
  2. In New Tracking Step window:

     • *Step Name

       Required. Enter a descriptive label.

     • Due Days

       Enter a default turn-around time for the step, if desired.

  3. Click Save. Window changes to Edit Tracking Step window and adds checked Active box and Users to notify pane.

• Add alerts

  For steps that involve handing work off to another person/department or that additional staff need to know a milestone has been achieved, set up alerts that RB9 will send to their RB9 inbox when the milestone is reached.

  1. To automatically alert users when a step is completed so they can proceed with the next production step, click in Edit Tracking Step window’s Users to notify pane.
  2. In the Add Users panel, check the box(es) of RB9 user(s) to be notified. See Lookup panel.
  3. Click Save.
  4. In Edit Tracking window, click Save.
  5. In Tracking Steps window, click Refresh Tracking Items to have RB9 update the Notify column.

• Edit step

  1. In Tracking Steps window’s results pane, click the hyperlinked step you want to update.
  2. In View Tracking Step window, click Edit.
  3. In Edit Tracking Step window, you can update any field except Tracking Item.

  • *Step Name

    Required. Step’s label.

  • Due Days

    Turn-around time for the step

  • Active

    Click to select No if you don’t want the step to appear in Tracking.

  • Users to notify

    To remove a user from the list, check the user’s box, then click . Click Yes in the popup.

  4. Click Save.
  5. In Tracking Steps window, click Refresh Tracking Items to have RB9 update the Notify column.

• Delete step

  In either the step’s View Tracking Step or Edit Tracking Step pane, click Delete. Then click Yes in popup window.

• Change step order

  In Tracking Steps window’s results pane, click:

  • in a step’s row to move the step up in the tracking order.
  • in a step’s row to move the step down in the tracking order.

NEXT: Set options for different tracking areas

Before starting to track work, specify codes for different areas in tracking. The first set of these codes, Archival Status, describes the current archival status of original media, such as video tapes. Media classification specifies who has rights to view/handle the media. Media format codes specify the types of media you produce, such as DVD or audio tape. Priority codes specify order of importance or urgency. Options are set in Lists > Tracking.

Reference

• Lists > Tracking
• Notifications and Messages
• Lookup panel

Step-by-step instructions

• Customizing lists