Rubi 2.0Add a widget
Widgets are shared by all managers, unless you tick Only on my dashboard. Remove takes a widget away.
Subtitle rules
Named sets of subtitle rules (e.g. "Broadcast 42", "Cinema", a customer's own spec). Give a service its usual rules on the Services tab; each order can use different ones. The rules go to Speechmatics for its subtitle file, and are downloadable with the order's files so Rubi 1.5 formats the word-level transcript the same way.
| Name | Lines | Speed | Duration | Gap | FPS |
|---|
Possible duplicates
Once a day Rubi looks for customers, freelancers / users and orders that seem to be entered twice: the same name (ignoring spaces, letter case, punctuation and endings like בע"מ or Ltd), a very similar spelling, the same email, or the same order placed twice. Nothing is changed or merged; press Not a duplicate to stop seeing a group. Adding a new customer, freelancer or order is checked the same way on the spot.
1. Import the orders still running in the old ERP
In the old ERP open Sales dashboard → Orders, show the running orders and export to Excel. Upload that file here: Rubi shows what it found before anything is created. Closed and cancelled orders are left out, and an order number imported before is never imported twice. Each new order gets a comment with its old order number, status and who had the next task. Videos are added afterwards on the Ingest step (by Mux asset ID if Rubi 1.5 already has them).
2. Clear all orders (before starting for real)
Deletes every order and its history: steps, comments, file records, fee reports, invoices and the orders' audit trail. Videos Rubi uploaded to Mux are removed by the usual Mux clean-up; files in Google Drive stay in Drive. Kept: users, customers, services, steps, rates, subtitle rules, the dashboard and the Legacy Archive. There is no undo.
Connections
Which outside services this server can use. It reads the settings in Render → rubi-erp → Environment, and only says whether each one is there — never its value. After adding or changing a setting in Render, wait for the service to restart, then press Check again.
| Service | Used for | Status | Setting(s) in Render |
|---|
Google Drive links
Script and subtitle files are shared "anyone with the link" as they're uploaded, so freelancers can open them without asking for access. Files uploaded earlier are shared automatically in the background. If Drive refused (for example because of the shared drive's sharing settings), fix that in Drive and press this to try again.
| When | To | Subject | Result |
|---|
Mux clean-up log
| When | Order | Video | Why | Result |
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Steps
A step is one piece of work inside an order (Ingest, ASR, Translation, Delivery...). Services are built from these steps.
Add a step
Positions used by the standard steps: Ingest 10 · ASR 30 · its QC 35 · Translation / Auto-translate 50 · their QC 55 · External QC 60 · Client QC 70 · Delivery 80 · Accounting 90. Pick a number in between to slot a new step where it belongs.
"Goes to by default" is who a new order's step is given to. Unassigned: it waits with whoever placed the order until someone is picked (grey). Whoever placed the order: it's their own job, e.g. Ingest and Delivery (blue, Assigned). Or always one particular person.
| Position | Name | Who does it | Goes to by default | Due | Step details buttons | Checked by / checks |
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Services
| ID | Name | Unit | Price | Steps | Workflow defaults |
|---|
Customers
Import customer master & ERP-name lookup table
Upload Noam's reviewed lookup spreadsheet (the "Customer Lookup Table" file, after marking up "Linkage Correct?" / "Correct Accounting Name To Use"). This creates a real customer for every confirmed accounting name and remembers every old-ERP name it used to go by, so future historical imports resolve to the right customer automatically. Safe to re-upload after further corrections -- it updates in place rather than creating duplicates.
Fix a customer's currency
The import above defaults every new customer to ILS. Use this for the handful that actually bill in USD or EUR.
Look up a name
Check what any old or informal customer name resolves to.
| ID | Name | Currency |
|---|
Freelancers & rates
An Excel (.xlsx) or CSV file with the columns Name, Sign-in email (Gmail or any other address) and (optional) Contact email, one person per row. A name that's already here gets its emails updated (an empty cell changes nothing); a new name is added. Nobody is removed. Download a blank list to fill in (opens in Excel or Google Sheets).
| ID | Name | Contact email | Sign-in email |
|---|
Set a rate
| Step | Source language | Target language | Rate |
|---|
Place an order
All orders
| Order | Customer | Service | Languages | Length | Now at | Progress | Due | Timing | Flags |
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Customer approval before invoicing
Pick a customer to see their delivered orders whose Accounting step isn't done yet. Download the Excel file for the customer, and when they approve it, press Approved.
Receivables
| Order | Service | Languages | Amount | Currency | Flag |
|---|
Payables
| Freelancer | Order | Step | Amount | Currency | Split % |
|---|
Issue an invoice
Freelancer fees
Import old project history
Read-only, for reference -- old projects are shown here exactly as they were in the source file, never merged into live orders/tasks.
Upload both the Sales dashboard - Orders export and the Customer billing report export: they're recognized automatically and merged into one record per Order number (the orders report supplies the operational detail, the billing report supplies the amount). Order number is also what will later link a record to its subtitle file in the archive. Any other file imports as a plain read-only list; re-importing a file with the same name replaces its own rows (safe to re-run after fixing the source file).
Imported files
| File | Report type | Rows | Imported |
|---|
One-time cleanup for records that were imported before the date-format fix -- turns a raw number like "42123.57" back into a real date. Safe to click more than once; already-fixed records are left alone.
Search the archive
| Order # | Title / Series | Customer | Date | Amount | Status | From |
|---|