Phases view for workflows

At the moment, you can view workflows and interact with them in two different ways: either as a vertical list of tasks and phases (the Vertical view) or as a horizontal representation (the Phases view). Note, however, that the Vertical view will be removed and replaced with the Phases view in the near future.

The Phases view is available on the following pages:
  • On the Project Details page, after selecting the Workflow tab.
  • Under Resources > Workflows > Workflows, when viewing or creating a workflow.
  • Under Resources > Project Templates, when viewing or creating a project template.
  • In your Inbox, after selecting a task with the Project Planning task type, on the Details tab.
After selecting the Phases view, you can do the following:
  • To expand or collapse the panel corresponding to a workflow stage, select the arrows next to it.
  • To exclude a workflow task entirely, select the Exclude check box next to it.
  • To exclude only certain target languages, expand the appropriate section and select the Exclude check box next to the target languages you want to exclude.
  • To assign users or groups to each human task, click Select assignees, and then choose the individual users (Users), groups (Groups) or vendors (Vendors) to assign them to that task. When you perform the assignments, use the available filters (Current folder and above, Current folder only) to ensure that you identify and assign users easily. If you want to assign a task to the project creator, under Users, select Project Creator. However, if the project was created in Trados Customer Portal, do not use the Project Creator option for the tasks that can be performed in Trados Enterprise, because Trados Customer Portal users do not typically have access to Trados Enterprise.
  • To specify a due date for a task, in the Select task due date field, enter a date and a time for your task, and then select Save. If you add a schedule template to your project, you are warned that any task due dates entered manually will be overwritten with the dates in the schedule template. If you do not add a schedule template to your project, you can enter task due dates without any restrictions.

Complex operations

To perform complex operations related to assignments and configurations, select Configure and Assign task, hover over an active target language, go to the end of the row, and then select More Options menu with three horizontal dots. At this point, you can do the following:
ScenarioOptionAction
The project or the workflow has multiple target languages and a due date is specified for the task. The due date must be in the future.Apply Due Date to all languagesApply this due date to future tasks across all languages.
Apply Due Date to all languages and current tasksApply this due date to both existing and future tasks across all languages.
Apply Due Date to current tasksApply this due date to both existing and future tasks for the selected target language.
The project or the workflow has multiple target languages and one or more assignees are specified for the task.Apply Assignees to all languagesApply these assignees to future tasks across all languages.
The workflow has multiple source languages. The same target language is configured for multiple source languages and one or more assignees are specified for the task.Apply Assignees to this target language in all available source languagesApply these assignees to all the tasks in the selected target language, regardless of the source language.
The workflow has multiple source languages, multiple target languages, and one or more assignees are specified for the task.Apply Assignees to all target languages from this source languageApply these assignees across all the target languages under the selected source language.
The project or the workflow has multiple target languages and a configuration is specified for the task.Apply Configuration to all languages Apply this configuration to future tasks across all languages.
The workflow has multiple source languages. The same target language is configured for multiple source languages and a configuration is specified for the task.Apply Configuration to this target language in all available source languagesApply this configuration to all the tasks in the selected target language, regardless of the source language.
The workflow has multiple source languages, multiple target languages, and a configuration is specified for the task.Apply Configuration to all target languages from this source language Apply this configuration across all the target languages under the selected source language.

Filtering project tasks

On the Workflow tab of each project, you can filter the tasks in a project workflow according to the following criteria:
  • Their target languages.
  • Their assignees.
  • Whether or not they are human or automated.
  • Whether or not they are active (enabled) or excluded.

Task-specific configurations

  • For the Translation task and the Implement Customer Review task, you need to specify the configuration. Select Configure and Assign task, and then, under Editor Mode, select a configuration for each target language. To understand what each Translation configuration does, check this topic. To understand what each Implement Customer Review configuration does, check this topic.
  • For the Linguistic Review task and the Customer Review task, you need to specify the configuration. Select Configure and Assign task, and then, under Review Mode, select a configuration for each target language. You can choose the same configuration for all target languages or a different configuration for each target language. To understand what each Linguistic Review configuration does, check this topic. To understand what each Customer Review configuration does, check this topic.
  • If your workflow includes both a Translation and a Linguistic Review task, make sure you correlate configurations correctly. Check this topic for more details.
  • If your workflow includes both a Customer Review and an Implement Customer Review task, make sure you correlate configurations correctly. Check this topic for more details.
  • For the Hold for Feedback task, you need to specify the number of days after which the task is closed automatically with the status Elapsed. Select Configure and Assign task, and then, under Close after (days) specify the number of days after which the task is closed automatically. The Close after (days) field has the default value of 90 days, and can have a minimum value of 1 day, and a maximum value of 365 days. The Hold for Feedback task can be completed manually, but if it is not, automatic completion happens after the number of days specified in the Close after (days) field.
  • For the Customer Review task, you need to specify the number of days after which the task is closed automatically with the status Elapsed. Select Configure and Assign task, and then, under Close after (days) specify the number of days after which the task is closed automatically. The Close after (days) field has the default value of 90 days, and can have a minimum value of 1 day, and a maximum value of 365 days. The Customer Review task can be completed manually, but if it is not, automatic completion happens after the number of days specified in the Close after (days) field.
  • You can specify the number of days after which tasks are automatically completed by the system. The Close after (days) field is available for all human tasks, except Vendor Quote Review, Vendor Quote Approval, and Error. The Close after (days) field is mandatory for and has a default value of 90 days for Hold for Feedback and Customer Review tasks. The Close after (days) field is optional for all human tasks, except Hold for Feedback and Customer Review.
  • If your workflow allows for files to be returned to previous workflow tasks even after these files went through a Desktop Publishing task, all the changes made to that file during the initial Desktop Publishing task must be redone or reapplied from scratch in the subsequent Desktop Publishing task.
  • For the Automated Translation QA Check task and the Automated Linguistic Review QA Check task, you can configure the number of times the QA check loop runs if it encounters errors. If errors are detected during these tasks, the file goes back to the previous task (either Translation or Linguistic Review) for corrections. By default, these automated tasks run once. To increase the number of times that these automated tasks must run, identify the task, select Configure task, and then, under Number of QA Check returns, enter a value.
    • If you enter 0 in the Number of QA Check returns field, then the Automated QA Check task runs once, but does not return the task back to Translation or Linguistic Review even if errors are detected.
    • If you enter a value equal to or higher than 1 in the Number of QA Check returns field, then the Automated QA Check task runs as many times as specified, and returns the task back to Translation or Linguistic Review if errors are detected. The maximum value you can enter is 2 billion.
    • If you select the Return until no QA Check errors check box, the Automated QA Check task runs as long as errors are found, irrespective of the number specified in the Number of QA Check returns field.
  • If you want to assign a task to the designated project managers, under Users, select Project Managers. Designated project managers are specified either while creating projects or while editing the Settings > Project Information section of an existing project.
  • To assign vendors to a task, select Vendors, and then select one of the available vendor order templates. The menu displays three tasks:
    • Vendor Quote Generation - This is an Automated task generated based on the pricing model in the vendor order template. The Vendor Quote Generation field contains the name of the vendor quote, which can be downloaded from the project Costs tab. You can edit the Vendor Quote Generation field in order to identify the vendor quote report easily.
    • Vendor Quote Review - This is a Human task which is automatically assigned to the users or Vendor Project Manager group you specified in the Managers field of the vendor order template.
    • Vendor Quote Approval - This is a Human task for which, at this stage, you must specify users or groups bearing the Administrator, Lead Project Manager or Project Manager role.
    For more information on the various vendor assignment and reassignment scenarios, consult this topic.
  • If you want to assign groups to tasks, the system returns all groups which have a maximum of 100 users for selection. If you select several groups to assign them to the same task, and the total number of users in these groups exceeds 100 users, the system issues a warning that you must adjust your selected assignees and groups before you can save the workflow.
  • For each task, select Configure and Assign task. In the Select task due date field enter a date and a time for your task, and then select outside the task row to save your changes If you add a schedule template to your project, you are warned that any task due dates entered manually will be overwritten with the dates in the schedule template. If you do not add a schedule template to your project, you can enter task due dates without any restrictions.