Setting up workflows
When you set up workflows for your project templates, you start from a workflow template which you configure in terms of language direction, tasks, and assignees.
Before you begin
- Make sure that the relevant assignee groups (translators, engineers, terminologists, vendors, customer requesters, customer reviewers etc) are created.
- Make sure that the relevant service types are assigned to your individual users.
- If your subscription allows you to create custom project templates, note that you can set up your workflows based on the default workflow templates or the custom workflow templates that you create.
About this task
You can configure workflows with the same source and target language. When this workflow is included in a project which has the same source and target language, the project is automatically marked as a restricted project.
Files can be returned to a previous workflow task if the current task supports the relevant transitions (outcomes). Consult this topic to learn about the standard transitions of various tasks.
Workflow tasks are skipped only if they are excluded from the project workflow. Tasks are never skipped automatically if they are part of a project workflow. The Project Planning task can be excluded from the project (during project creation) if you specified the task assignees while configuring the workflow resource or the project template resource, and no other changes are required.Note: At the moment, there are two options for viewing workflows and interacting with them: the Vertical view and the Phases view. The information in this topic refers to the Vertical view. For more information about the Phases view, see Phases view for workflows.
Procedure
- Log in to Trados Enterprise (by accessing this link: http://languagecloud.sdl.com/lc).
- Go to the Resources view.
- Select the Workflows tab.
- Select New Workflow.
- On the New Workflow page, do the following:
- Enter a name for your workflow.
- In the Description box, enter your relevant workflow details: purpose, usage, time frame, project template to associate with, and so on.
- In the Location box, specify the customer folder where you want to set up and store your workflow.
- Under Languages, specify one or more source languages, and one or more target languages. Place your cursor in the SOURCE LANGUAGE row and select a source language from the list. Place your cursor in the TARGET LANGUAGE row and select the target languages for the source language you just selected. To add more source languages, repeat this step. You can configure workflows with the same source and target language. When this workflow is included in a project which has the same source and target language, the project is automatically marked as a restricted project.
Tip: You can copy a selection of languages and paste it in other fields. For more information, consult this topic.
- Decide which workflow template you want to use:
- From the Workflow Template list, select an available workflow template. If you change your mind, and later select another project template or you are prompted to refresh the page to benefit from the latest workflow template updates, all the assignments and configurations from the previous workflow template are preserved. You can change the current workflow template with a new one. By default, the system preserves the assignees of the previous workflow template in the newly selected workflow template, for all the Human tasks which are common between the 2 workflow templates. In particular, if the newly selected workflow template is a custom workflow template, the system does not preserve the vendor order template (VOT) assigned to a custom Human task
- Verify that the workflow tasks align with your process requirements. To exclude a task, hover over it, and then select the Exclude this task check box. Note that, if you exclude a task or some target languages from a task, but then you decide to include the task back in the workflow, the assignees are restored, which means that you do not need to enter the assignees from scratch.
- Under Dynamic assignment, select an option to specify which users in the assigned group receive the assignment notification.
- Basic - the assignment notification is sent to all users
- Service type - the assignment notification is sent to all users who have matching service types
- Service type and language pairs - the assignment notification is sent to all users who have matching service types and languages
- For each human task, select Assign 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. You can assign individual users, groups or vendors to tasks while configuring workflows, project templates, and projects, as workflows are included in both project templates and projects.
Note: 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.Note: 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 learn about the limitations of being a designated project manager on a project, consult this topic.Note: If you want to assign the task to individual users who have the task-specific service, you can filter the available users by selecting the Only show users with matching service check box. For example, consider that you have 5 individual users, but only 2 of them have the Translate service set up. When assigning individual users to the Translation task, you can select the Only show users with matching service check box to have only the 2 users displayed, or you can keep the Only show users with matching service check box clear to have all 5 individual users displayed.
- For the Translation task and Implement Customer Review task, you need to specify the configuration. Select Configure and Assign Task, select a target language, and then select the cogwheel symbol. In the Configure_[target_name] right-hand-side pane, under Editor mode, select a configuration, and then select Save Configurations. Repeat the process for all the target languages of the Translation task and the Implement Customer Review task. 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, select a target language, and then select the cogwheel symbol. In the Configure_[target_name] right-hand-side pane, under Review mode, select a configuration, and then select Save Configurations. Repeat the process for all the target languages of the Linguistic Review task and the Customer Review task. 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 select the cogwheel symbol. In the Configure_[target_name] right-hand-side pane, 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 can be completed manually, but if it is not, automatic completion happens after the days specified in the Close after (days) field elapse.
- 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 select the cogwheel symbol. In the Configure_[target_name] right-hand-side pane, 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 can be completed manually, but if it is not, automatic completion happens after the number of days specified in the Close after (days) field elapse.
- 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. For more information about how the closing date is auto-propagated from the main task to the vendor-related tasks, consult this topic.
- 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, and under Number of QA Check returns, enter a value. Select Save configurations.
- If you enter the 0 value 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.
- To apply the same assignees across all the target languages under a source language, hover over a target language, go to the end of the row, and select
> Apply Assignees to all target languages from this source language.
- To apply the same assignees across all languages, hover over a target language, go to the end of the row, and select
> Apply Assignees to all languages. This feature is useful in contexts where you configure workflows with multiple source languages.
- To apply the assignees of one target language across all target languages irrespective of the source languages, hover over a target language, go to the end of the row, and select
> Apply Assignees for this target language in all available source languages. This feature is useful in contexts where you configure workflows with multiple source languages.
- For more information on the various vendor assignment and reassignment scenarios, consult this topic.
- Select Create.