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Introduction
When actively working on a particular project in XTM Cloud, sometimes you might sometimes want to make various adjustments to its current workflow , such as adding a new workflow step, deleting an existing one, replacing a particular workflow step with a new one, or simply renaming a workflow step.
Naturally, as long as you perform the aforementioned actions on the workflow within the framework of a particular project, any change you make is only applicable to that project only.
Bearing that in mind, you might be thinking wonder what will would happen if you decide decided to delete a particular workflow step on the at global level, in the global settings of XTM Cloud configuration. How does will such an action affect other pending projects that have workflows in which that step is being actively used? This article describes that issue in detail.
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Use case
Imagine you create a new workflow definition called CUSTOM workflow definition, which consists of the following workflow steps: TRANSLATION, CORRECTION, REVIEW.
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A project with the aforementioned workflow definition is created, relevant linguists suitable Linguists are assigned to all of the steps , and the project is started:
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A Linguist translates performs the TRANSLATION step , and the workflow is moved to the CORRECTION step. The Corrector has started starts working on his their workflow step by proofreading a couple of sentences, so that Statistics is are generated for him them and that step.
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Finally, for some reason, you decide to delete the CORRECTION step in the global settings, in the XTM Cloud UI (Configuration → Settings → Workflow → Workflow steps).
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At this point, you are faced with a pop-up confirmation window which already is displayed. It tells you the major consequences for of deleting that workflow step.
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What is the effect
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of deleting the workflow step in the UI
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There are a couple of implications that arise from the action of deleting a particular workflow step on the at global level:
Workflow definition
First of all, aworkflow definition that the deleted step was part of is deactivated automatically becomes deactivated, in Configuration → Settings → Workflow → Workflow definitions, meaning that you will not be able to use it it cannot be used in your future projects unless you reactivate itthe workflow definition is reactivated. |
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Additionally, if If you hover over the red exclamation mark icon, you will get a relevant justificationsee an explanation.
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If you click on this workflow definition, to view its constituent steps, the workflow step in question in is no longer there , but is replaced by any other another existing workflow step.
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You can always reactive reactivate that workflow definition by saving the changes in the workflow definition editor, in which case you are faced with . However, if you do so, you see yet another pop-up confirmation window tells , telling you about the consequences.
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Once you save the changes, you will be able to reactivate the said workflow definition , which now with contains a changed step.
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Project templates
The workflow definition with the deleted step that has been applied to XTM project templates is erased removed from its Workflow section [Projects → Templates → (select a relevant project template) → Projects details → Workflow → Main workflow].
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In the Workflow settings of for that project template, all of the workflow steps which are part of that workflow definition remain. However, this is just a left-over remainder from that workflow definition.
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However, if If you now create a new project and try to use that particular project template, the workflow definition will no longer be contained within present in the project creation form.
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Active projects
Deleting a workflow step does not have any impact on active projects which make use of that step in their workflow definitions. The deleted step is still remains active and operational in those projects:.
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The assigned linguist Linguist stays assigned to the step, and is able to enter XTM Workbench and continue his their work.
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If you open up the XTM Workflow editor, you will notice that the deleted step is greyed grayed out, meaning that it is no longer available, and if you select any other workflow step in place of the former step, you will not be able to select that deleted step again. The linguist Linguist will also be unassigneddeassigned.
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As far as The Metrics and Statistics for the linguist concerned for Linguist assigned to this particular workflow step are concerned, they are not affected at all.
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Reports
The deleted workflow step will also take part be included in various UI-generated reports in which Metrics/Statistics for this that step are present.
Subcontracting
Like internal (in-house) linguistsLinguists, any subcontractors (LSPs) assigned to the contractor’s step are also able to enter XTM Workbench and continue their work.
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Good to know!
Taking all the information from the previous sections into account, if you would like to change an existing workflow step in an active project, by deleting the current step and replacing it with a new one, the best scenario approach you can applytake, which ensures you that there will be no detrimental effects to any of your active projects, is as follows:
Resolve Decide to keep the current step in case existing projects may have their workflow modified at some point.
As a rule of thumb, always complete all your existing projects first and then (and only then) delete the redundant workflow step at the global configuration level.
Create a new workflow step, according to your needs, which can then be used for future projects and workflow definitions.
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