Create a task workflow definition

Owned by Oksana Vishchuk
Last updated: Jul 03, 2024
5 min read

Introduction

A workflow is a step-by-step procedure necessary to complete a given service. In the workflow, you can select jobs and define their sequence, like following translation with proofreading.

I. Add a task workflow definition

  1. Sign in to the XTRF Home Portal.

  2. Go to the Configuration menu → Projects and Quotes → Workflow Definitions (Classic).

  3. Click the Add button on the top of the Workflow Definitions table. You will be directed to the Add Workflow Definition page.

  4. Select the workflow Type - a task or a project workflow.
    Note: We recommend using task workflows, as they tend to work more smoothly than project workflows.

  5. Provide a Name for the new workflow.

  6. Provide a Description that will help to locate the correct workflow.

  7. Decide whether the workflow should be Active and thus selectable in projects.

  8. Decide whether the workflow should be a Preferred Item and appear on top of the workflow drop-down lists.

  9. Decide whether the workflow should be a Default one and thus selectable by default in new projects.

  10. Click the Save button. You will be directed to the newly created workflow page, where you can proceed with editing the workflow.

II. Add a workflow job

To learn how to add an automatic action, see the Add a Classic automatic action guide.

  1. Go to the Workflow Graph tab.

  2. Click one of the icons to add a job to the Quote Jobs or Project Jobs card. A Workflow Job pop-up window will appear.

  3. In the Main Settings tab:

    1. Select the Job Type from the drop-down list.

    2. Check or change the job Name.
      1. The job name will be visible to your clients and vendors.
      2. The job name has to be unique.
      If you want to create more than one workflow job for the same job type, you need to differentiate the names in your project workflow, for example, translation and translation review.

    3. Select the Default Vendor:

      1. None to be able to select the vendor later.

      2. Vendor (Price Profile) to select a certain vendor. The Select button will appear. Click on it to open the Select vendor price profile pop-up window.
        This pop-up shows the vendor’s different price profiles. To display the vendor’s rates, select the job type, languages, specialization, and calculation unit in the filters on the left and click the Search button. To learn more about price profiles, see the https://help.xtm.cloud/xtrf/home-portal/modules/en/competencies---rates-tab.html article.

      3. Automatic action to mark this job as an automatic one. Select the desired action from the drop-down list. To learn more about automatic actions, see the Projects and Quotes - Automatic Actions (Classic) article.

      4. Current PM to assign the task’s PM to this job.

  4. (Optional) In the Files tab:

    1. Check the Copy Missing Output Files from Input on Finish box so the system automatically copies any missing output files from the Input Files folder when the job is confirmed as finished. For example, if there are two work files, and the vendor works only with one, the second file will be copied to the output folder after the vendor marks the job as finished.

    2. Check the Show Warning for Jobs Attempted to be Finished without Output Files box to warn vendors or PMs about the lack of files for a job they try to mark as finished.

    3. For CAT tool-integrated jobs, select the Output Files Policy from the drop-down list:

      • Allow uploading output files without providing CAT tool document links

      • Provide CAT tool document links and deny uploading output files

      • Provide CAT tool document links and allow uploading additional output files.

  5. (Optional) In the Availability Requests tab:

    1. Select the rule according to which vendors will be selected for the requests.

    2. Select the Default Request Deadline.

  6. (Optional) in the Notification tab:

    1. Decide whether you want to Notify Vendor when Job is Started.

    2. Select the e-mail/text message templates for informing vendors When job is started and When job is started with previous job partially finished. To create a new template, click the Add button.

    3. From the Automatically Send Purchase Order when Job is drop-down list, select the appropriate job status.

    4. From the Allow Downloading Purchase Order from Vendor Portal when Job is at least drop-down list, select the appropriate job status.

    5. In the Project Manager Notifications section, decide whether you want to Notify PM when Job is Ready or Notify PM when Job is Partially Finished.

  7. (Optional) In the Payables tab:

    1. In the Automatic Payables section, select when to add payables. Select the Let Me Customize It option if you want to provide a custom Calculation Unit and Quantity for this job. Otherwise, the default settings will be used.

    2. In the Invoiceable section, decide whether this job should be invoiceable.

  8. Click the Save button. The Workflow Job pop-up window closes. The newly created job in your project workflow definition is now visible in your workflow graph.