A workflow is a step-by-step procedure necessary to complete a given service. In a workflow definition, you can define the sequence of activities in a very flexible way where different parts of the work are done by different vendors, as in a real translation scenario.

This article presents you with how to define a project workflow for your translation projects. This way of managing the projects is strongly recommended when you have one job, which is common for all other tasks, and it can be performed only once in your translation process. For example, as presented in this guide, you can have a desktop publishing (DTP) job, which is performed when all source files are translated for all language combinations. In this process, the translation and proofreading jobs might be done by different vendors as well as DTP job might be performed by a vendor dedicated to this work. The diagram below presents what this translation process looks like:

Open

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.

   Open

   

4. Select the workflow Type - a Project Workflow.

5. Provide a Name for the new workflow.

6. (Optional) 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.

Add jobs that will be processed separately

1. Go to the Workflow Graph tab.

2. Click the icon next to the Project jobs card. A Workflow Job pop-up window will appear.

3. In the Main Settings tab:

   1. For Workflow Job Type, select the Task Job radio button. This enables you to create a task that contains jobs that will be performed by different vendors for each task, such as translation, proofreading, or quality assurance.

   2. Check or change the job’s Name.
      1. The job name will be visible to your clients and vendors. 2. The job name has to be unique.

   3. Define the expression for your bundle with files in the Task Bundle Name field. By default, the ${task.displayName} expression is provided. The bundles for each task will be generated with the defined expression. These bundles can be found in the Bundles section of the project you will create by applying this workflow definition (see the Classic projects - Workflow Graph tab article). To learn more about bundles, see the Manage files in task workflow definitions guide.

   4. Select what kind of file bundle will be available in the task bundle from the Task Bundle Schema. For example, you can select the files schema therefore, in the project's job the files added to this schema will be available for vendors.

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

4. Scroll down to the Default Workflow for Tasks section and select which workflow will be processed in the task job you just created. In this tutorial, the Translation & Proofreading jobs are assigned to the task job created in the previous steps.

Add a common job for all tasks

1. Click one of the icons in the Project jobs card. A Workflow Job pop-up window will appear.

2. In the Main Settings tab:

   1. For Workflow Job Type, select the Simple Job radio button. This enables you to create a job that will be common for each task in the project.

   2. From the Job Type drop-down menu, select the type of this job (e.g., DTP).

   3. In the Name field, check or change the job’s name.
      The job name should be concise as it will be visible to your clients and vendors.

   4. 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 Vendor profile - Competencies and rates tab 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.

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

3. Click the Save button at the bottom of your Workflow Definition display.

You have created a project workflow with one task job for translation and proofreading and one simple job for the DTP. You can now apply this workflow to your projects.