Add a Smart process template

To create a new process template that will be used in Smart projects, perform the following steps:

1. Go to the Configuration menu → Projects and Quotes → Process Templates (Smart).

   Open

   

2. Click the Add Process Template button in the top right-hand corner. You will be directed to the Add Process Template page.

   Open

   

3. Provide the Process Template Name.

4. Select the Type of the process:

   1. Regular Process (non-integrated with CAT tools)

   2. Integrated with memoQ.

   3. Integrated with XTM (available from XTRF v. 9.9)

5. Click the Add Process Template button. You will be directed to the Process Template Designer.

6. On the Main Data card, decide whether this process should be Active and thus selectable in projects. You can also change the process template’s Type.

7. From the Steps to be Used in Process side panel, drag and drop the necessary steps into one of the highlighted slots on the Process card. Place all the necessary steps in one consistent line to create a smooth process.
   To add new steps or edit the available ones, click the ‘Configure Steps’ button at the bottom of the side panel. You will be directed to the Process Steps (Smart) section of the Configuration menu > Projects and Quotes.
   To remove a step, select it on the Process card and click the Delete button that appears in the card’s top right-hand corner.
   The Steps to be Used in Process panel contains active step types available in the Home Portal grouped in the following sections:

   • CAT Tool (for CAT tool-integrated process types) - steps that are linked with specific steps in memoQ or XTM.

   • Manual File Delivery (language-dependent steps, such as Translation and independent, such as File Preparation, DTP, etc.) - steps performed by a vendor on the Vendor Portal (vendors get a list of files shared with the job and are asked to upload result files). Language-independent steps can also be performed by Home Portal users outside the Vendor Portal.

   • Manual File Verification (Editing, Proofreading, etc.) - verification steps performed by a vendor on the Vendor Portal. Vendors get a list of files shared with the job and are asked to verify each uploaded file and set their verification status to Verified or Needs Correction. Vendors can also upload additional files.

   • Script (scripted steps) - automatic steps defined by a user-provided script. The script can react to specific events in the project and perform operations on the job or communicate with remote services.

8. Configure the added steps:

   1. Click on the desired step on the Process card. The step sidebar menu will appear on the right.

   2. Set up the job auto-starting strategy in the Automatically Start Job when section:

      • Don't start → jobs in the selected step will not get auto-started. A manual start is required.

      • Any preceding Job is Ready (default setting) - jobs in the selected step will get auto-started as soon as any preceding job for the same language combination gets the Ready status.

      • All preceding Jobs are Ready → this setting has two scenarios:

        • For steps that consist of a single job → the selected step will be started only after all jobs in the preceding steps are either Ready or Canceled.

        • For steps that consist of several jobs → the job in the step will be started after the preceding job for the same language combination gets the Ready or Canceled status.

   3. Set up the default vendor selecting strategy in the Default Vendor section:

      • None (default setting) → no default resource is assigned to the step.

      • Current Project Manager → assigns the current Project Manager to the step (the user needs to be linked with a vendor);

      • Current Project Coordinator → assigns the current Project Coordinator to the step (the user needs to be linked with a vendor);

      • Specific Vendor → assigns a selected vendor to the step. Click the Select Vendor button or the name of the previously selected vendor. The Select Vendor pop-up window appears. Click on the desired vendor and then click the Select Vendor button at the bottom of the pop-up.

      • Send Job Offers according to rule → sends job offers for the step. To activate this strategy, select a rule from the drop-down list. If you want the step to get auto-started, check the Vendor is selected from Job Offers box in the Automatically Start Job when section.

   4. Set up the file flow. You can separately select which files will be provided by the PM or client and which will be delivered from the previous step. For the first step in the process, you can only select file categories for the PM or Client source. For your convenience, the most often used file categories are pre-selected.

      1. In the Work Files for Vendor section, select the categories of files that will be provided as work files.

      2. In the Reference Files for Vendor section, select the categories of files that will be provided as reference files.

      3. In the Files to be Delivered by Vendor section, select the categories of files that will be sent to the next step in the process.

         When you add a step to the process, it is automatically included in the file flow. This step will receive initial reference files and work files from the previous step and deliver files to the next one (if applicable).

      4. (For memoQ-integrated steps) In the memoQ Integration section, select whether you want to Try to deliver files to the next memoQ step when Job is finished and Automatically download Translated Documents to XTRF when Job is finished.

   5. Set up the minimum job duration for the step in the Scheduling section. The Use default duration from Automatic Job Dates option is selected by default (to learn more about this option, see the Automatic Job Dates guide). You may switch to the Define specific Minimum Job Duration option and provide a custom duration.

   6. Allow the vendor to evaluate the previous step in the Evaluation section.
      This section is not available for the first step in the process and scripted steps.

   7. Check the step details in the Step Information section. Hover over the icon for more information about the step and job type.

9. (For memoQ-integrated processes) On the CAT Tool Configuration card, select the correct memoQ Instance and memoQ Project Template. In the memoQ Project Creating section, select whether the linked projects in the CAT tool should be created automatically or manually.