After assigning users you can now assign actions to each workflow step.

1. To open the 'Workflow Actions' window either double-click a 'Drop actions here' field or click 'Workflow > Actions'.
2. Drag and drop the desired actions into the workflow steps.
3. After assigning an action to an action field, double-click on that action to open the respective 'Action Editor' window. Using this window, you can adapt each action to your requirements.

NOTE:
More detailed information about the 'Workflow' window can be found in the 'User Interface Description' (for example, the difference between the 'Start', 'Running', and 'Finished' action areas).

After dragging the 'Export Document' action into the action field, double-click on it to open the 'Action Editor' window. This action is used to automatically export a file at a specifc position in the workflow. The file can be exported via a download link in an email ('Target > Email') or to a specified folder on an asset server ('Target > Asset Server').

(1) Type:
This drop-down menu allows you to choose the type of file to export.

The options are:

• Package: This exports an Adobe® InDesign® package as a .zip file. The package will contain the INDD file, as well as all links and document fonts.
• INX: This is a file of the (deprecated) "InDesign Interchange" format. It is a way to export an InDesign document as XML from older versions of InDesign. Has been replaced by the IDML format.
• PDF: The PDF (Portable Document Format) is a file type typically used for print. Options such as the PDF preset can also be chosen here.
• INDD: An InDesign Document (INDD) file is the file type used by Adobe InDesign. The underlying INDD file will be exported in its current workflow state.
• IDML: An IDML (InDesign Markup Language) file is an XML representation of the INDD file. It can be used to open a newer INDD file in an older version of InDesign (e.g. opening a CS6 file with CS5).
• TMX: The TMX (Translation Memory eXchange) file format is used to synchronise an external translation memory with the current translations in the workflow. It should typically only be exported from the 'Steps Complete' workflow area.
• History: This exports the full document change history as an XML file. This XML can be opened and viewed in a web browser.

(2) Target:
The options for 'Target' are to:

• send a download link for the exported file via email
• export a file to an asset server

(3) Email 'Subject' and 'Text':
If choosing to export to email, you will need to fill in the details of the email and the recipients.

The 'Subject' area is simply for the email subject line.

The 'Text' area will contain the body text for the email. The body text must contain a variable for the download link that will be generated once the file has been exported. The 'Download Link' variable can be found in the 'Insert Variables...' drop-down menu, as can the 'Download Expire Date' variable. Variables are inserted at the cursor's location in the 'Text' field. More information about the variables is available in the appropriate section of the knowledge base.

In all cases, 'document' refers to the document with the workflow applied to it.

(4) Recipient(s):
There are four options to choose for the email recipients:

• Specific: You will need to manually input any main or cc'd recipients in the appropriate fields.
• Step users: An email will be sent to all users of the current workflow step. This option should not be used in the 'Steps Completion' area, as there are no users assigned to it.
• Document owner: The owner of the document (i.e. the user that created the document in one2edit™) will receive the email.
• Workflow starter: The user who started the workflow (i.e. who pressed the 'play' button in the workflow view, or who pressed the 'Start' button on a Template) will receive the email.

No matter what option you choose, it is always possible to add supplementary email addresses to the "CC" field.

(5) Asset Server details:
If 'Asset Server' is chosen as the target, you will need to click the 'Browse' button and choose the folder to which the file will be exported.

Doing so will fill in the following details:

• Project: The ID of the target asset project.
• Path: The folder path chosen as a target for the exported file.
• Name: The filename (containing variables to be filled in at a later stage) that will be given to the exported file.

After dragging the 'Email Notification' action into the action field, double-click on it to open the 'Action Editor' window. This action is used to automatically send an email at a specific position in the workflow. The email can be sent to users in the workflow (even if they are 'variable users') and there is always a 'CC' field available.

The screenshot above shows an example 'before and after' scenario.

(1) Subject
This will be the subject line of the email notification.

(2) Text (with Variables)
Here you can write the body text of the email. You can use variables to ensure that the text will be correct, even if the same workflow is re-used in multiple projects or jobs. Variables are inserted at the cursor's location in the 'Text' field. More information about the variables is available in the appropriate section of the knowledge base. In all cases, 'document' refers to the document with the workflow applied to it.

(3) Recipient(s)
There are four options to choose for the email recipients:

• specific: You will need to provide at least one specific email address in the 'To' field.
• Step users: The email will be sent to all users assigned to the current workflow step. This option should not be used in the 'Steps Completion' area, as there are no users assigned to it.
• Document owner: The owner of the document (i.e. the user that created the document in one2edit™) will receive the email.
• Workflow starter: The email will be sent to the user who started the workflow. If a one2edit™ Template was used to start the workflow, the 'workflow starter' is the user who clicked 'Start' for that Template.

No matter what option you choose, it is always possible to add supplementary email addresses to the "CC" field.

After dragging the 'Pretranslation (one2edit TM)' action into the action field, double-click on it to open the 'Action Editor' window. This action is used to automatically pretranslate the document using the one2edit™ built-in translation memory (TM).

(1) Choose which translation memory (TM) to use during the pretranslation process.
The options are:

• Use Temporary TM: During a translation job, a temporary translation memory stores the current translations. This option allows the pretranslation action to match against translations from any active job with the same source and target languages (from the same Language Set).
• Use Permanent TM: The 'permanent' translation memory consists of those translations stored in the one2edit™ Language Set (i.e. typically those that have been through a review/approval process). This option allows the pretranslation action to match against this permanent translation memory.

Both options can be selected, if desired.

(2) Choose what status any pretranslated segments will be given.
The options are:

• Needs Translation: The status marker for any pretranslated item will not change, i.e., it will be left as 'needs translation' (yellow).
• Translated: Pretranslated items will be marked as 'done' (green), but not committed to the first review step (if there is one).
• Translation Finished: Pretranslated items will be automatically moved to the first review step in the workflow (if there is one).

The option chosen will depend on your workflow requirements.

After dragging the 'Commit Translations' action into the action field, you can double-click on it to open the 'Action Editor' window.

However, there are no options to set up - there is just an explanation of what the action does.

NOTE:
When the 'Commit Translations' action is called in the workflow, it will write all source and target segments into the 'permanent' translation memory for the Language Set. Obviously, the system cannot know if the target segments have yet been translated (or, indeed, are required to be translated). Therefore, if the 'Commit Translations' action is called before the document has been fully translated and/or approved, you may end up with "incorrect" translations in your TM.

For this reason, the 'Commit Translations' action should only ever be called from the 'Steps Completed' workflow action area, i.e., it should be with the actions that are called only when the entire job is 100% complete.

After dragging the 'Trigger Webservice' action into the action field, double-click on it to open the 'Action Editor' window. This action is used to trigger an API call in either one2edit™ or a third-party system.

The screenshot above shows an example 'before and after' scenario.

(1) 'URL'
The URL field contains the target URL for the webservice to be called. The URL "http://www.one2edit.com/" is in there by default. However, it should be changed to the URL of the system to which the webservice belongs.

(2) Parameter Table
Chosen parameters will be listed in this table.

• Name: By default, the 'Name' of each parameter is identical to the 'Value' of that parameter. This name may need to be changed to match the target parameter name. Simply click the name to edit it.
• Type: The type of HTTP method for each parameter should be chosen here. The options are GET and POST. These values will depend on what is expected by the target webservice.
• Value: The one2edit-side value of the parameter. It is shown as a variable name which will be replaced by an actual value when the call is made.

(3) 'Add Parameter'
A variety of one2edit™ parameters are available to choose from. When a parameter is selected, it will be added to the table, where it can be updated as required.

More information about the parameters is available in the appropriate section of the knowledge base.

Example:
We are using project management (PM) software to keep track of things. The URL at (1) is linked to the API of the PM software.

We have chosen several parameters (3) that will help us to identify the document and owner of the job. We have updated the 'Name' field for each parameter in the table (2) to match the input requirements of the PM software's API. This API also requires that the parameters be sent using the GET method (as opposed to POST).

Result: Within our workflow, we have assigned this 'Trigger Webservice' action to the 'Running' position of each workflow step. Therefore, our PM software will receive an update when a user begins their workflow step.

Any action that has been added to a workflow can, of course, also be deleted. In order to delete a 'Workflow Action', click the '-' button which is set next to each action. Whenever a 'Workflow Action' is deleted from a 'Workflow Step', a 'Question' message occurs, requiring another approval before executing the deletion of the action.

NOTE:
A 'Workflow Step' does not need to contain ANY 'Workflow Action'. Each 'Workflow Step' functions as long as there is a user assigned to it.

Here you can see an example of our 1io Recipe Inc. workflow track, fully adjusted to our needs:

1. Target Language: Our document, the source language of which is English, will be translated into Spanish. Therefore, we choose Spanish (from the correct language set) as the 'target language' for this translation workflow track. We have also changed the 'Version' text of our document to 'English > Spanish' so that we can easily tell which version document is which.
2. Users and Translators: Lucy is our translator and we have two reviewers, Jack and Diane, who both need to approve the document seperately before the workflow can be 100% complete.
3. Actions: Several actions were assigned within this workflow track:

• Pretranslation: We have added a 'Pretranslation' action to the 'Start' area of the 'Edit' step. This means that, as soon as the workflow is started, the system will compare text segments from the document against those held in the chosen translation memory. Any 100% matches will be automatically translated, thus easing the translator's workload.
• Email Notification: For our 1io Recipe Inc. workflow, we placed 'Email Notification' actions in the 'Start' position of each workflow step. This will mean that each user in this workflow will receive an email as soon as there is a job ready for him/her. For Lucy, the job will be available as soon as the workflow starter clicks the 'Play' button. For the reviewers, the job becomes available as soon as content from the previous step is sent onwards.
• Trigger Webservice: In the example above, we inserted 'Trigger Webservice' actions in the 'Running' position of each workflow step. This action can be used to trigger a web service call so that, for example, workflow progress can be linked to an external project management system. In our case, information will be sent to an external system when a step user opens their job for the first time (which is when the 'Running' action is triggered).

4. Steps Completion: The actions that are assigned to the 'Steps Completion' area will be executed when the entire workflow is 100% complete. In our example, we shall automatically export a high-resolution PDF from InDesign® Server and email the download link to a defined recipient. As well as this, the one2edit™ translation memory will be updated with all of the translation segments from this workflow track. Please note that you cannot easily undo any changes made to your translation memory, so you should be careful when placing this automated action.