Both the name and the type of the content group(s) in the master document must match those of the content group(s) in the workflow (i.e. the workflow saved in the 'Workflows' tab).

If there is a mismatch, you will get an error for 'no matching groups found' when you try to start the template.

• For a 'translation' content group, you will need to ensure that a target language is present in the workflow.
• For an 'edit' content group, you will need to ensure that NO target language is present in the workflow.

NOTE:
The content-group name is case-sensitive, so be sure that you have no accidentally capitalised it in one place, but not the other.

NOTE:
The language chosen in the content group is the source language of the master document. This must be different from the target language chosen in the workflow, i.e., you cannot translate from (for example) US English to US English.

NOTE:
You will also need to ensure that there is content assigned to the content group.

Giving a user access to a template does not give that same user access to the master document or to the workflow. Therefore it can be used as a controlled method of allowing users to start their own jobs without giving them document/project administrator privileges.

These kinds of "on demand" jobs are often used for the adaption of marketing material by dealers or franchises (e.g. updating logos, addresses, etc.), as well as things like business cards and seminar flyers (e.g. updating details, etc.).

1. Create a new Template: Click on 'File > New Template' to open the New Template window.
2. Name your Template: Give the Template a name in this field.
3. Search Tags: Text inserted here will be used when performing a search within the one2edit UI.
4. Describe your template: It may be useful to add a short description of the template. This will be visible to those that can view the template.
5. Default Version: Every time someone starts a template, a version document is created. The value you select here will define the 'Version' text for those documents. For version documents, this is like the name of the document.
6. Insert 'Default Version' Variables: This drop-down menu can be used to insert variable attributes into the 'Default Version' field.
7. Default Description: As with the 'Default Version' field, the default 'Description' value for the generated version documents can be defined here.
8. Insert 'Default Description' Variables: This drop-down menu can be used to insert variable attributes into the 'Default Description' field.
9. Allow template starter to change default values: If this box is checked, the user who starts the template can edit the 'Default Version' and 'Default Description' values for that particular job (i.e. that version document). This is useful for allowing users to enter information that cannot be added using the variables. If this box is not checked, the 'Version' and 'Description' values will always be created using the chosen parameters.
10. Allow template starter to use finished versions as source: If this box is checked, the user who starts the template can choose one of their previously-completed jobs as the starting point for their new job. Only those jobs on which the user has worked in the past will be available, i.e., jobs that appear in that user's Job Archive tab. A user will be deemed to have worked on a job if they were in the one2edit™ Workflow for that job. If this box is not checked, a copy of the original master document will always be used for the new job.
11. Document: Clicking on the 'No Document' button allows you to choose the Master Document to be associated with this Template. Alternatively, drag-and-drop the Master Document from the 'Projects' tab. It is possible to change the selected Master Document to another at any point by clicking on this same area and choosing another, or by dragging-and-dropping another Master Document.
12. Apply Changes: Click the 'Apply' button to apply your changes and activate the 'Workflows' tab for the template.
13. 1io Recipe Inc. example: Here is an example of how the New Template window might be filled in.

NOTE:
The ability to create templates in one2edit™ depends on your user-group privileges. If you cannot see the 'Templates', 'Projects' or 'Workflows' tabs, then you should speak to your one2edit™ administrator (access to these items is required in order to create a template).

1. Your new Template will appear in the 'Templates' tab. The name and description text that you chose should be visible on the template.
2. The 'Workflows' tab is now active because the template exists.

NOTE:
If you click 'Save' instead of 'Apply', your 'Template Details' window will close. To get it back, simply double-click on the thumbnail of the newly-created Template.

In order for a template to run, at least one workflow now needs to be added.

1. Click main 'Workflows' tab: Click on the 'Workflows' tab, so that you can see your template workflows.
2. Click 'Workflows' tab within the 'Template Details' window: It is to here that you will drag one (or more) of your template workflows.
3. Drag and drop template workflow: Find the workflow(s) that you wish to use with this template. Then drag-and-drop the workflow(s) into the 'Workflows' tab of the 'Template Details' window.
4. Remove Workflow: To remove a workflow from the Template, click the red "X" to the right of the workflow.

If the box to the left-hand side of a workflow is checked, that means every user starting the template can use this workflow.

If the box to the left-hand side of a workflow is not checked, that means only selected users can use this workflow when starting the template (see next step for instructions on selecting users for a workflow).

In our example, the top workflow has a check-mark, but the bottom workflow does not. This means that only selected users can use the bottom workflow when starting a job with this template.

If the user is not a 'selected user', the top workflow will start by default (because it is the only workflow available for them).

However, a 'selected user' will be offered a choice of which workflow to use (either the 'default' top workflow, or the 'selected user' bottom workflow).

NOTE:
If no workflows have check-marks beside them, then all workflows MUST have users assigned to them. In this way, you can automatically assign a specific translation-language workflow to a job, depending on which user starts the job from the template.

More than one workflow can be added to the 'Workflows' tab in the 'Template Details' window.

You may define certain workflows to only be available for (or to automatically start for) specific users.

1. Assign workflows as normal: Drag-and-drop the required workflows into the 'Workflows' tab of the 'Template Details' window.
2. Select a workflow: Click on the workflow to which you wish to assign specific users. This will activate the user area in the lower part of the window.
3. Click 'Settings > Users and Groups': Open the 'Users and Groups' window.
4. Select individual Users (or an entire User-Group): Drag-and-drop the desired user(s) into the area below the workflows, as shown. If a group of users needs to be assigned to a workflow, simply drag-and-drop the user group from the left-hand area of the 'Users and Groups' window.
5. Click 'Apply' or 'Save': When you are done assigning users and/or groups to workflows, click the 'Apply' or 'Save' button.

Your changes have now been saved to the template. If 'Save' was clicked, the 'Template Details' window will have closed automatically.

NOTE:
This feature can be very useful for assigning translation jobs based on the requirements of the user.  For example, if a Spanish user starts the template, a Spanish translation workflow can be automatically applied to the job and started.

Example: 1io Recipe Inc.
We have assigned two workflows to this template. The first workflow, named "Template Workflow Edit", is to be used when any editor starts the template. Therefore, we have checked the box next to it. The second workflow, named "Template workflow", should only be available if the user "John Recipe" starts the template. When John does start this template, he will be given the choice of starting either workflow - the "default" workflow, or the special workflow.

Your template is now complete and is visible in the 'Templates' tab.

1. 'Info' button: The 'Info' button opens up a read-only window containing the template details. Here, a user can see the Name, ID and Description, as well as the Dimensions and when the template was created and modified. The PDF button on the bottom of the window left enables an export of the master document as PDF.
2. 'Archive' tab: The 'Archive' tab displays any jobs from this template that were previously completed. It only displays jobs from the user's own 'Job Archive' tab (i.e. jobs for which the user was in the workflow). Any job in the 'Archive' tab can be reused as the starting point for a new job from this template, assuming that the template has been set up to allow this.
3. 'Start' button: To start the template (i.e. start a job from the template), you simply need to click a 'Start' button.

NOTE:
The 'Archive' tab is only available if the "Allow template-starter to use finished versions as source" option is checked for that template.

Users with Template Administrative privileges can access all folders and templates in the 'Templates' tab. However, other users may not have this tab available by default.

Any user who has been assigned to a specific workflow in the template will now have a 'Templates' tab available to them. These users will only be able to see the specific templates to which they have been assigned (i.e. they cannot see any templates or folders to which they have not been assigned).

If users have not been explicitly assigned a workflow in a template (covered in the previous steps), they may not see a 'Templates' tab. If such users should still have access to a template or templates, then the "folder permissions" need to be set up to allow this.

To set folder-access permissions in one2edit™:

1. Double-click on the folder to open the 'Folder Details' window.
2. Select the 'Permissions' tab, as shown above.
3. Open the 'Users and Groups' window (click 'Settings > Users and Groups').
4. Drag-and-drop the user-group(s) required into the top half of the 'Folder Details' window.
5. Select the user-group in the 'Folder Details' window (as shown) to adjust its read/write access to the folder.
6. Check the box to grant permissions. If the users in that group should only be able to start the template (i.e. not edit the template), then the group should be given only "read" access (as shown).

NOTE:
It is not possible to grant folder access to individual users, only to user groups. If access must be granted to an individual user only, please put that user into their own group and assign that group to the folder.

NOTE:
Users given access to a folder will be able to see all of the templates in that folder.

If more than one workflow is available to the user who starts a template, a 'Start Template' window will be displayed asking them to choose which workflow to use.

Select a workflow and click 'Start' to start the job.

If only one workflow is available to the user who starts a template, then the job will simply start automatically.

You have prepared a job template!