1. In the Workflows area, select a folder in which to create your new workflow template.
2. Click the + (plus) action button on the right-hand side to open the New Workflow dialog.
3. Name your new workflow, define the Job Handling, and add a description.
4. Click Save.

We now need to set up the workflow.

Click Open in the new workflow's option menu, or double-click the workflow.

Each workflow track corresponds to a Content Group defined in your master document.

There is one Content Group present by default, but you may add others via Add New Group in the option menu.

Double-click the name of a Content Group to edit it (New Content Group is the default name).

NOTE: The names are case-sensitive, and must correspond with the name of a Content Group in your master document. If you have not yet created a Master Document, you may decide now on what the Content Group name(s) will be.

If this will be a translation workflow, you will need to assign a target language. If this is not a translation workflow, you can simply leave the Language field empty.

Open the Language Sets dialog by double-clicking in the Language field (where it says Drop language here) or via Settings > Language Sets. Then drag the target language from your Language Set into the Language field.

NOTE: Every one2edit™ Language Set contains a separate translation memory. If there is more than one Language Set available, make sure you are using the correct set.

1. Click Add New Step in the review-step option menu to add another review step (if required). You can add as many review steps as you like.
2. Double-click the name of a step to edit it.

NOTE: You cannot rename the Edit step.

NOTE: You cannot add more Edit steps to the workflow.

1. Drag and drop users into their workflow steps. Open the Users and Groups dialog by double-clicking in the Drop users here field.
2. Drag and drop automated actions into workflow steps. Open the Workflow Actions dialog by double-clicking in a Drop actions here field.

You must then double-click an action to set it up. For example, what kind of document to export, or what an email notification will contain, etc. These actions are covered in more detail elsewhere in this Knowledge Base.

NOTE: If you do not wish to use a certain workflow step, simply do not add any users to that step. However, you must add at least one user to one step for the workflow to operate.

NOTE: If you add multiple users to a single workflow step, then all of those users will see the same job in their Jobs list. This means that any of those users can complete the job without the other users' involvement. If you want to ensure that all users will work on a job, those users need to be assigned to separate workflow steps, and each must sign off on the job separately.

You can assign variable users to a workflow. These are available via the option menu of the Drop users here field, and they will be replaced with a username when the workflow is started.

• Document Owner: This variable user will be replaced by the username of whoever created the document in one2edit™.
• Workflow Starter: This variable user will be replaced by the username of whoever starts the workflow (e.g. via a Job Template).

Variable users are most commonly used for workflows that will be started via a job template in the Templates area. The user who starts the job from the template will be inserted.

NOTE: Given that a job template both creates a document and starts a workflow, both Document Owner and Workflow Starter will be replaced by the user who starts a job from a template.

NOTE: These variable users are assigned once, when the workflow is started. Pausing and resuming the workflow after it has been started does not affect these users.

To delete any element from the workflow, click the Delete option in its option menu. A confirmation message will appear when you attempt to delete anything from a workflow.

NOTE: It is not possible to undo a deletion, so make sure that you are deleting the element you wish to delete.

NOTE: A workflow must always contain a Content Group, so it is not possible to delete all Content Groups from a workflow. Similarly, it is not possible to delete the Edit step, or all Review steps. If you do not wish to use a step, simply do not assign a user to it.

You can set rules for each workflow step by clicking on the little triangle icon, as shown.

• Panel Settings: Define which panels (e.g. 'Document Change History', 'Document Info', etc.) are shown in the document editor during this workflow step. The default panels are set via Settings > Client Workspace Settings.
• Frame Rules: Define the frame-editing privileges for the step user.
  • Use Settings: Use any Frame Rules set in the Master Document. This is the default value.
  • Allow All: Any user assigned to this step can edit all frames that contain editable content.
  • Allow None: Any user assigned to this step cannot edit any frames, even if Frame Rules are present.
• Text Rules: Define how any Text Rules operate in this step.
  • Use Settings: Any Text Rules will operate according to their own Enforce/Suggest setting. This is the default value.
  • Enforce All: All Text Rules present in this job will be enforced.
  • Enforce None: All Text Rules present in this job will be suggested (i.e. the user can choose to apply them or not).
• No editing possible (notes only): Users at this step cannot edit any content. They can only mark items as Done/Accepted/Rejected, and add notes (if their user-group permissions allow it).
• "Commit to next step" only possible when all items are done: The user(s) at this step can only pass items to the next workflow step once all of the active content is marked as Done/Accepted/Rejected. Please keep in mind that if, for example, 10 out of 100 items have been passed to a workflow step, only those 10 active items need to be marked as Done/Accepted/Rejected to fulfil this requirement.

NOTE: A checkmark will appear beside any enabled option.

NOTE: The options chosen via this menu only apply to the selected workflow step, not to the entire workflow.

Close the workflow by clicking the X next to its name in the breadcrumbs.

NOTE: All changes made to the workflow are saved automatically as you are making them, so there is no need to explicitly save any changes.