Workflow actions can be assigned from the 'Workflow Actions' window. To open this window, either click on 'Workflow  > Actions' or double-click in any 'Action' field within a workflow track. Actions can then be dragged into 'Action' fields from this window.

(1) 'Action' fields

Actions in these fields will be automatically triggered at different times throughout the workflow.

The three fields are:

• Start: Any action(s) assigned to the 'Start' field of a workflow step will be executed as soon as that step starts, i.e., as soon as the previous step is 100% complete. If actions are assigned to the start field of an 'Edit' step, they will be executed as soon as the workflow is started, i.e., as soon as the 'Play' button is clicked.
• Running: Any action(s) assigned to the 'Running' field of a workflow step will be executed as soon as the step user opens the document job.
• Finished: Any action(s) assigned to the 'Finished' field of a workflow step will be executed as soon as that workflow step is 100% complete.

(2) 'Workflow Actions' window

The 'Workflow Actions' window offers the following action choices:

• Export Document
• Email Notification
• Pretranslation (one2edit TM)
• Commit Translations (one2edit TM)
• Trigger Webservice

(3) 'Action Editor' window

Double-clicking on an assigned action will open the 'Action Editor' window for that action. In here, you can customize actions to your requirements. Each 'Action Editor' window will be described in more detail below.

After dragging 'Export Document' into the 'Action' field, double-click on it to open its 'Action Editor' window. Here you can specify the document export settings:

(1) 'Type'

You can choose the type of file to export from this list. The options are:

* Package - an InDesign® package including the InDesign file and links from that point in the workflow.

* INX - An INX file from that point in the workflow. This file type has now been deprecated by Adobe®.

* PDF - a PDF document generated from the InDesign file at that point in the workflow. The PDF Preset to be used is chosen from the pool of presets that have been uploaded to the one2edit™ system.

* INDD - The InDesign file from that point in the workflow.

* IDML - The IDML file from that point in the workflow.

* TMX - A Translation Memory eXchange file of the current job translations.

* History - The document change history in an XML format.

(2) 'Target'

The document can be exported via 'Email' or to an 'Asset Server'. If 'Email' is chosen, the text and subject line can be modifed as mentioned below. If 'Asset Server' is chosen, simply select a location on the asset server.

(3) 'Subject' and 'Text'

Here you can insert the text for the email's subject line and body. You can insert certain variable values to ensure that the text will be correct, even if the same workflow is re-used on numerous projects or documents.

(4) Variables

A variable is an element, feature, or factor whose value is not static. By inserting variables to your email text, you are guaranteed that the correct values and links will be automatically inserted by one2edit™. For example, we could use the '{download.uri}' variable in our message to ensure that the correct download link will be provided to any email recipients every time a document is exported by this workflow action.

NOTE:

Always ensure that you have included a 'Download Link' variable in the body text when exporting a document by email. If this is not included, then the user will be unable to download the generated file.

(5) 'Recipient(s)'

Finally you need to choose the recipient(s) for this email. If you select 'Specific', you need to manually insert the email addresses. If you select 'Step Users', 'Document Owner', or 'Workflow Starter', then the emails will be sent to the appropriate one2edit™ user(s) using their usernames. In all cases, further recipients can be added manually in the CC field.

NOTE:

'Step Users' should not be used in the 'Steps Completion' area, as there are no users assigned to that area.

After dragging 'Export Document' into the action field, double-click on it to open the 'Action Editor' window. Here you can specify the document export settings:

(1) 'Action Editor' - default settings

This is how the 'Action Editor' window for the 'Export Document' action will look when first opened.

(2) 'Action Editor' - with custom settings

This is an example of how the 'Export Document' action can be used, with more details explained below.

(3) Type

You can choose the type of file to export from this list. The options are:

* Package - an InDesign® package including the InDesign file and links from that point in the workflow.

* INX - An INX file from that point in the workflow. This file type has now been deprecated by Adobe®.

* PDF - a PDF document generated from the InDesign file at that point in the workflow. The PDF Preset to be used is chosen from the pool of presets that have been uploaded to the one2edit™ system.

* INDD - The InDesign file from that point in the workflow.

* IDML - The IDML file from that point in the workflow.

* TMX - A Translation Memory eXchange file of the current job translations.

* History - The document change history in an XML format.

Further setting adjustments can be made regarding PDF exports:  

(4) Page Range and Order

* All - The document will be printed as normal PDF.

* All, First Page as Last Page - For printing reasons, documents are often designed in two-page spreads so that the digital-document's first page is designed to be the printed-document's last page. With such documents you can select the 'All, First Page as Last Page' option. This will export a PDF containing the correct page order.

* Use project export settings - PDF export settings can already be predefined in the 'Project Details' window in your 'Projects' tab. By default, the export settings in the 'Project Details' window will be set to 'All'.

(5) Include Notes

Check the 'Include Notes' box if you want to export your PDF document with all comments added to the document.

(6) Package

You can export your document as normal PDF ('Plain') or compress your document into a 'ZIP' file.

(7) Target

The document can be exported via 'Email' or to an 'Asset Server'. If 'Email' is chosen, the text and subject line can be modifed as mentioned below. If 'Asset Server' is chosen, simply select a location on the asset server.

(8) Subject, Text and Variables*

Here you can insert the text for the email's subject line and body. You can use certain variable values to ensure that the text will be correct, even if the same workflow is re-used on numerous projects or documents.

NOTE:

Always ensure that you have included a 'Download Link' variable in the body text. If this is not included, then the user will be unable to download the generated file.

(9) Recipient(s)

Finally you need to choose the recipient(s) for this email. If you select 'Specific', you need to manually insert the email addresses. If you select 'Step Users', 'Document Owner', or 'Workflow Starter', then the emails will be sent to the appropriate one2edit™ user(s) using their usernames. In all cases, further recipients can be added manually in the CC field.

NOTE:

'Step Users' should not be used in the 'Steps Completion' area, as there are no users assigned to that area.

What are Variables?

A variable is an element, feature, or factor whose value is not static. By inserting variables to your email text, you are guaranteed that the correct values and links will be automatically inserted by one2edit™. In this example, we will generate a PDF of our completed document. We use the "{download.uri}" variable in our message to ensure that the correct download link will be provided to the email recipients every time a PDF is generated by this workflow action.

Example: 1io Recipe Inc.:

(3) (7) A PDF will be exported and a download link sent via email. (8) The subject line reveals the purpose of this email. Our body text uses some variables because we do not know, for example, exactly when the PDF will be generated and, therefore, when the download link will expire. (9) We choose 'Workflow starter' as the email's recipient, because this is the person who initiated the translation workflow in the first place.

After dragging the 'Email Notification' action into the 'Action' field, double-click on it to open its 'Action Editor' window. Here you can set up the automated email that will be sent to the user(s).

(1) Subject

You can adapt the 'Subject' line of the email so that it is relevant. The 'Subject' line of an email is the heading that you see in your email program before you open the email.

(2) Insert Text and Variables

Here you can create the body text for the email. You can use certain variable values to ensure that the text will be correct, even if the same workflow is re-used on numerous projects or documents, e.g., system URL, company name, user name, etc.

(3) Recipient(s)

Finally you need to choose the recipient(s) for this email. If you select 'Specific', you need to manually insert the email addresses. If you select 'Step Users', 'Document Owner', or 'Workflow Starter', then the emails will be sent to the appropriate one2edit™ user(s) using their usernames. In all cases, further recipients can be added manually in the CC field.

NOTE:

'Step Users' should not be used in the 'Steps Completion' area, as there are no users assigned to that area.

After dragging the 'Pretranslation' action into the 'Action' field, double-click on it to open its 'Action Editor' window. In here, you can choose:

(1) which 'Translation Memory' ('TM') to use when automatically matching translations.

The options are:

* Temporary TM - when a translation is ongoing in another document, a temporary translation memory is used to store the current, unapproved translations. This option allows for 100% matches to be made against this unapproved TM.

* Permanent TM - the permanent TM is the official, central translation memory chosen. Only those text segments that have been through a full approval process should be stored here. This option only allows 100% matches from this approved TM to be used.

These options can both be selected, if desired. The temporary TM can also be accessed via the 'Translation Panel' within the 'Job Editor'.

(2) the status of any pretranslated elements.

The options are:

* Needs Translation - there will be no difference in item status between pretranslated items and any other item that was not pretranslated.

* Translated - pretranslated items will be marked as 'Done', but not moved forward to the next workflow step (e.g. review).

* Translation Finished - pretranslated items will be marked as 'Done' and automatically moved to the next workflow step.

The option chosen will depend on who should be doing the adaptation of translated text that ends up as overset. It will also depend on the confidence in the translations stored in the TM.

After dragging the 'Commit Translations' action into the 'Action' field, you can double-click on it to open its 'Action Editor' window. However, there are no options to set up - there is just an explanation of what the action does.

After dragging the 'Trigger Webservice' action into the 'Action' field, double-click on it to open the 'Action Editor' window.

(1) Add Recipient/URL

The URL field holds the recipient for the 'Trigger Webservice'. The one2edit™ homepage URL is inserted here by default, but it can be changed to any URL.

(2) Select Parameter(s)

A variety of one2edit™ paramters are available to choose from. When a parameter is selected, it will be added to the table.

(3) Name

By default, the 'Name' of each parameter is identical to the 'Value' of that parameter. This name should be adjusted to match the target parameter name at the target API/URL.

(4) 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 API/URL.

(5) Value

This column lists the one2edit-side value of the parameter. Even if the 'Name' of the parameter needs to be changed to something obscure, the Value will still allow you to easily see what information is being sent.