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Knowledge Base / Administrators – Creating Jobs in one2edit™ / Creating job templates

Creating a Job Template

Created on 25th November 2016 at 17:33 by Jamie O'Connell



In one2edit, a Template refers to a "Job Template". A Job Template is a link between a pre-prepared Master Document and a pre-defined Workflow.

Starting a Template automatically creates a version document from the chosen master document, before applying and starting a chosen workflow. This creates a Job.

Giving a user access to a Template does not give that user access to the master document or to the workflow. Templates can, therefore, be used as a controlled method of allowing users to start their own jobs. 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 for updating business cards, etc.

NOTE:
Both a Master Document and Workflow Template must be set up before creating a Job Template. This has been assumed in the lesson below.

Master Document: Check the name and type of Content Group

  1. Type of Content Group: Your Master Document must contain a populated Content Group of the correct type (i.e. 'Translation' or 'Edit').
  2. Name of Content Group: The Content-Group name in your Master Document must match the name of the Content Group your Workflow template.

NOTE:
The Content Group must contain content. If there is no content in the Content Group, then no Job can be created (i.e. there is nothing to edit).

NOTE:
If the name and type of Content Group in the Master Document do not match the Content-Group name and type in the Workflow template, then no Job can be created.

NOTE:
The creation and population of content groups is beyond the scope of this workshop. For a detailed description on how to create and populate content groups, please refer to the appropriate workshops.

Workflow Template: Check the name and type of the Content Group in the Workflow Template(s)

Workflow Template: Check the name and type of the Content Group in the Workflow Template(s)

You must have at least one Workflow Template to use with the Job Template.

  1. Name of Content Group: This must match the name of at least one Content Group in the Master Document.
  2. Type of Content Group: This must match the type of the Content Group in the Master Document. If a target language is assigned, then this Content Group Workflow is of type 'Translation'. If no target language is assigned (as in the example above), then the Content Group Workflow is of type 'Edit'

NOTE:
Click 'File > Close' to close your workflow once you have checked it.

NOTE:
If the Content-Group type in the Workflow Template does not match that of the Content Group in the Master Document, then you will get a 'type mismatch' error when you try to start a Job from the Template.

NOTE:
The creation and population of workflows is beyond the scope of this workshop. For a detailed description on how to create workflows, please refer to the appropriate workshops.

Step 1: Browse to the 'Templates' tab

Step 1: Browse to the 'Templates' tab

Click on the 'Templates' tab. This is where the one2edit Job Templates are created and stored.

NOTE:
The ability to create Job 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.

Step 2: Create a new 'Job Template'

  1. Create a new template: Click 'File > New Template' to open the 'New Template' window. In the screenshot above, the window on the left is a blank 'New Template' window, while that on the right has been filled in.
  2. Name: Give the template a name.
  3. Tags: It is also possible to add search 'Tags' to your template. These tags can be searched for using the 'Search' field at the top of the screen.
  4. Description: It may be useful to add a short description of the template. This will be visible to those that can use the template.
  5. Default Version: Every time somebody starts a job from a Template, a Version Document is created. The value you select here will define the 'Version' text for those documents.
  6. Default Description: Each Version Document will have this description. The drop-down menu to the right can be used to insert variable attributes into the 'Default Description' field.
  7. Allow template-starter to change default values: If this box is checked, the user who starts a job from this 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 variables.
  8. Allow template-starter to use finished versions as source: If this box is checked, the user who starts a job from this 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 for selection, i.e., jobs that are in that user's 'Job Archive' tab.
  9. Document: You can select (or change) the Master Document associated with this template by clicking in this area (this will be done in the next step of this lesson).

Step 3: Select the Master Document to be used

  1. Click 'Document' button: Click the button marked '[No document]' to open the 'Select Document' window.
  2. Select project folder: The folders displayed are those from the 'Projects' tab. Select the one that holds your master document.
  3. Select Master Document: Select the Master Document from the right-hand side of the window.
  4. Click 'Select': Click the 'Select' button.

NOTE:
The 'Select' button will not be active until you have selected a Master Document.

Step 4: Apply changes to activate 'Workflow' tab

Step 4: Apply changes to activate 'Workflow' tab

Click the 'Apply' button in the to create the Template and activate the 'Workflow' tab. It is here that you will assign Workflow Templates to the Job Template.

NOTE:
Clicking 'Apply' will not close the window.

NOTE:
Clicking 'Apply' will change the name of this window from 'New Template' to 'Template Details'.

Step 5: Select the workflow(s) to use with this Job Template

At least one workflow must be linked to a Job Template. Otherwise, there is no workflow with which to create the job.

  1. Open the 'Workflows' tab: This is where your Workflow Templates are located.
  2. Select the 'Workflows' tab within the 'Template Details' window: It is to here that you will drag one (or more) of your Workflow Templates.
  3. Drag-and-drop Workflow Template(s): Drag-and-drop workflow(s) to the 'Workflows' tab of the 'Template Details' window.

NOTE:
To remove a workflow from the 'Workflows' tab of the 'Template Details' window, click the red "X" to the right of the workflow.

Step 6: Job Template created

  1. Your new Job Template is located in the 'Templates' tab. The name and description text that you provided is visible in the newly created Template.
  2. Click 'Start' to start a Job from the Template.

NOTE:
To edit an existing Job Template, simply double-click on the thumbnail of the Template.

NOTE: Template 'Info' and 'Archive'

  1. 'Info' button: The 'Info' button opens a read-only window containing the details of the Job Template.
  2. 'PDF' button: The 'PDF' button on the bottom-left of the window allows you to export the Master Document as a PDF.
  3. 'Archive' tab: The 'Archive' tab displays all completed jobs that the user was involved in from this Template. Any job in this 'Archive' tab can be reused as the starting point for a new job for this user.

NOTE:
The 'Start' button in the 'Info' window is the same as the 'Start' button on the template.

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

NOTE: Assign specific Users to certain Workflows

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

  1. Assign Workflows to Job Template: Drag-and-drop Workflow Templates, as normal.
  2. Select a Workflow: Click on the Workflow for which you wish to have defined users. This will activate the user area in the lower part of the 'Template Details' window.
  3. Drag-and-drop Users or User Groups: Open the 'Users and Groups' window by clicking 'Settings > Users and Groups'. Drag-and-drop the desired user(s) or group(s) into the area below the selected Workflow.
  4. Click 'Apply' or 'Save': This will save your changes to the Job Template.

NOTE:
This feature can be very useful for assigning translation jobs based on the requirements of the user. For example, if a user in the Spanish office starts the Job Template, a Spanish translation workflow can be automatically assigned to the job.

NOTE: Checkbox beside workflow

NOTE: Checkbox beside workflow

If the box to the left-hand side of a Workflow is checked, that means every user starting the Template can use/select this Workflow.

If the box to the left-hand side of a Workflow is not checked, that means only the defined users (as defined in the previous step) can use this Workflow when starting the Template.

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

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

However, a 'defined 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 no Workflows will be offered for selection. In such a case, all Workflows must have users assigned to them.

NOTE:
If multiple Workflows have check-marks beside them, all users will be offered a choice of which Workflow to use when they are starting a job.

NOTE: Availability of multiple workflows

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.

NOTE: Template visibility and access for non-admin users

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.




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