Your Master Document must contain at least one Content Group with content.

1. Click Properties in the option menu to open the Project Details dialog for the Master Document.
2. Scroll down to the bottom of the Details tab to see the name and type of the Content Group in the document.

In our example above, there is one Content Group with the following properties:

• Name: Translation Group
• Type: Translation.

NOTE: If no Content Group is listed here, you must create one in the document and make a note of the name you give it.

NOTE: There may be multiple Content Groups in a document. Each one should feature in your Workflow Template.

Your Workflow Template must contain at least one track with the same name as a Content Group in your Master Document.

1. Name of Content Group: This must match the name of the Content Group in your Master Document, as seen in the previous step. If you have multiple Content Groups in your document, you should have multiple tracks in your workflow – one for each Content Group.
2. Type of Content Group: This must match the type of the Content Group in the Master Document. If a target language is assigned (as in our example here), then the workflow track is of type Translation. If no target language is set, then the Workflow track is of type Edit.

As we can see, the name and type match those of the Content Group in our Master Document above.

NOTE: If the Content-Group type in the Workflow Template does not match that of the Content Group in the Master Document, then users will receive an error when they try to start a Job from this Template.

The Templates area is where the one2edit Job Templates are created and stored.

NOTE: Access to the Templates, Workflows and Projects areas in one2edit™ depends on your user-group permissions. Please speak to your local one2edit™ administrator if you feel that your user does not have the permissions it requires.

1. Create a new template: Click the + (plus) button in the bottom-right corner to create a new Template in the selected folder.

2. Name: Give the template a name.
3. Tags: Add search tags to your template. These tags can be searched for using the Search tool at the top of the screen.
4. Description: Add a short description of the template. This will be visible to those that can use the template.
5. Default Version: This value will be the default Version text for all documents created using this template. The + (plus) button to the right can be used to insert variable attributes.
6. Default Description: This value will be the default Description text for all documents created using this template. The + (plus) button to the right can be used to insert variable attributes.
7. Allow template-starter to change default values: Checking this box enables users who start this Template to edit the Default Version and Default Description values of their document. This is useful for allowing users to enter useful information that cannot be added using variables.
8. Allow template-starter to use finished versions as source: Checking this box enables users to choose one of their own previously-completed jobs from this template as the starting point for their new job.
9. Document: Select (or change) the Master Document associated with this template by clicking this field (this is detailed in the next step).
10. Mode: There are two options available:
    • Create Version: A version document will be created in the selected master-document project. This is the default.
    • Duplicate Document: A standalone document will be created in a chosen folder.

NOTE: The Duplicate Document option is not advised for use in Translation jobs, as no source-language document will be present in the project.

You must choose the master document from which copies will be made by this template.

1. Click the Document button to open the Select Document dialog.
2. Choose the master document and click Select.

NOTE: The Select button will not do anything until you have highlighted a Master Document to use.

At least one workflow template must be linked to a Job Template.

1. Select the Workflows tab.
2. Navigate to the Workflows area, and drag-and-drop the required workflow template(s) into the dialog.
3. Click Save.

NOTE: To remove a workflow from the Workflows tab, click the trashcan icon to the right of the workflow.

Your Template now appears in the Templates area.

NOTE: To edit an existing Template, simply double-click on its thumbnail.

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

Assigning users/groups in this way also grants those users access to the Template so that they can start it. There is no need to change access permissions to the Template folder – the users will only see the Templates to which they have been assigned.

1. Click on the Workflow. This will activate the user area in the lower part of the Template Details dialog.
2. Open the Users and Groups dialog by double-clicking in the lower field, or via Settings > Users and Groups. Drag-and-drop the desired user(s) or group(s) into the area below the selected Workflow.
3. Uncheck the boxes beside the workflows so that these users are automatically assigned their specific workflow when they start this Template.

NOTE: If the boxes beside any workflows are checked, any user starting this Template will have the option to choose the checked workflow(s).

NOTE: In our example, we have assigned user groups to the workflows, but it is also possible to assign individual users.

If the checkbox beside a Workflow is checked, that means every user starting the Template can select this Workflow to use. A dialog will appear displaying all workflows that have a checkmark beside them, and the user can choose one.

If the checkbox beside a Workflow is not checked, that means only the assigned users can use this Workflow when starting the Template.

For example, you can assign user groups from specific regional offices to their local language workflow. This would mean that, when a regional-office user starts the template, they will automatically have their local-language workflow assigned to the resulting Job.

1. If no Workflows have check-marks beside them …
2. … then no Workflow-selection will be offered when starting the Template.

In such a case, users must be assigned to Workflows so that they can start Jobs from this Template.

NOTE: If the option for Allow template-starter to change default values is not checked for the Template, then no Start Template dialog will appear. The Job will simply start when the user clicks Start.

1. If multiple Workflows have check-marks beside them …
2. … users will be required to choose one of these Workflows to use when they are starting the Template, even if they are not assigned to any specific workflow.

NOTE: If the option for Allow template-starter to change default values is not checked for the Template, then no Details option will appear in the Start Template dialog. The user will simply be offered a choice of workflows.

NOTE: If only one workflow has been assigned to the Template, then no Workflow-selection dialog will be shown.

1. Clicking Info will open a read-only dialog containing details about the Template.
2. The PDF button will generate a low-res PDF of the master document.
3. The Archive tab displays any previously-completed Jobs from this Template in which this user was involved.
4. PDF will generate a low-res PDF of the completed job, while Start will start a new Job using the completed document as a starting point.

NOTE: The Archive tab is only visible if this user has completed Jobs from this Template, and the Allow template-starter to use finished versions as source option is checked for this Template.