Version documents do not have any workflow by default – the Progress column will show No workflow.

We will need to create or assign a workflow in order to translate a version document.

NOTE: Version documents can only be edited in the Job Editor (i.e. as part of a workflow).

1. Double-click a version document to open the workflow view for that document.
2. Alternatively, you may select Open Workflow from the document's option menu.

There are two ways to assign an empty workflow to a document:

1. Click Assign empty workflow in the workflow option menu.
2. Click the workflow button.

3. You will now see at least one empty workflow track on the screen.
4. The workflow track(s) will have the same names as the Content Group(s) in the project.

NOTE: There will be a separate Workflow Track for every content group that exists in the master document.

NOTE: If your content group is of type Edit, then there will be no Language field in the workflow.

NOTE: If no workflow tracks appear, then you must create and populate content groups within your master document. Please see the appropriate lessons for instructions about how to do that.

The target language for a workflow track (i.e. for a Content Group of type Translation) is added from the Language Sets dialog.

1. Double-click in the Language field to open the Language Sets dialog (or click Settings > Language Sets).
2. Select the Language Set.
3. Drag the appropriate language from the Language Set to the Drop language here field.

NOTE: This sets the target language for the content of this Content Group only. If you have a multi-lingual document, then the text content must be assigned to multiple Content Groups, and a target language must be set for each one.

Users are added to the workflow from the Users and Groups dialog.

1. Double-click on the Drop users here field, or choose Add User from the option menu, to open the Users and Groups dialog.
2. Drag the user(s) to the workflow step(s).

NOTE: If no user is assigned to a workflow step, then that step will be ignored.

NOTE: Multiple users (or even a user group) can be assigned to a single workflow step. All of those users will then see the same Job, and only one of them must complete it. If multiple users need to each work on the document, then each must be assigned to their own workflow step (i.e. their own Job).

A Variable User is a placeholder that is replaced by a user when the workflow is started, and are accessed via the Drop users here option menu.

There are two types of Variable User that may be added to a workflow step: Document Owner and Workflow Starter.

• Document Owner: This is the user that created the document.
• Workflow Starter: This is the user that first started this workflow.

NOTE: As soon as a workflow is started, an actual username replaces the Variable User in the workflow.

NOTE: If the job is created from a one2edit Template, then both of these variable users will resolve to the same user. This is because starting a Template creates a new document, and so the user who started the Template becomes the creator of the document and the starter of the workflow.

Actions are assigned to workflow steps to trigger on specific events.

1. Double-click in any Drop actions here field, or choose Actions from the workflow option menu, to open the Workflow Actions dialog.
2. Drag the desired action to the workflow step.

Regular Workflow Steps

Each regular workflow step has three fields:

• Start: These actions are executed as soon as this workflow step starts (i.e. as soon as there is active content at the step).
• Running: These actions are executed as soon as the user starts working on this step of the workflow for the first time.
• Finished: These actions are executed as soon as there is no more active content at this workflow step.

Completion Field

The Completion > Finished field is a special case. The actions assigned to it are executed only when all workflow steps are 100% completed. If there are multiple workflow tracks, then all steps in all workflows must be 100% complete before any Completion action is executed.

In our example above, the translations from the job will be committed to the permanent (i.e. approved) translation memory after the full translation, review and approval workflow has been completed.

NOTE: Some actions may require configuration (e.g. Email Notification, etc.). Once the action has been assigned to a field, double-click it to open the Action Editor dialog for that action.

NOTE: Actions in a Finished field are executed when all active content is complete. This may not be the full amount of content in the Content Group, however, because the user of the previous step may only have committed part of the content for review/approval. When that content is then marked as accepted/rejected, the Finished action for that step will be executed.

NOTE: Multiple actions may be assigned to a field.

NOTE: The Step Users variable should not be used when configuring Completion actions (e.g. as the recipient of an Email Notification action). This is because there are no users assigned to the Completion step.

Click on the Start Workflow button to start the workflow.

NOTE: If the Workflow Starter variable user has been assigned to any workflow steps, that variable will be replaced by your username.

Click the X at the top of the window to close the workflow view and return to the Projects area.