To create a target-language version of your document:

1. Select the project.
2. Create a language version by either:
   • clicking Create Version in the option menu of your project.
   • clicking the + (plus) button in the lower pane that appears when a project is selected.

Open the Workflow Editor for this Version by:

1. double-clicking on the Version.
2. selecting Open Workflow from the Version's option menu.

NOTE: It is not possible to edit a version document directly, as one can a source-language document. Editing of version documents must be done in a controlled manner via the Job Editor.

Here you can update the properties of your version document.

1. Click on Properties in the main option menu to open the Project Details dialog for this version document.
2. Update the details, which will appear in the top-left of the Workflow Editor once you save your changes.

NOTE: It is also possible to open the Project Details from the Projects area by clicking on the document thumbnail, or by choosing Properties in the document's option menu.

The names of the main columns in the upper and lower areas are different. The source-language project documents are identified by a Project Name column, while the version documents are identified by a Version column.

1. The Project Name is the text from the Name field of the source-language document.
2. The Version is the text from the Version field of the version document.

In this example, we are starting from scratch with an empty workflow, which you can then save as a Workflow Template afterwards.

There are two ways to assign a new (empty) workflow to this document:

1. via the Option Menu: Click Assign Empty Workflow in the Document option menu.
2. via the Footprints icon: Click on the Footprints icon.

NOTE: Click Assign Workflow from Template in the option menu to use an existing Workflow Template.

If there are no Content Groups in your source-language document, you will see this message when trying to assign a workflow.

You must create and populate your Content Groups in the source-language document to define what parts of the document can be edited in a workflow. Then you can add the workflow.

NOTE: If you create a Content Group, but do not assign content to it, a workflow can be assigned. However, no jobs will appear, because there will be no content to edit.

When you assign an empty workflow to a document, there will be one Workflow Track for each Content Group.

1. One Workflow Track per Content Group : When assigning an empty workflow to a document, one2edit™ automatically creates a workflow track for each Content Group that exists within the source-language document. Each workflow track must have the same name (case sensitive) as the Content Group to which it applies.
2. Footprints icon becomes Play icon: The Footprints icon changes into a Play button once the document has a workflow. This button is used to start/pause the workflow.
3. Job Handling: Choose if this workflow should Combine Jobs or Split Jobs.

1. Combine Jobs: If the same user is assigned to multiple, sequential workflow steps, they will only find one job in their Jobs list. That user can therefore progress content directly from the start of the first step to the end of the last step in that sequence.
   For example, if a user is assigned to both the Edit and first Review steps, then any content marked as Done in the Edit step will also be marked as Done in the Review step. There is no need to review the content via a second job.

NOTE: This setting only takes effect if the same user is assigned to consecutive workflow steps. If a different user is assigned to each step, or if a user's steps are non-consecutive, this setting has no effect.

2. Split Jobs: The user will see an individual job for every workflow step, even if they are consecutive. Therefore, the user may only progress content through one workflow step at a time.
   For example, if a user is assigned to both the Edit and first Review steps, any content marked as Done in the Edit step will only be committed to the start of the first Review step. The content will still need to be reviewed via a second job in their Jobs list.

NOTE: The second Job will not appear in the user's Jobs list until content has been committed to it from the first Job.

A workflow outline will consist of one Edit step and one Review step.

1. More Review steps can be added by clicking Add New Step in the option menu, as shown.
2. Steps can be deleted by clicking Delete in the option menu.

NOTE: If you do not wish to have any Review steps in your workflow, simply do not add any users to the step. A step without users will be skipped.

NOTE: You cannot add more Edit steps.

NOTE: You cannot delete all of the Review steps. One must always remain.

If you have more than one Review step in your workflow, it is worth renaming them so that you know which Job is which.

To rename a Review step:

• double-click on the word Review for that step
• type in the new name for that step (e.g. First Review Step, Client Review, etc.)
• press Enter

You can rename any Review step in this manner. These step names will be visible in the Jobs list of the assigned users.

NOTE: You cannot rename the Edit step.

In a Translation workflow, you must define the Target Language. This is the language into which the source text will be translated by this workflow.

1. Open the Language Sets dialog by double-clicking the Drop language here field, or via the main navigation menu (Settings > Language Sets).
2. Select the Language Set you will be using for your translations.
3. Drag and drop your target language into the Language field. You can only assign one language per workflow track (i.e. per Content Group).

NOTE: Each Language Set in one2edit™ contains its own Translation Memory. If there is more than one Language Set available, you should take care to select your language from the set with the correct translation memory for this project.

You must also assign users to their workflow steps.

1. Open the Users and Groups dialog by double-clicking any Drop users here field, or via the main navigation menu (Settings > Users and Groups).
2. Drag and drop users to their workflow steps. Multiple users can be assigned to each workflow step, if desired.

NOTE: It is important to note that all users assigned to a workflow step will all be working on the same job. Therefore, one user could complete a workflow step without the other user ever having seen it. If all users must be involved in a job, then they should be assigned to different steps within the workflow.

NOTE: Users can only edit content from the Content Group to which the workflow track belongs.

You can also assign variable users to a workflow.
A variable user is a placeholder that will be resolved into a specific username when the workflow starts.

There are two variable-user options you can choose:

1. Document Owner: The Document Owner will resolve to the user who created the document in one2edit™.
2. Workflow Starter: The Workflow Starter will resolve to the user who starts the workflow.

Insert one of these variable users via the option menu in the user field of any workflow step.

NOTE: These variable users are often used in Workflow Templates that are assigned by starting a Job Template, thus inserting the name of the user who started the Job from the Template.

You may also assign Workflow Actions to your workflow steps. Actions execute automatically at their designated point in your workflow.

1. Open the Workflow Actions dialog by double-clicking any Drop actions here field.
2. Drag and drop a desired action to the point in the workflow where it should execute.

The three step options are:

• Start: Actions here execute as soon as this step becomes active. For the Edit step, this is when the workflow starts. For a Review step, it is when content is committed from the previous step.
• Running: Actions here execute as soon as an assigned user opens this job for the first time. It does not execute on each subsequent opening of the job.
• Finished: Actions here execute as soon as all active content at this step has been dealt with. This can mean committing to the next step, or rejecting to a previous step.

NOTE: Pausing and resuming a workflow can cause actions to re-execute.

NOTE: The Commit Translations action should only ever be assigned to the Completion step of the workflow, so that it will only be executed on completion of the entire workflow.

3. Double-click an assigned action to open its Action Editor dialog. Here you can customise the action to your requirements.

NOTE: More detailed information about the Start, Running, and Finished action areas can be found in the User Interface Description.

If you need to remove an item from the workflow track, you can do so via that item's option menu while the workflow is not running.

1. Language: Delete the target language from the workflow.
   • Please remember that you will need a target language to run the translation job.
2. User: Delete a user from a workflow step.
   • Please remember that you require at least one user in a workflow step for that job to exist.

3. Action: Delete an action from the workflow.
   • Once the action has been deleted, it will no longer execute.
4. Workflow Step: Delete a review step from the workflow.
   • You cannot delete the Edit step.
   • You cannot delete all Review steps from the workflow track. If you require no review jobs, simply remove all users from the Review step.

NOTE: If the workflow is running, then some option menus will not appear. Also, the Delete option will not be available while the workflow is running.

There are settings available via the step's option menu, which can be defined for each workflow step.

• Panel Settings: Define which panels (e.g. History, Document Info, etc.) are shown in the document editor for this specific workflow step. This overrides any panel settings you may have defined in the Client Workspace Settings dialog.
• Frame Rules: Override the document's frame-editing settings for this specific workflow step.
  • Use Settings: This is the default setting, which is to obey any Frame Rules that are defined in the document. If none are defined, then the users cannot edit frames in this job.
  • Allow All: The users assigned to this step can edit any frame that contains editable content.
  • Allow None: The users assigned to this step cannot edit any frames, even if Frame Rules are defined in the document.
• Text Rules: Override the settings of any Text Rules that are set for this document or Content Group.
  • Use Settings: This is the default setting, where any Text Rules will be enforced or suggested based on how they are defined.
  • Enforce All: Any Text Rules defined for this workflow will be enforced for all users at this workflow step.
  • Enforce None: Any Text Rules defined for this workflow will be suggested for all users at this workflow step.
• No editing possible (notes only): Users assigned to this step cannot edit any document content. They can set the status of content items to Done/Accepted/Rejected, or add Notes to content items (if their user-group permissions allow them to add notes).
• "Commit to next step" only possible when all items are done: Users can only commit items from this step to the next when ALL items have been marked as Done/Accepted/Rejected. This option is not enabled by default, and users can commit any number of items to the next workflow step, even if not all items have been addressed.

NOTE: Any options chosen here apply to only this one workflow step/job.

NOTE: By default, users cannot edit any frame geometry.

To save this workflow as a reusable template, click Save as Template in the main option menu, as shown.

Workflow templates can help with general efficiency, because you can load them instead of creating a workflow from scratch every time. Workflow templates are accessible in the Workflows area, accessed via the main navigation menu.

NOTE: A variable user (i.e. Document Owner or Workflow Starter) will be resolved to a static user as soon as the workflow is started. Therefore, you should save your workflow template before starting it for the first time if you wish for any variable user to remain a variable in your workflow template.

Once you have built your workflow, you need to start it.

1. Click Start Workflow in the main option menu or...
2. Click the triangular Play button.

NOTE: Starting the workflow will cause any Start action in the Edit step to be executed, and the job to appear for the Edit-step users.

3. When the workflow starts, the progress bars will be displayed. These show the progress of each step in the workflow.
4. A notification will also appear in your Notifications list.

NOTE: If the progress bar of the Edit step remains gray, or shows zero items, please make sure that you populated your Content Group and that you have assigned at least one user to the workflow step.

When a workflow is running, it will look like the above screenshot.

1. Pause: The triangular Play button turns into a Pause button when the workflow is running. You can pause the workflow at any time in order to make changes (e.g., update users, actions, etc.). Please note that some actions may re-trigger if the workflow is paused and resumed.
2. Open Job as Admin: Clicking the icon at the top-right of a workflow track will open the job in Administrator mode. In this mode, you can edit content and set the status of any piece of job content to any of the workflow steps. Please note that you will still be constrained by any Content Rules and Frame Rules.
3. Active Workflow Step: Workflow steps that are currently active have orange (i.e. New items) in that step's progress bar. As content in that steps is marked as Done, the orange will start to fill up with green. When all items have been addressed, the step will be finished, and the progress bar will be green (or green and red, if items were rejected).
4. Inactive Workflow Step: The progress bars of any workflow steps that do not contain active content will not contain any orange.
5. Overall Progress: The progress bar in the Completion area will indicate the overall progress of the workflow. Because no items have yet been committed from the Edit step to the first Review step, it is currently at zero percent.

NOTE: You cannot edit the workflow while it is running. You must first pause it before making any changes.

NOTE: If the progress bar of the Edit step remains gray and shows the text 0 of 0 items done, please make sure that you populated your Content Group.

Click the X next to the Client Workspace name to close this view and return to the Projects area.

NOTE: Workflows are being saved automatically as you build them. Therefore, there is no Save button.

The overall progress of the workflow is shown in the Projects area.