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Knowledge Base / Administrators – Preparing your one2edit™ Workspace / Workflow Templates

Workflow Actions > Export Document

Created on 15th November 2018 at 16:04 by Jamie O'Connell



'Workflow Actions' window

Actions can be added to a workflow from the 'Workflow Actions' window (accessed via 'File > Actions' in the workflow view).

This lesson details the 'Export Document' action.

The 'Export Document' action is used to automatically export a file at a specific position in the workflow.

The file can be exported via a download link in an email ('Target > Email') or to a specified folder on an asset server ('Target > Asset Server').

Export Document

After dragging the 'Export Document' action into the action field, double-click on it to open the 'Action Editor' window. It is here that you can set up the file-export options.

(1) Type:
This drop-down menu allows you to choose the type of file to export.

The options are:

  • Package: This exports an Adobe® InDesign® package as a .zip file. The package will contain the INDD file, as well as all links and document fonts.
  • INX: This is a file of the (deprecated) "InDesign Interchange" format. It is a way to export an InDesign document as XML from older versions of InDesign. Has been replaced by the IDML format.
  • PDF: The PDF (Portable Document Format) is a file type typically used for print. Options such as the PDF preset can also be chosen here.
  • INDD: An InDesign Document (INDD) file is the file type used by Adobe InDesign. The underlying INDD file will be exported in its current workflow state.
  • IDML: An IDML (InDesign Markup Language) file is an XML representation of the INDD file. It can be used to open a newer INDD file in an older version of InDesign (e.g. opening a CS6 file with CS5).
  • TMX: The TMX (Translation Memory eXchange) file format is used to synchronise an external translation memory with the current translations in the workflow. It should typically only be exported from the 'Steps Complete' workflow area.
  • History: This exports the full document change history as an XML file. This XML can be opened and viewed in a web browser.

(2) Target:
The options for 'Target' are to:

  • send a download link for the exported file via email
  • export a file to an asset server

(3) Email 'Subject' and 'Text':
If choosing to export to email, you will need to fill in the details of the email and the recipients.

The 'Subject' area is simply for the email subject line.

The 'Text' area will contain the body text for the email. The body text must contain a variable for the download link that will be generated once the file has been exported. The 'Download Link' variable can be found in the 'Insert Variables...' drop-down menu, as can the 'Download Expire Date' variable.

The variables available are:

  • System Name: The name given to the one2edit™ system. This can only be tailored if you have a dedicated system (i.e. not one2edit™ Express).
  • System URL: The URL needed to access the one2edit™ system.
  • Company ID: The one2edit™ ID for the current client workspace.
  • Company Name: The name of the current client workspace.
  • Document ID: The ID of the document.
  • Document Name: The 'name' text of the document.
  • Document Version: The 'version' text of the document.
  • Document Pages: The page names and numbers of the document.
  • Document Description: The 'description' text of the document.
  • Document Lastedit Date: The date and time of the last edit made to the document.
  • Document Owner Name: The full name of the user who created the document.
  • Document Owner Contact: The username (i.e. email address) of the user who created the document.
  • Document Owner Domain: The user domain to which the document-creator belongs.
  • Document Lastuser Name: The full name of the user who last edited the document.
  • Document Lastuser Contact: The username (i.e. email address) of the user who last edited the document.
  • Document Lastuser Domain: The user domain to which the last editor of this document belongs.
  • Document Word Count: The word count for the entire document.
  • Document Character Count: The character count for the entire document.
  • Workflow Job ID: The ID of the job (i.e. not the document ID).
  • Job Word Count: The current word count for the job step.
  • Job Character Count: The current character count for the job step.
  • Workflow Step Name: The name of the current workflow step.
  • Group Word Count: The word count for the entire content group.
  • Group Character Count: The character count for the entire content group.
  • Download Link: The URL for downloading the exported file.
  • Download Expire Date: The time and date at which the download link will expire (i.e. 7 days from when the file is generated).

Variables are inserted at the cursor's location in the 'Text' field.

In all cases, 'document' refers to the document with the workflow applied to it.

(4) Recipient(s):
There are four options to choose for the email recipients:

  • Specific: You will need to manually input any main or cc'd recipients in the appropriate fields.
  • Step users: An email will be sent to all users of the current workflow step. This option should not be used in the 'Steps Completion' area, as there are no users assigned to it.
  • Document owner: The owner of the document (i.e. the user that created the document in one2edit™) will receive the email.
  • Workflow starter: The user who started the workflow (i.e. who pressed the 'play' button in the workflow view, or who pressed the 'Start' button on a Template) will receive the email.

No matter what option you choose, it is always possible to add supplementary email addresses to the "CC" field.

(5) Asset Server details:
If 'Asset Server' is chosen as the target, you will need to click the 'Browse' button and choose the folder to which the file will be exported.

Doing so will fill in the following details:

  • Project: The ID of the target asset project.
  • Path: The folder path chosen as a target for the exported file.
  • Name: The filename (containing variables to be filled in at a later stage) that will be given to the exported file.

NOTE:
When entering multiple email addresses into the 'To' or 'CC' fields, please separate them using commas.

Export Document > PDF

Choosing to export a PDF will require 3 PDF-specific export options to be chosen:

  1. PDF Preset: In order to export any PDF, a preset must be chosen. The available presets are those that you have uploaded via 'Settings > PDF Presets'.
  2. Page Range and Order: You can choose from the available options in the drop-down menu. Alternatively, you can simply type in the page range(s) to be converted to a PDF.
  3. Packaging: You can choose to export the PDF as a plain PDF file, or packaged in a ZIP archive.

The examples shown above are for export by email (with a download link) or export to an asset server.

Export Document > Package / History

Choosing to export an InDesign package or the document change history requires no extra options.

The InDesign package will be exported as a .zip file containing the INDD file, as well as all links and document fonts.

The change history will be exported as a .zip file containing the XML data of the history, as well as HTML data for viewing the history in a browser.

The examples shown above are for export by email (with a download link) or export to an asset server.

Export Document > INDD / IDML / INX

Choosing to export an INDD, IDML, or INX file will require 1 further export-option to be chosen:

  1. Packaging: You can choose to export the file as a plain file, or packaged in a ZIP archive.

The examples shown above are for export by email (with a download link) or export to an asset server.

Export Document > TMX

Choosing to export a TMX file will require 3 TMX-specific export options to be chosen:

  1. Attributes: The local styling attributes applied to all or part of a translation unit (segment), e.g., bold formatting on a single word. These attributes can be included or excluded from the TMX file by using the checkbox.
  2. Global Attributes: The styling attributes applied to an entire translation unit (segment), e.g., a paragraph style. These attributes can be included or excluded from the TMX file by using this checkbox.
  3. Packaging: You can choose to export the TMX file as a plain file, or packaged in a ZIP archive.

The examples shown above are for export by email (with a download link) or export to an asset server.




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