Translation Workflow

Configure a Workflow

This article is for Account Owners and Project Managers. If you are using the New Experience Beta, jump to this section.

Translation Workflow Step

Every workflow consists of at least one translation step (during which the initial act of transforming the source locale into the target locale is undertaken) and exactly one published step, which indicates that translations are ready for use.

Add a Workflow Step (Classic)

  1. Go to Projects (select a project) > Project Settings > Translation Workflow.
  2. Click to add a new step. The Add Step dialog box will appear.
    workflow.png
  3. Select a step type, enter a name, and set its properties.
    • Content Assignment: If set to ON, each string must be assigned to a specific translation resource. If set to OFF, any resource with access to this step can work on any string.
    • Primary Action: For revision steps, the primary action is either edit (or review). This can be used for invoicing and also affects where SmartMatched strings enter the workflow.
    • Skip this step if the string's TM match is: This property is applicable for the Editing or Internal Review steps, allowing you to skip either of these steps in the workflow.
    • Resources can revise content: If checked, translation resources can edit the translation. Checking Automatically submit edits by resources will cause strings to proceed to the next workflow step when a translation resource saves an edit.
    • Resources can reject content to: If set, translation resources on revision steps will be able to return content to a previous step.
    • Resources can Reject and Edit Published Content: If checked, translation resources assigned to this step will also be able to edit or reject published strings from this workflow.
    • Pre-publish all translation: You can choose to pre-publish translations when translations are submitted to the next workflow step, or when translations are saved.
  4. Click Save.

Pre-translation steps and Workflow Holds are special steps that pause the flow of content. Strings are held in the step until an Account Owner or Project Manager moves them forward. For example, you may want to use a pre-translation step if you know that you want to translate the content, but want to estimate costs before moving all strings into translation. A Workflow Hold can be useful before the publishing step if you want to wait until all your content is translated, and publish everything at once.

Reorder Workflow Steps (Classic)

Your current workflow might look something like this:
Translation > Edit > Internal Review > Published

However, you might want to rearrange the order to:
Translation > Internal Review > Edit > Published

To reorder workflow steps:

  1. Go to Projects (select the project) > Project Settings > Translation Workflow.
  2. Click and drag the circle to move the step to the correct position in the workflow.

workflow.png

You cannot move the Translation or Published steps, or a pre-translation Hold step. As well, when you reorder a workflow step, it's always best to inform all translation resources of the changes made.

Edit or Remove a Workflow Step (Classic)

  1. Go to Projects (select a project) > Project Settings > Translation Workflow.
  2. Click the drop-down arrow and select Edit or Remove. See Step 3 of Add a Workflow Step for more information about the step's properties.

    workflow.png

    When making an edit to either the Editing or Internal Review step, you have the option to skip either step. For example, if both the Editing and Internal Review steps are skipped, translations will go directly to the published step. Skipping an Editing or Internal Review step should only be done if the original fuzzy match score in the Translation step is high enough, for example, 99-100%. However, you have the ability to select a lower match score.

    edit_step.png
    3. Click Save.

Reject Published Strings in a Workflow Step (Classic)

To allow translation resources to reject published strings:

  1. Go to Projects (select a project) > Project Settings > Translation Workflow.
  2. Click Published > Edit.
  3. Check Resources can reject content to and select the workflow step that you want the rejected content to be returned to. Only resources assigned to a step with the Resources can reject and edit published content option enabled will be able to reject published content.

 

Adding a Workflow Step (New Experience)

  1. Go to Projects (select a project) > Gear Icon > Project Settings > Workflows
  2. Scroll to the workflow you’d like to configure, then click Add Steps. Click on any of the icons to add a step
  3. Select a step type and enter a name for the new step. If you clicked on a + anywhere before a Translation step, you will see the following options:
    1. Decision: automatically routes content to different workflow steps, based on user-defined rules. Learn more about Decision steps here.
    2. Pre-Translation: Pauses the flow of content before translation. Useful for reviewing costs before submitting to translation.

      If you clicked on a plus sign anywhere after a Translation step, you will see the following step types:

      Edit: Allows Translation Resources to make revisions to translated content.
      Review: Allows Translation Resources to review translated/edited content for quality.
      Post-Machine Revision: Allows Translation Resources to revise machine-translated content.
      Workflow Hold: Pauses the flow of content after translation. Useful before the publishing step if you want to wait until all your content is translated, and publish everything at once.
      Note: Edit, Post-Machine Revision, and Review all have similar settings, but have different rates and affect where SmartMatched strings enter the workflow.
  4. Configure the settings on the step:
    • Enable Content Assignment: If set to ON, each string must be assigned to a specific translation resource. If set to OFF, any resource with access to this step can work on any string.
    • Skip this step if the string's TM match is: This property is applicable for the Editing or Internal Review steps, allowing you to skip either of these steps in the workflow.
    • Resources can revise content: If checked, translation resources can edit the translation. Checking Automatically submit edits by resources will cause strings to proceed to the next workflow step when a translation resource saves an edit.
    • Resources can reject content to: If set, translation resources will be able to return content to a previous step.
    • Resources can Reject and Edit Published Content: If checked, translation resources assigned to this step will also be able to edit or reject published strings from this workflow.
    • Pre-publish all translation: You can choose to pre-publish translations when translations are submitted to the next workflow step, or when translations are saved.
  5. Click Save
  6. When you are done adding steps to the workflow, click on Done on the workflow toolbar.

Pre-translation steps and Workflow Holds are special steps that pause the flow of content. Strings are held in the step until an Account Owner or Project Manager moves them forward. For example, you may want to use a pre-translation step if you know that you want to translate the content, but want to estimate costs before moving all strings into translation. A Workflow Hold can be useful before the publishing step if you want to wait until all your content is translated, and publish everything at once.

Edit a Workflow Step (New Experience)

  1. Go to Projects (select a project) > Gear Icon > Project Settings > Workflows.
  2. On a workflow step, Click the drop-down arrow and select Edit Step. See here for more information about the step's properties. When making an edit to either the Editing or Internal Review step, you have the option to skip either step. For example, if both the Editing and Internal Review steps are skipped, translations will go directly to the published step. Skipping an Editing or Internal Review step should only be done if the original fuzzy match score in the Translation step is high enough, for example, 99-100%. However, you have the ability to select a lower match score.
  3. Click Save

Reject Published Strings in a Workflow Step (New Experience)

To allow translation resources to reject published strings back into the workflow:

  1. Go to Projects (select a project) > Gear Icon > Project Settings > Workflows.
  2. Click Published > Edit Step.
  3. Check Resources can reject content to and select the workflow step that you want the rejected content to be returned to. Only resources assigned to a step with the Resources can reject and edit published content option enabled will be able to reject published content.

Deleting a Workflow Step (New Experience)

Workflow steps can only be deleted under the following conditions:

  • There are no strings in the step.
  • There are no users, agencies, or MT configurations assigned to the step.
  • If the selected step is the only Translation step in the workflow, it cannot be deleted.
  • If the selected step is a Translation step on a workflow branch, the other steps on the branch must be deleted first. Learn more about Workflow Branches and Dynamic Workflows.
  1. Go to Projects (select a project) > Gear Icon > Project Settings > Workflows.
  2. On a workflow step, click the drop-down arrow and select Delete Step.
    All users, agencies, and MT configurations will be unassigned from the step. If there are still strings in the step, they will be submitted to the next step
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