Idle strings are strings that have remained in an Edit, Review, or Post-Machine Revision workflow step for longer than intended and are blocking the translation process. For example, a string that has been idle for two days has remained in a workflow step for two days longer than specified by the customer.
Idle string rules are a component of a post-translation workflow step configuration that prevent idle strings (and workflow steps) from becoming a bottleneck.
They do this by:
- Sending a reminder email to users that strings are idle.
- Submitting strings to the next workflow step after a specified number of days.
- Sending a confirmation email after submitting the strings.
The reminder email is sent once every day and will send a single email to each user for all Jobs & languages on the workflow step where the idle string rule exists.
The idle string notifications listed above are sent to users regardless if their Global Notification Preferences are disabled.
Working with idle strings
Since moving strings back to a previous workflow step can be labor-intensive, Smartling recommends setting up procedures to ensure that only idle strings that should be moved forward are affected. Consider configuring your rules to send email reminders to Account Owners and Project Managers before strings are submitted.
Idle Duration
The timeframe in which the string is idle is known as the idle duration. The idle duration typically commences when the string transitions to a workflow step. However, the counter is reset with the following actions:
- Prepublish: If the string is prepublished, the idle duration restarts.
- String moves: If the string moves to a different step in the workflow, the idle duration restarts.
This means that the idle duration commences from either when the string moves into a workflow step or from when the string is pre-published.
Smartling will check for idle strings once a day. If, for example, you have set the configuration to move strings after 2 days, it could be up to a further 24 hours before the string moves.
Create an Idle String Rule
- Click on a supported workflow step (Edit, Review, or Post-Machine Revision) and select Manage Step.
- In the dialog that appears, under Automation, you'll see Idle Strings.
- (Optional) Select Only count weekdays, so the idle string rule will only send notifications and/or move strings Monday to Friday.
- Select the Language(s) for which you want to create the rule.
- Under Send Reminder Email, select the number of days the string needs to be idle before the reminder email is sent. Multi-select to send emails on multiple days.
- Under Move String, select on which day the string is idle for before they are automatically moved to the next step in the workflow. Alternatively, select Do not move strings.
- In the menus, specify when to Send Reminder Email before the string is moved and when to Move String to the next step.
- Under Reminder Recipients, add the email addresses of the users you want to remind. Optionally, select the checkbox to Send emails to Linguists assigned to step. For more information, see Configuring Reminder Recipients.
- (Optional) Click Add New Rule to repeat the process and create another idle string rule.
- Click Save.
Configuring Reminder Recipients
When setting up an Idle String Rule, you can select who should be added as a recipient.
By clicking on "0 Email Addresses", you have the option to manually add the recipients' email addresses, or click the checkbox “Send emails to Linguists assigned to step”.
- When the checkbox “Send emails to Linguists assigned to step” is checked, Smartling will send idle strings notifications to all users who are assigned to the workflow step, regardless of whether they are currently assigned to content in the workflow step.
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Example:
French Editor 1 and French Editor 2 will both receive the notification (assuming that they are both assigned to the same Edit step of the workflow), even if the idle content is fully assigned to French Editor 2. - This is the recommended setting to send idle string notifications to linguists who have the workflow step assigned to their Smartling user profile.
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Example:
- When an email address is manually added, that user will receive all idle strings notifications, regardless of their workflow assignments, languages, user role, etc.
- This configuration is best suited for Localization Managers and users with an Account Owner or Project Manager role who are responsible for managing multiple locales and linguists.
- This configuration can also be used for email recipients who are not configured as users in Smartling, such as Issue watchers.
- It is not recommended to manually list the email addresses of linguists who are assigned to the workflow step, as this may lead to them receiving reminders about other languages that they are not actually assigned to.
Delete an Idle String Rule
- Click on a workflow step with an idle string rule and select Manage Step.
- In the dialog that appears, under Idle Strings, do one of the following:
- To delete all idle string rules, turn off Idle Strings.
- To delete a single rule, click the trashcan icon.
- Click Save.