Workflow Editor

New workflows can be created and existing workflows can be adapted using the Workflow Editor. At the beginning of the work with ONTRAM, the workflows are coordinated with the account manager, tested and, if necessary, adapted. You are welcome to make adjustments yourself, but in the interests of process reliability, we ask you to coordinate the adjustment requirements with your account manager in advance.

Using the workflow editor:

  • Define workflow roles for all roles participating in the process. There is also the possibility to define read-only roles for indirectly participating users.
  • Create workflow steps and define which workflow role should be able to transfer jobs to other workflow roles.
  • Specify whether job creators can specify target dates for specific workflow steps.
  • Activate automatic processes to workflow steps like the export of Translation Memory.
  • Define Quality Assurance Checks (QA checks) for transfers.

How do I get to the Workflow Editor?

You can find the Workflow Editor via the Tile: Workflow Editor on the start page, or in the Administration under the menu item: Workflow.

A new workflow can be created via the icon.

The User interface

On the left side are the menus for the configuration of single elements in the workflow. In each window a toolbar with three icons is displayed at the top of the content area.

  • A click on Save workflow saves the current state of the workflow.
  • Click Validate to check whether the workflow can be created from the technical perspective.
  • A click on Finish stops the editing of the workflow

Note: Only when the workflow is activated in the Administration > Workflow menu, it is available in the system.

Graphical Display of the Workflow

You can change the displayed direction using the "Change graph direction" function in the toolbar. The workflow can be displayed horizontally or vertically. The Overview menu displays the created workflow elements.

This workflow graph is also displayed in the job overview to the users involved in an job that uses this workflow.

Workflow name

First, the name of the workflow is defined. After clicking on "Create", you will be taken to the overview page of the workflow you have just created.

Workflow actions

In the Action menue you have several options:

  • Deactivate
  • New version
  • Rename
  • Configure
  • Delete workflow
  • View
  • Translate

The actions View, Duplicate, Translate, Edit, Delete are hidden under the icon to the left of the workflow name.

Deactivate:

The workflow is deactivated. This means it can no longer be stored in the group settings. This option is suitable if you want to ensure that this workflow is no longer used system-wide.

Edit:

This action is available until a newly created workflow is finished or until a version of the workflow is being edited.

New version:

Use this menu item to create a new version of an existing workflow. In a new version, you can add or remove new roles, steps and transfers. When processing of the new version is completed, the new version is automatically used by the job groups that use this workflow. You do not have to store the new version of the workflow in the order groups again (versioning).

Rename:

An existing workflow can be renamed using this menu item.

Configuring Workgroups:

This menu item can be used to define work groups in the workflow. This configuration controls the assignment options of work groups within the workflow.

For further information please refer to the section "Working groups".

Delete Workflow:

This menu item can be used to delete a workflow. Workflows that have already been stored in order groups and used for existing orders cannot be deleted, only deactivated.

View:

This action displays the Workflow Graph and the details of the selected workflow.

Delete:

This action can be used to delete the workflow version. Workflow versions that have already been stored in order groups and used for existing orders cannot be deleted, only deactivated.

Duplicate:

In order not to create a complete new workflow, there is the possibility to duplicate an existing workflow. The duplicated workflow is the base for a new workflow, so that only the necessary adjustments have to be made.

Translate:

To easily translate all texts of a created workflow into all existing or desired interface languages.

Translate workflow

The contents of a Workflow, such as roles or step names, can be translated directly in ONTRAM by creating an order.

  1. Open the Worfkow Editor in the administration
  2. Click on the icon next to the workflow you want to translate
  3. Select the version of the workflow that you want to translate
  4. In the Action column, click Translate
  5. Select the job in which the workflow translation needs to be created
  6. Select the source language of the workflow
  7. Select the target languages into which you want to translate the workflow.

Result: Job part is created in the selected job

Note: once a target language is finalized, the translations will be automatically transferred into the workflow

Workflow Roles

Workflow roles are placeholders for the persons executing the Workflow. Workflow roles are assigned to workflow steps. These workflow steps thus result in a processing sequence.

You can also define workflow roles that are not involved in the translation process.

Workflow roles with permission to read are not part of the business process and do not transfer jobs. However, they can log into a translation job at any time and monitor its progress. A workflow role with permission to read is therefore always useful if someone wants to have an overview of the current status of translations but is not authorized to act. The left-hand selection menu is used to define the workflow roles that are to be available in the workflow.

A new workflow role can be added using the icon.

Creating workflow roles

  1. Workflow Editor > Click Roles.
  2. New workflow role in the function bar.
  3. An input mask opens.
  4. Enter the name of the workflow role in the field Workflow role name.
  5. Click Save.

Result: The workflow role was added and can now be assigned to a workflow.

Defining read - only workflow roles

If a role is to have read-only access in the entire workflow, this role must be selected using the checkbox. This means that no transfer can be made to the role, but the role has read access to the job at all times.

  1. Workflow Editor > Click Roles.
  2. In the area "Mark reading workflow roles" activate the workflow roles for reading access.
  3. Click Save Workflow in the toolbar.

Result: The workflow role had been assigned to the workflow and had been defined as "reading".

Assigning workflow roles to the workflow

  1. Workflow Editor > Click Roles.
  2. Click a workflow role in the Manage active workflow roles area.
    Note: Several workflow roles can be selected at once while holding down the CTRL key.
  3. Click Add.
  4. Save Workflow in the toolbar.

Result: The workflow role/s had been assigned to the workflow and can now be used in the workflow.

Defining read - only work roles

To define workflow roles as read-only, the workflow roles have to be assigned to the workflow.

  1. Workflow Editor > Click Roles.
  2. In the Reading Workflow Roles area, activate the workflow roles for read access.
  3. Click Save Workflow in the toolbar.

Result: The workflow role had been assigned to the workflow and had been defined as "reading".

Steps

In this menu item the individual steps, such as translation, proofreading or final artwork of the workflow, are defined.

You can specify the status (Editing, Pausing, Completed, Cancelled, Deactivated) of the request in this step or the write authorization of the workflow role. The name of the workflow step describes the action that executes a workflow role. For example, the workflow role "Translator" executes the action or the workflow step "Translation".

The superordinate step is the previous step in the workflow from which data can be transferred to this workflow step. The superordinate step is necessary for the automatic generation of transfers. This automatically results in a process chain.

Status Description

Editing

The job is online and can be edited.

Pausing

The job cannot be processed. To pause an order for the duration of data processing, external connections can use this status. The order can be transferred to the next workflow step through the connection. Requests with this status are not included in the export, e.g. status export, export of several target languages simultaneously, or TM backward comparison.

Completed

The job is offline and cannot be edited anymore. This status is to be selected for the last workflow step.

Cancelled

The order cannot be processed further. Requests with this status are not included in the export, e.g. status export, export of several target languages simultaneously, or TM backward comparison.

Deactivated

The job is cancelled and cannot be edited anymore. Unlike to the status Completed the job will not be taken into the Billing statistic.

Permission

The permissions determine which action the workflow role can perform in the workflow step. ONTRAM distinguishes between the following workflow authorizations:

Permission Description
No changes Jobs can be opened. Content can be read but cannot be changed.
Change requests The workflow role can add or modify change request regarding job content. The original content before the handover is being preserved. When it comes to a transfer to a workflow step with either the right Save or Automatic saving , the changes are converted into change proposals and displayed as change requests.
Automatic saving

The workflow role can add content to jobs or can change content.
Label Description
Name of the workflow step Describes the action a workflow role is taking. For instance, the workflow role 'Translator' is processing the task or workflow step 'Translation'.
Parent step The parent step is the previous step within the workflow from where there can be transfers to this workflow step. The parent step is necessary for the automatic generation of handovers.
Job status

The status of the job in this workflow step.
Workflow Role

The workflow role which edit the job in this workflow step. Read-only workflow roles cannot be selected.
No workflow role If no workflow role has something to do in the workflow step, the checkbox No workflow role can be activated. If the status Completed or Cancelled was selected, the checkbox are displayed.
Permission

Defines the permission of the workflow role in this workflow step.

Adding workflow steps

  1. Workflow Editor Click > Step.
  2. Click Create new workflow step in the function bar. An input mask opens.
  3. Enter name of workflow step.
  4. Select the the parent step .
  5. Select status of the job.
  6. Select workflow role.
  7. Select permission.
  8. Optionally, also notifications, automated actions and workflow routing can be configured.
  9. Click Save.
  10. Save Workflow in the function bar.

Result: The workflow step has been created.

Deleting workflow steps

  1. Workflow Editor > Click Step.
  2. Click next to a workflow step. A safety query will open.
  3. Click OK.
  4. Save Workflow in the function bar.

Result: The workflow step has been deleted.

Note: Only the last workflow step can be deleted. In order to delete other workflow steps the following workflow steps must first be removed.

Note: In order to delete workflow steps, it is required that there aren't any automated actions or workflow routings configured. These settings have to be deactivated prior to deletion.

Changing workflow steps

  1. Click Workflow Editor > Steps .
  2. Click next to a workflow step. An entry mask will open.
  3. Change values of the workflow step.
    Note: Values that cannot be changed are grayed out. To change these values, the workflow step must be deleted and a new workflow step must be created.
  4. Click Save.
  5. Save Workflow in the function bar.

Result: The workflow step has been changed.

Automated Actions

Automatic actions are linked to workflow steps and are executed at the time of transfer to the selected workflow step.

Action

Description

TM Import

Proposals from the Translation memory are loaded into the job.

Note: If configured in the group settings, the actions TM Comparison, TM Import and 100% TM Preset are always executed when starting the workflow. This action does not usually need to be added to the start of the workflow.

TM Info

The job statistics are being updated.

100% TM default, overwrite existing contents

Preallocation of empty target language segments with appropriate 100% TM matches.

Note: If configured within the group settings, the actions TM comparison, TM import and 100% TM preallocation are being performed at the start of the workflow.

100% TM default, do not overwrite existing content

Preallocation of empty target language segments with appropriate 100% TM matches.

If content already exists in the target language segments, the 100% TM matches are not preallocated.

TM Update

Translations are exported to the TM database.

Insert source language into empty target language segments

If target language segments are empty, the content of the source language is written to the target language segments.

Export all content parts

All content parts of all job languages are exported. The export is available for external connection for example the export via web service.

CLS MT translation (asynchronous)

The job will be preallocted with automatic translation by CLS MT. The job will be sent to the external system. CLS MT will respond asynchronously.

Note: CLS-MT is not available on all instances.

CLS-MT translation

The job will be preallocted with automatic translation by CLS MT. The job will be sent to the external system.CLS MT will respond synchronously.
Note: CLS-MT is not available on all instances.

PROMT translation

The job is preallocated with an automatic translation of PROMT.

Note: PROMT is not available on all instances.

Plug-in for automated action

The selected plugin for this job is executed.

Note: Plugins are custom extensions and are not available on all instances.

Pending

(checkbox)

The transition will not be executed immediately. The automated action and the workflow will be marked as "pending". Only if an external system starts the job by using the web service method updateTaskJobStatus, the transition will be executed. This functionality is usually used in combination with another functionality called "Plugin for automated action". A plugin may be used to notify an external system when the transition has been executed. However, the transition should only be executed once the external system received all information correctly.

Calculate MT post-editing distance

The current text status of the target language is compared with the MT suggestion initially supplied. This results in the so-called post-editing distance.Note: Ideally, this task is applied at the end of a workflow. This way, all changes that were necessary to correct/improve the machine translation are taken into account. The MT post editing distance can be exported from the status overview in the export type "Excel export w. statistics". (If configured)

TM cross comparison (All Target Languages)

The language pairs of all available language combinations of the current job are formed and sent to the translation memory. Example: The current job is translated from DE to EN. After execution of the action the TM for DE->EN is available as well as for EN->DE.

Note: The TM cross comparison module must be activated to use the functionality.

Adding automatic action

  1. Workflow Editor Click >Step.
  2. Create new workflow step in the function bar or in the Action column next to a workflow step. An input mask opens.
  3. Select automatic action in the Automatic Actions area.
  4. Disable or enable Wait for resume.
  5. Click Add. The action is displayed in a table.
  6. Save Workflow in the function bar.

Result: The automated action has been added to the work flow step.

Delete automated action

  1. Workflow Editor Click >Step.
  2. Create new workflow step in the function bar or in the Action column next to a workflow step. An input mask opens.
  3. Click button next to action in the Automatic Actions area. A security query appears.
  4. Click OK.
  5. Save Workflow in the function bar.

Result: The automated action has been deleted.

Notification settings

The notification settings allow to control automated emailing at transfers.

Notification option Description
Send notification at transfer At the transfer of this job, an email is sent to the workflow role assigned to this workflow step.
Send notification on job transfer

At the transferof this job, an email is sent from the workflow role assigned to this workflow step.

Note: When editing the first workflow step this option is hidden.

Change notification settings

  1. Workflow Editor Click > Step.
  2. Create new workflow step in the function bar or in the Action column next to a workflow step. An input mask opens.
  3. De-/activate: Send notification at transfer or Send confirmation at transfer.
  4. Click Save.
  5. Save Workflow in the function bar.

Result: Notification settings have been de-/activated.

Result: The automated action has been deleted.

Workflow-Routing

The work flow routing feature allows to define automated transitions to a defined workflow role. The automated transition can be triggered after predefined conditions have been met.

Condition

Description

No condition

Does not require any condition and will be executed directly.

Complete preallocation with ID-matches

If the target language segments were translated completely from TM matches the job will be automatically transfered to the configured workflow step.

Note: ID hits are not available on all instances.

Complete preallocation with memory

If the target language segments were translated completely from TM matches the job will be automatically transfered to the configured workflow step.

Complete preallocation through memory or ID hits

If the target language segments were translated completely from TM or textpool matches the job will be automatically transfered to the configured workflow step.

Note: ID hits are not available on all instances.

No user stored

If there was no user stored in the workflow step the job will be automatically transfered to the configured workflow step.

To target

The workflow step to which the job will be transfered if the condition was fulfilled.

Configuring workflow routing

  1. Workflow Editor Click > Step.
  2. Click in the Action column next to a workflow step. An input mask opens.
  3. Select condition in the field Automatic transfer on condition.
  4. Select workflow step in the To Target field.
  5. Click Add. The automatic transfer is displayed in a table.
  6. Click Save.
  7. Save Workflow in the function bar.

Result: The workflow routing has been added.

Deleting of workflow routing

  1. Workflow Editor Click > Step.
  2. Click in the Action column next to a workflow step. An input mask opens.
  3. Click next to an action in the Workflow Routing area. A security query appears.
  4. Click OK.
  5. Save Workflow in the function bar.

Result: The automated action has been deleted.

Transitions

Transfers are the transition from one workflow step to the next. If several workflow steps have been created, transfers are created automatically. To be able to return jobs, additional transfers must be created. QA checks (Quality Assurance) can be linked to the transition.

Description
  

Name

The name of the transition.

Source

The workflow step which transfers the job.

Target

The workflow step to which the job will be transfered.

Standard transfer

Sometimes it is possible to transfer a job to multiple workflow steps. Transitions which are marked as default transitions are preselected in the selection field in case of a transfer.

It is important to define to which work flow step the job should be transferred when using automated transitions. Transitions marked as standard transition will be executed as automated transitions. Should no transition be defined as default, a random valid transition will be executed. Automated transitions could be the transfer of several job languages or the transfer of a job performed by an external system via web service.

Language-specific

If checkbox is activated, a dropdown "Language-specific type" opens. Select the type of language-specific handover you want to add.

  • Additional handover (Additional handover option that will only be available for the selected target languages)
  • Additional standard handover (Additional standard handover that will only be available for the selected target languages)
  • Exclusive transfer (exclusive transfer option that deactivates other transfer options that may be available in the basic workflow for this step and the selected languages).

In the "Languages" selection field, select the target languages for which the transfers are to be applied.

Linguistic Quality Evaluation (LQE)

If the checkbox is activated, the dropdown for selecting the step to be evaluated becomes available.

Evaluation step

The step of the workflow that is to be evaluated is selected in the dropdown.

QA Checks

Prior to the transition the job will be verified by the configured QA checks. The result will be displayed to the user.

Note: For more information, see the QA Checks chapter.

Adding Transitions

  1. Click Workflow Editor > Transitions.
  2. Click Add transition in the toolbar. An input mask opens.
  3. Enter the name of the transition.
  4. Select the source of the transition. The target of the transition can now be selected.
  5. Select the target of the transition.
  6. It is also possible to define a transition as Default transition. QA-Checks will be added to the transitions later on.
  7. Click Save new transition.
  8. Save Workflow in the function bar.

Result: The transition has been added.

Add language-specific handover

It is possible to map language-specific workflows in ONTRAM. This is useful, for example, if your processes are basically designed in the same way, but there are minor differences in certain languages.

  1. Click on Workflow Editor > Transfers.
  2. Click on Add Handover in the toolbar. An input mask opens.
  3. Enter the name of the handover.
  4. Select the source of the submission. The destination of the submission can now be selected.
  5. Select the destination of the transfer.
  6. Optionally, you can define whether the handover is the standard handover. QA checks can only be added later.
  7. Activate the checkbox "Language-specific
  8. "Select "Language-specific type
  9. In the selection field, select the languages for which the handover option is to apply.
  10. Click Save new transfer.
  11. Click Save Workflow in the toolbar.

Result: The transfer has been added. In the Workflow Details view, the language-specific handovers are marked with the language code. Once language-specific handovers have been defined, a dropdown is available in the Overview view for the workflow graph. In this dropdown you can now select and view the language-specific workflows. It is also possible to view the basic workflow or a cumulated view.

Delete transition

  1. Click Workflow Editor > Transitions .
  2. on the right next to a transition.
  3. Save Workflow in the function bar.

Result: The transition is deleted.

Edit transition

  1. Click Workflow Editor > Transitions .
  2. in the Action column next to a transition. An input mask opens.
  3. Change settings of the transition.
  4. Click Save Changes.
  5. Save Workflow in the toolbar.

Result: The settings of the transition have been changed.

Activate/ Deactivate default transition

  1. Click Workflow Editor > Transitions .
  2. Add transition in the toolbar or in the Action column next to a transition. An input mask will open.
  3. Enable/disable default transfer.
  4. Click Save changes.
  5. Save Workflow in the toolbar.

Result: The transition has been activated/deactivated as default.

Adding QA checks

  1. Click Workflow Editor > Transitions .
  2. in the Action column next to a transition. An input mask opens.
  3. Select QA check.
  4. Click OK. The QA check is displayed in a table.
  5. Enable/disable the Error checkbox.
  6. Click Save Changes.
  7. Save Workflow in the toolbar.

Result: The QA Check has been added.

Delete QA Checks

  1. Click Workflow Editor > Transitions .
  2. in the Action column next to a transition. An input mask opens.
  3. button next to a QA check.
  4. Click Save Changes.
  5. Save Workflow in the toolbar.

Result: The QA check has been deleted.

Target Dates

Target dates may be assigned to workflow steps. These define when a work flow role needs to start or finish work.

A name and description of the target date can be specified. The description is displayed next to the name in several places in the system.

Description

Name

The name of the target date.

Description

The description for the target date. The description will be displayed together with the name in several places in the system.

The target date applies to the time for the transfer to this workflow step.

The type defines the exact time of the target date.

Type

Description

Start date

The target date applies to the time for the transfer to this workflow step.

End date

 The target date applies to the time for the transfer to the next workflow step.

Transfer date

 The target date applies to the time for the handover to the next workflow step.

With the function "Change target date and confirmation" the user can suggest new target dates or confirm them.

Note: Only after the workflow has been activated in the menu Administration > Workflow it is available in the system.

Adding target dates

  1. Workflow Editor > Click Target dates.
  2. Click Add New Target Date in the toolbar. An input mask opens.
  3. Enter name and optionally a description.
  4. Enter the type of the target date.
  5. Click Save.
  6. Save Workflow in the toolbar.

Result: The target date has been added and can now be assigned to a workflow transition.

Change Target dates

  1. Click Workflow Editor > Targetdates .
  2. in the Actions column next to a target date. An input mask opens.
  3. Change values of the target date.
  4. Click Save.
  5. Save Workflow in the toolbar.

Result: The target date has changed.

Delete target dates

  1. Click Workflow Editor > Target dates .
  2. next to a targetdate.
  3. Save Workflow in the toolbar.

Ergebnis: The target date has been deleted.

Assigning target dates to a workflow step

  1. Click Workflow Editor > Steps .
  2. in the Action column next to a workflow step. An input mask opens.
  3. Select a target date.
  4. Click Save.
  5. Save Workflow in the toolbar.

Result: The target date has been assigned to the workflow step.

Changing assignment of target dates to a workflow transition

  1. Click Workflow Editor > Transition .
  2. in the Target Dates column next to the target date to be changed.
  3. in the Action column next to a transfer. An input mask opens.
  4. Select a new target date.
  5. Click Save.
  6. Save Workflow in the toolbar.

Result: A new target date has been assigned to the workflow transition and the previous target date has been deleted.

Deleting assignment of target dates to a workflow transition

  1. Click Workflow Editor > Transitions .
  2. in the Target Dates column next to a target date.
  3. Save Workflow in the toolbar.

Result: The assignment of the target date has been deleted.

Assign target dates to a transition.

  1. Click Workflow Editor > Transitions .
  2. in the Action column next to a transition. An input mask opens.
  3. Select a target date.
  4. Click Save.
  5. Save Workflow in the toolbar.

Result: The target date has been changed.

Changing the assignment of target dates to a transition

  1. Click Workflow Editor > Transitions .
  2. in the Delivery Date column next to the target date to be changed.
  3. iClick in the Action column next to a transition. An input mask opens.
  4. Select a new target date.
  5. Click Save.
  6. Save Workflow in the toolbar.

Result: A new target date has been added to the transition. The old target date has been deleted.

Deleting the assignment of target dates to a transition

  1. Click Workflow Editor > Transitions .
  2. in the transfer Time column next to a target date.
  3. Save Workflow in the toolbar.

Result: The assignment of the target date has been deleted.