Creating a Workflow Template

When creating a workflow template, you will need to provide a profile name, select a project type, and define what work steps (job types) must be completed. You also have the option to assign the workflow to a specific client; however, please remember that it wll not be selectable for other clients projects. After a template has been created, it may either be: 

• Assigned to an existing or new client project.
• Configured as a workflow for the new order form.

To view and create workflow templates, you must first click on Settings located on the far right of the toolbar at the top of the screen.

Scroll down to the Project and Work Processes section of this screen. Then click on Configure to the right of the Workflow Templates option.

Then click on Add New in the upper right corner of the screen. 

The screen for creating your workflow template will appear as shown below: 

The following sections have been provided to help you complete the workflow template creation: 

Profile Name

Each template you create within the system must have a Profile Name. The name will be easier to identify if you use some sort of text to reflect what work is being done.

To make an entry, click on the text field, remove the current text, and then type in any desired name for the profile. In the example below, the template is for a Codyt Project where the required work is Translation, Revision, and Proofreading. 

Project

Next, you will need to select a project. Standard Projects is the default selection when creating a new workflow template, as shown below: 

If the template is to be used for a Codyt Project, you must click on the radial to the left of Codyt projects to change the current project type. The selected option will have a white dot with a blue background. 

Client

Wordbee Translator provides the option to select a specific client for the workflow template. It is an optional choice and if no client is selected, then the template will be an available selection for any client in the system.

To choose a specific client, click on the drop-down menu and click on the client you want to assign to the workflow template. In the example below, Tech World has been chosen:

Work Steps

The Work Steps section determines what types of jobs will be created and assigned for the project. This includes defining the actual workflow for the project, configuring a default assignment mode, and optionally entering hours or words/per day for automatic deadline calculation. 

Preset Workflows

On the left side of this section underneath Work Steps, you will see a clickable option titled Preset workflow. Here you may choose a pre-configured workflow for the template. 

By clicking on this option, you will be presented with several preset workflows that may be used to simplify the workflow template configuration process. Simply click on the desired workflow and the job types will be automatically appear in the configuration. 

In the example below, the Translation + Revision + Proofreading preset workflow has been chosen: 

Add Your Own Tasks

If you do not want to use a preset workflow or more tasks need to be added, another option is provided at the bottom of this section for manually adding tasks to the workflow. Just click on Add more tasks to begin making selections. 

Then click on the drop-down menu and choose the task you want to add to the current workflow. 

Once a selection has been made from the provided drop-down menu, you will see it on the screen as shown below. Then click on the Add Button to add it to the work steps for the template. 

The added task will appear at the bottom of the current workflow. You may add as many tasks as needed for the workflow template. 

Job Assignment Options

For each job in the designated workflow, you will need to define how it will be assigned. Manually assign all jobs is selected by default; however, if you click on the drop-down menu the following additional options are provided:

• Manually Assign All Jobs - Each step (job type) will be assigned manually in the system. 
• Automatically Propose Jobs to Groups of Suppliers - Jobs will automatically be proposed to all suppliers in one or more selected groups. 
• Automatically Crowd Source Jobs to Groups of Suppliers - Jobs will be automatically crowd sourced to all suppliers in one or more selected groups.
• Automatically Assign to Client Company - Jobs will be automatically assigned to the client company.

If the job type is set to be assigned manually, then the job will be created in the project, but you will have to go in and assign it to a supplier group, etc. Automatic options create the job and send it to the chosen supplier group or the client company without any additional steps.

When one of the alternative assignment modes is chosen, you will be able to change the supplier group for each job type and view the group details. 

If you click on Arrow Icon to the right of the current supplier group selection, then a page will open for viewing the supplier group's details.

Click on Edit List to view available supplier groups in the system and change what groups the job will be proposed to.

Place a checkmark to the right of each supplier group that should receive automatic job proposals. You may also enter a specific number of hours for delaying the proposal if needed. If the hours are set to 0, then the proposal will be sent immediately. Click on OK when finished.

You will see the supplier group information change after clicking on OK. For this example, the supplier group has been changed to My Translators and any supplier in this group will receive an automatic job proposal. 

An option is also provided to allow the client to view the progress of an order. By default the option is disabled and you will need to click on the checkbox next to this option for each work step. If it is checked for a job type, then the client will be able to view progess for that task.

Deadline Calculation 

You can also configure how the system will defined the delivery dates for each task in your workflow.

From capacity and word counts

This information is then used to automatically calculate a deadline based on the total number of words and what each assigned person or supplier is able to handle. Capacity values and lead time are defined at task level.

This information is displayed in the upper part of the template. 

If the calculation needs to be based on hours, simply click on the top field or use the increment/decrement buttons to configure the total number of daily hours. In the example below, it is 6 hours. 

If you want to define in a separate field with the time needed to start working on the task (timelapse between the job proposal and the actual "start work!"), you can define this value in the part above and then define the capacity below.

The capacity value will propose a deadline based on words per day. This information is defined in the bottom field. In the example above, the translator is able to handle 1000 words per day. 

Additionaly, the average response time and speed section can consist of any combination of hourly and words/day configurations as each task has its own settings. For example, the translation deadline could be configured to calculate off of words/day while the revision or proofreading tasks might be hourly. 

From project deadline

You can also calculate your job deadlines based on the actual project deadline. For this, you can select one of the values proposed in the dropdown list for each task in your workflow template.

Cost Calculation

Additonal options are provided at the bottom of the configuration to determine how costs are calculated for the jobs in the workflow template. 

• Jobs Assigned Manually - Cost is automatically calculated when the job is assigned to a supplier. If disabled, then a quote will not be generated upon job assignment.
  
  
• Jobs Proposed to Supplier Group - Cost is automatically calculated when the job opening is picked up by a supplier. if disabled, then a quote will not be generated. 
  
  
• Crowd Sourced Work - When disabled, costing is supported and costs are calculated. However, costing is not supported when enabled (checked). 
  
  
• Automatically create and manage supplier invoices - When enabled the system automatically creates and attaches the invoice upon job acceptance. When accepted, the invoice status is set to 'Quote accepted' and upon job completion, the invoice status is set to 'Invoice Draft'. If at this stage no invoice exists it is created and if the job is 'Cancelled', the invoice status is set to 'Cancelled'

Workflow completion

This section allows you to configure the level of automation that you want for your projects. Note that the following operations can be triggered for a workflow (file) when the last job in this workflow is completed. This includes:

•  The automatic creation of deliverables upon workflow completion: when the last job in a workflow is completed, the system creates the translated file (deliverable) and saves it to the project library. This removes the need for manually creating the file, for example from the translation editor. This operation runs in the background and is not "visible" to the user when changing the job status: It runs a few seconds later and in the background.

The automatic consolidation of translations (= project memory) to master memory upon workflow completion: when the last job in a workflow is completed, the system consolidates the translations to the master memory configured in the project. All translations are consolidated and the process uses the system default consolidation settings: It excludes (a) untranslated text, (b) text where source equals target, (c) translations flagged in red status. This operation runs in the background and is not "visible" to the user when changing the job status: It runs a few seconds later and in the background.

Workflow completion

• The automatic delivery of client files via the client order upon workflow completion (this option is available only if you have Wordbee Client Portal): when the last job in a workflow is completed, the system copies the translated file to a client order if such an order exists for the project. You can also have the system create the deliverable automatically, see option above. This operation runs in the background and is not "visible" to the user when changing the job status: It runs a few seconds later and in the background.

Status changes

The following project and order status changes can be triggered automatically whenever all workflows in a project are completed.

Note that the second option is only available if you have the Wordbee Client Portal option.

Once everything has been configured, you will need to click on OK in the upper right corner of the screen. This will add the configured workflow template to the system. 

The template will then appear in the list as shown below and is now an available selection for client projects or when configuring project workflow in the New Order Form.

If the template is assigned to a specific client, then the clients name will appear to the right of the profile name. Otherwise, it will display (Any client).