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For a description of the three left-hand panels, click here: Main Data - Project.

The Workflow Graph tab illustrates the procedure in which the selected task will be executed. Here you can modify and create jobs to be performed for this task. You can upload files which are to be used by the vendors and download the ready files, as well.

This tab is also where you can manually configure the workflow in such a way that the procedure itself is further automated. For example, you can select to have the system automatically begin and close jobs or send a notification to the client that the task's files are available from the Customer Portal or the FTP server, depending on the client's rights.

Workflow Graph
Workflow Job Bar

The Workflow Job Bar lists all the jobs included in the workflow and their exact order of execution. Here you can create or modify workflow jobs.

Click to create and add a job to the workflow.

When you click on this, a new window appears. For a description of the window, click here: Workflow Job.

The specific  you click on determines the exact placement of the job in the workflow. For example, a workflow has two jobs: translation and DTP. A project manager wants to add another job to the workflow and clicks  on the right-hand side of the translation box. The new job then will be placed directly after the translation job and before the DTP job. 

The workflow job display.

When you click on the box, a new window appears. For a description of the window, click here: Workflow Job .

Task Input Panel

The Task Input Panel provides an overview of the bundles and input files used for this task. From this panel you can also manually upload this task's input files and assign them to a specific bundle.  

The Bundles list contains the file groupings used in this task. For example, a task has two translation jobs with two different translators. Translator 1 will translate Document A, and Translator 2 will translate Document B. Because both documents do not need to be sent to the translators, the project manager creates two bundles: Files for Translator 1 and Files for Translator 2 and uploads the files to their correct bundle. Now Translator 1 will only receive Document A, and Translator 2 will only receive Document B.  

The list displays all the bundles which are included in the task. To see the path of a bundle in this workflow, select the bundle in the list. The arrows and the jobs which will receive this file are highlighted:

 

 

 There are two ways to create a bundle:

  • In Workflow Directories, select the Bundles folder. Click  and in the drop-down menu, select Create Bundle. A new window appears. For a description of the Bundles section, click here: Bundles.
  • In Workflow Directories, select an Input Files folder of a job which contains a file. Select the file and click . In the drop-down menu, select Move to Bundle and then select Create New. A new window appears.
The window for creating a bundle is the same for both methods. For a description of the window, click here: Create Bundle Window.

The Files list is where you upload all the input files which are necessary for undertaking this task's jobs. When uploading the files, you also specify the file category (e.g. a work or log file) and assign the file to a specific bundle included in this task.  

The list displays which input files are included at the start of this task. To see the path of a file in this workflow, select a file in the list. The arrows and the jobs which will receive this file are highlighted:

Click to manually upload a file to a Output Files directory.

When you click on this, a window appears. For a description of the window, go to the Upload File Pop-up Window article.

When you first paste the files directly into the correct XTRF directories and then click this button , the files will appear in the Input Files folder.
Job Panel

The Job Panel contains the basic information of an individual job, as well as various actions which can be performed on this job. From this panel, you can assign a vendor and change the path of a bundle so that it's files are either accessible or inaccessible for this job.       

The current state of the job.

    • To transition to the previous job status, click Transition Back .
    • To transition to the next job status, click Transition Forward.
The job statuses are:

The job has not started yet.

The request notifications for this job were sent to the vendors, and the project manager is awaiting their responses.

The vendor agreed to perform the assigned job.
The job was undertaken by the responsible individual and is still in progress.
The job was completed by the responsible individual.

The job was voided by the project manager and is no longer needed for the task.

Click to manually assign a vendor to this job.

When you click on this, a new window appears. For a description of the window, click here: Job Window.

Click to edit the bundle assignment to this job.

When you click on this, a new window appears. For a description of the window, click here: Bundles Assignment.

If you have deselected the Notify Vendor when Job is Started tickbox on the Notifications tab in the Workflow Job window, you can click on this icon to edit and manually send the email which includes information about undertaking the assigned job.

When you click on the button, a new window appears. For a description of the window, click here: E-mail Test Window.

Notes from Provider Icon

When a vendor finishes a job and uploads it to his/her partner zone, the vendor has the option to submit a note about the finished job.

Click to read the vendor's note.

Click to edit a given job.

When you click on this, a new window appears. For a description of the window, click here: Main Data - Job - Project Task.

Click to delete a given job.
Task Output
The Task Output Panel contains actions related to the task's ready files. Here you can perform such actions as selecting to have the system automatically send a notification to the client that the task's files are available, upload the ready file or click one button to accept all the files listed in the Output Files folder. 
Notify Client

After the files have been accepted, the system can automatically notify the client that the files are ready.

Select to have the system automatically notify the client about the completed finished files.

If you have deselected Notify Client in the Task Output panel, you can click on this icon to edit and manually send the email which includes information about how the client can download the ready files .

When you click on the button, a new window appears. For a description of the window, click here: E-mail Test Window.

Click to manually upload the ready file to the Output Files folder.

When you click on this, a new window appears. For a description of the window, go to the Upload File Pop-up Window article.

When you paste the files directly into the Ready Directory for this task on the FTP server and then click this button, the files will appear in the Output Files folder.

Click to accept all the files listed in the Output Files folder.

After you have sent the receivables and payables and accepted all the ready files, the task closes.

Click to begin the workflow for this task.

Click to add another job to the workflow.

When you click on this, a new window appears. For a description of the window, click here: Create Job - Project Task.

Workflow Directories

This section provides of an overview of the various file category directories for this specific task.

You cannot modify the directories here.

Work File DirectoryThe directory for the work files for this task on the FTP server.
Reference DirectoryThe directory for the reference files for this task on the FTP server.
Terminology DirectoryThe directory for the terminology files for this task on the FTP server.
TM DirectoryThe directory for the TM files for this task on the FTP server.
Log DirectoryThe directory for the log files for this task on the FTP server.
Ready DirectoryThe directory for the ready files for this on the FTP server.
Folder Tree
Directory Tree

The Folder Tree contains all of this task's folders. Here you can review and manage the content of each folder. You can also manually upload the vendor's finished file to the Output File folder and depending on if the file's bundle is in strict mode, match the ready file to its corresponding input file.  

  • To view the content of a folder and be able to perform such actions as downloading or uploading files, click on a folder in the left-hand column. The content of the folder appears in the right-hand column.
  • To move a file to a new bundle, drag and drop the file into the Output Files folder. A drop-down menu appears. Select the bundle which the file will be moved to or create a new bundle for the file. When you select "Create New", a new window appears. For a description of the window, click here: Create Bundle Window.
    • When dragging and dropping files, icons appear which signify whether or not the action can be performed. The two icons are:
      • Copy Confirmation – the file can be copied to this location.
      • Location Error– the file cannot be copied to this location.
  • To copy an input file to the Output Files folder, drag and drop the file into the Output Files folder. In the drop-down menu, select "Copy". The file now appears in the Output Files folder.
  • If the bundle which contains the output file is in strict mode, you will need to match the uploaded output file to its corresponding input file.

    • An input file marked withUnmatched Filemust be matched to its corresponding output file. To match files, do the following:
      • Upload or copy the file to the Output Files folder.
      • In the Matching column, click on the drop-down list in the row of the desired file. In the drop-down list, select the input file which this output file matches.

Input Files
Input Files

The Input Files folder is where you can upload and review the files to be used for this task. The subfolders are arranged by file categories.  

Click to perform actions on a selected entity.

To do, select the desired entity and then click on the button. A drop-down menu appears.

 Click here for a description of the Selection actions...
The Selection drop-down menu contains actions which can be performed on entities in the Input Files folder.
Open in FTP

To open the selected file in the FTP server.

When you select this, a new browser with the FTP server appears.

This action is not available for multiple selected entities.

Download as ZIP

To download the selected folder as a zip file.

Download

To download the selected file.

This action is not available for folders and multiple selected files.

RefreshTo update a selected entity.

Click to perform directory related actions.

To perform an action on a selected directory, click on the button. A drop-down menu appears.

 Click here for a description of the Folder actions...
The Folder drop-down menu contains actions which can be performed on the Input Files folder.
Open in FTP

To open the selected folder in the FTP server.

When you select this, a new browser with the FTP server appears.

This action is not available for multiple selected folders.

Download as ZIPTo download the selected folder as a zip file.
RefreshTo update the selected folder.

Click to manually upload a file to a file category directory.

When you click on this, a window appears. For a description of the window, go to the Upload File Pop-up Window article.

This button only appears when you have selected a file category directory.

Click to modify how entities will be displayed in the folder according to your preferences.

When you click on the button, a window appears. For a description of the window, click here: Customize Window.

To move up a level in the folder structure.
Bundles  

The Bundles folder is where you can create and manage the bundles used for this task. The subfolders are categorised by the specific bundle. 

Click to perform actions on a selected bundle.

To perform an action on a given bundle, select the desired entity and then click on the button. A drop-down menu appears.

 Click here for a description of the Selection actions...
The    Selection    drop-down menu contains actions which can be performed on this task's bundles .
Download as ZIPTo download the selected bundle or bundles as a zip file.
Create Bundle

To create a new bundle.

When you select this, a new window appears. For a description of the window, click here: Create Bundle Window.

Edit Bundle

To modify an existing bundle.

When you select this, a new window appears. For a description of the window, click here: Edit Bundle Window.

Delete BundleTo permanently remove the selected bundle from the Task.
RefreshTo update the selected bundle.

Click to perform directory related actions.

To perform an action on the selected bundle directory , click on the button. A drop-down menu appears.

 Click here for a description of the Folder actions...
The  Folder drop-down menu contains actions which can be performed on the Input Files folder
Download as ZIPTo download the selected bundle as a zip file.
Create Bundle

To create a new bundle.

When you select this, a new window appears. For a description of the window, click here: Create Bundle Window.

RefreshTo update the selected bundle.

Click to modify how entities will be displayed in the folder according to your preferences.

When you click on the button, a window appears. For a description of the window, click here: Customise Window.

To move up a level in the folder structure.
Output Files

The Output Files folder is where you can upload, review, accept and depending on the configuration of the task's bundles, match the finish files for this task.  

Click to perform actions on a selected entity.

To perform an action on a given entity, select the desired entity and then click on the button. A drop-down menu appears.

 Click here for a description of the Selection actions...
The  Selection  drop-down menu contains actions which can be performed on entities in the Output Files folder.
Open in FTP

To open the selected file in the FTP server.

When selected, a new browser with the FTP server appears.

Synchronize

When you first paste the files directly into this job's correct directories and then select this, the files will appear in the   Output Files folder.

  • This action is not performed on a selected file; however, you still must select a file to access this action.
  • This action is not available for multiple selected files.  


Download as ZIPTo download the selected file or files as a zip file.
Download

To download the selected file.

This action is not available for multiple selected files.


Upload

To upload a file the selected directory in the Output Files folder.

When you select this, a new window appears. For a description of the window, go to the Upload File Pop-up Window article.

This action is not available for multiple selected files.


RenameTo change the name of the Output file.
DeleteTo remove the selected file from the Output Files folder.
RefreshTo update the selected entity.

Click to perform directory related actions.

To perform an action on a selected directory, click on the button. A drop-down menu appears.

 Click here for a description of the Folder actions...
The  Folder drop-down menu contains actions which can be performed on the Output Files folder.
Open in FTP

To open the Output Files folder in the FTP server.

When selected, a new browser with the FTP server appears

SynchronizeWhen you first paste the files directly into this job's correct directories and then select this, the files will appear in the Output Files folder.
Download as ZIPTo download the Output Files folder as a zip file.
Upload

To upload a file to the Output Files folder.

When you select this, a new window appears. For a description of the window, go to the Upload File Pop-up Window article.

Delete

To delete all uploaded files in the Output Files folder.

This action does not delete the input file which must be matched.


Create Directory

To create a subdirectory for the Output Files folder.

When you select this, a new window opens. Enter a name for the new subdirectory and click OK.

RefreshTo update the Output Files folder.

Click to manually upload a file to a Output Files directory.

When you click on this, a window appears. For a description of the window, go to the Upload File Pop-up Window article.

Click to modify how entities will be displayed in the folder according to your preferences.

When you click on the button, a window appears. For a description of the window, click here: Customize Window.

To move up a level in the folder structure.
 
Click to modify.
Click to apply modifications.
Click to terminate the modification process.