Workflow represents a life cycle of a document in translation process. In other words, it is a sequence of consecutive steps which lead to a desired output. You can think of each workflow step as a sub-project of sorts, since each workflow step is to some extent independent.
Workflow steps have a hierarchical structure, which is determined by their order in the Workflow Steps Setup. Whenever a segment is confirmed in a workflow step, it is propagated to a higher workflow step where its status is unconfirmed. As long as it remains unconfirmed and unedited, any changes to that segment will continue to be propagated from the lower workflow step. However, once the segment is edited or confirmed in the higher workflow step, changes from the lower workflow step will cease to be propagated.
For example: A translator can modify a segment as many time he/she wants and the last version will get propagated to the revision workflow step. However, as soon as a reviser makes an edit in a specific segment, any further changes to that specific segment from a translator will not get propagated. To be precise, the translator will still be able to make changes to the segment but the changes will not be visible to the reviewer in the higher workflow step.
Memsource deliberately does not directly support different attributes of the linguist role, such as translator, proofreader, editor, checker... The workflow feature makes it possible to design your own workflow steps and then assign specific linguists to them. In this way, each linguist will be assigned a specific task in a project (translation, proofreading, editing, checking...) and this also determines their role in the project. This role is recorded in the linguist user's profile and the next time a project manager is in the process of assigning linguists to a job, the linguists who were used for a specific workflow step previously will be offered as relevant.
In Memsource, Workflow is supported from the Team edition up. If a project is shared with a Vendor, Workflow steps are preserved according to Project settings.
The definition of workflow steps is entirely arbitrary, although the default workflow steps (in newly created accounts) are:
- Client Review
You can add new workflow steps or edit existing ones. Currently, a project can have up to 15 workflow steps.
To create a new workflow step, go to Setup -> Workflow Steps -> New.
To use Workflow in a project, go to Workflow section in Project Settings.
Workflow steps can be added, but they cannot be removed. Only workflow steps with higher hierarchical order can be added to project with existing workflow steps. For example, if you accidentally create a project with the Revision step, you can later add the Client Review step, but you won’t be able to add the Translation step.
Assigning Jobs in Workflow Steps
Once you activate all desired workflow steps for your project (i.e. Translation, Revision, Client Review), 3 versions of your files will live in your project: Translation version, Revision version and Client’s Review version. You will be able to assign linguists who will take care of translation and other linguists who will take care of revision. The final step can be assigned to a Client with Linguist or Guest user rights. You could even assign different translation memories to each workflow step. You can split a file in the translation workflow step but leave it whole in the following workflow steps or split it in all workflow steps.
Assigning TMs in Workflow Steps
When selecting TMs for projects with workflow, the user can decide whether the same translation memories should be selected for all of the project's workflow steps, or whether each workflow step should have its own TM setup.
When you assign job in the first workflow step, you can manually notify the linguist by email (using Tools > Email... menu) or you can tick Notify linguists when importing the job to that project.
However linguists assigned in higher steps will be Automatically notified the moment the job in lower step is set to "Completed". In this way, proofreader can start to work immediately after the translation is completed in the lower step.
Sometimes when working with a tight deadline, it is desirable to start a Revision even before Translation was completed. Memsource Workflow allows such procedure, however, it is necessary to proceed with caution.
If a job has not been completed in the preceding workflow step, the indicator of segments confirmed will be red and if you hover your mouse over it, a warning message will appear ("Preceding workflow step not completed"). You can tell by the segment status in Memsource editor whether a segment was confirmed or remained not confirmed in the preceding workflow step.
However, the reviser can ignore the warning and go ahead with the revision. In this case, it is crucial to work only with segments confirmed by the translator. If the reviser changes a segment Not Confirmed in the preceding workflow (Translation), changes by the translator will not be propagated to the Revision step afterward. To ensure the reviser will work only on segments Confirmed in the preceding step, he/she can select (under File - Preferences) to jump to the "Next segment confirmed in the preceding workflow step" after confirming a segment.
It is also important to understand how workflow steps interact. Workflow steps have a hierarchical relationship. Because revision is above translation as a workflow step, it has the following consequences:
- Edits get pushed from a lower workflow step (e.g. translation) to a higher workflow step (e.g. revision)
- As soon as a segment gets edited in a higher workflow step, it cannot be overwritten anymore from a lower workflow step (even though the translator can continue editing and the segment is not "locked" for the translator).
Another possibility, and a safer approach, for simultaneous translating and revising, would be splitting a file into smaller parts in all workflow steps. A reviser would start only after a certain part would be Completed by Linguist.
Canceling a job in a workflow
Setting the job status to Cancelled will automatically set the same status to all the workflow steps of the same job. Please use this option with caution.
Higher to Lower Workflow step propagation
1. Translation – hierarchical order 10
2. Revision – hierarchical order 20
3. Translator's revision – hierarchical order 30
A translator will be assigned to Workflow steps no. 1 and 3. With this setup, the revision goes "back" to the translator in a way. In the third step, he will be able to see reviser’s comments and corrections he would not see in his/her initial step.