A workflow is a step-by-step procedure necessary to complete a given service. In the workflow, you can select jobs and define their sequence, like following translation with proofreading.

I. Add a task workflow definition

1. Sign in to the XTRF Home Portal.

2. Go to the Configuration menu > Projects and Quotes > Workflow Definitions (Classic).

3. Click the Add button on the top of the Workflow Definitions table. You will be directed to the Add Workflow Definition page.
   
   

   Open

   

    

4. Select the workflow Type - a task or a project workflow.
   Note: We recommend using task workflows, as they tend to work more smoothly than project workflows.

5. Provide a Name for the new workflow.

6. Provide a Description that will help to locate the correct workflow.

7. Decide whether the workflow should be Active and thus selectable in projects.

8. Decide whether the workflow should be a Preferred Item and appear on top of the workflow drop-down lists.

9. Decide whether the workflow should be a Default one and thus selectable by default in new projects.

10. Click the Save button. You will be directed to the newly created workflow page, where you can proceed with editing the workflow.

II. Add a workflow job

1. Go to the Workflow Graph tab.
   
   

   Open

   

    

2. Click one of the icons to add a job to the Quote Jobs or Project Jobs card. A Workflow Job pop-up window will appear.

3. In the Main Settings tab:

    

   1. Select the Job Type from the drop-down list.

   2. Check or change the job Name.
      Note: 1. The job name will be visible to your clients and vendors. 2. The job name has to be unique. If you want to create more than one workflow job for the same job type, you need to differentiate the names in your project workflow, for example, translation and translation review.

   3. Select the Default Vendor:

      1. None to be able to select the vendor later.

      2. Vendor (Price Profile) to select a certain vendor. The Select button will appear. Click on it to open the Select vendor price profile pop-up window.
         Note: This pop-up shows the vendor’s different price profiles. To display the vendor’s rates, select the job type, languages, specialization, and calculation unit in the filters on the left and click the Search button. To learn more about price profiles, see the Vendor profile - Competencies and rates tab article.

      3. Automatic action to mark this job as an automatic one. Select the desired action from the drop-down list. To learn more about automatic actions, see the Projects and Quotes - Automatic Actions (Classic) article.

      4. Current PM to assign the task’s PM to this job.

4. Click the Save button. The Workflow Job pop-up window closes. The newly created job in your project workflow definition is now visible in your workflow graph.

5. Click the Save button at the bottom of your Workflow Definition display. You have created a Task Workflow which you can apply to your project process.