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Managing Your Custom Workflows

This article will cover the usage of Workflows on project files within the wxrks platform.

1. Overview
​2. Open workflow settings

3. Manage account workflow settings

4. Configure account workflow recommendations

5. Configure org-unit workflow behavior

6. Use workflows when creating a project

7. Manage workflows on a draft project

1. Overview

This guide explains how to manage workflow steps, workflow recommendations, and workflow-related settings in wxrks.

Use it if you are an admin configuring the account workflow sequence, deciding which workflows are suggested for each file type, or managing how workflows appear in projects, vendor settings, and rate settings.

Who can manage workflows

Workflow management is intended for account administrators and system administrators. Some project-level workflow actions are available only while a project is still in Draft.

If you cannot see the screens or actions described here, your user may be missing the required permission for workflow settings, org unit settings, user settings, or rate settings.

Key concepts

Concept

What it means

Workflow step

A step in the project lifecycle, such as Translation, Review, QA, DTP, or a custom step for your account.

Sequence

The global order of active workflow steps. Projects can use a subset of the workflow list, and selected steps follow this order.

Active workflow

A workflow that is available in selectors and recommendations.

Archived workflow

A workflow that was removed from active use but is kept for historical project compatibility.

Display name

The name users see in the UI.

Code

The workflow API identifier. It is normalized to uppercase with separators, for example LEGAL_REVIEW. It cannot be changed after creation.

UUID

The internal unique workflow identifier. Use it when support or integrations require a stable workflow reference.

Editor Enabled

Allows the workflow to be used in the Editor. The first Editor Enabled workflow is used as the default editor/translation-like step.

Zen Mode

Allows a focused editor mode for the workflow. Org units can override this behavior.

Quote Automation

Allows quote/task automation to include the workflow when the account automation rules allow it.

Workflow Recommendations

Rule sets that suggest workflows for uploaded files based on file extensions.

2. Open workflow settings

  1. Go to Settings.

  2. Open Translation Settings.

  3. Select Workflows.

The page has two main tabs:

  • Workflows: create, edit, reorder, archive, and restore workflow steps.

  • Recommendations: configure which workflows are recommended for each uploaded file extension.

3. Manage account workflow steps

Open the Workflows tab to manage the account-level workflow sequence.

View active, archived, or all workflows

Use the filter buttons at the top of the workflow list:

  • Active: shows workflows currently available for new use.

  • Archived: shows workflows removed from active use.

  • All: shows both active and archived workflows.

Select a workflow row to open its details on the right.

Add a workflow step

  1. Click Add Workflow or Add step.

  2. Enter a Display name.

  3. Review the auto-generated Code.

  4. Set the Sequence placement.

  5. Add an optional Description.

  6. Configure the workflow switches.

  7. Click Save step.

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Important field behavior:

  • Display name is what users see in workflow lists.

  • Code is the API/integration identifier. It is automatically normalized to uppercase. For example, Legal Review becomes LEGAL_REVIEW.

  • Code is editable only while creating the workflow. After the workflow is saved, the code becomes read-only to keep historical references stable.

  • Sequence placement sets where the workflow belongs in the global order.

  • Description is optional and helps admins understand the workflow purpose.

Switch behavior:

  • Active makes the workflow available for new use.

  • Editor Enabled allows the workflow to open in the Editor.

  • Zen Mode makes the workflow eligible for focused editor mode.

  • Quote Automation allows quote/task automation to include the workflow when automation is enabled for the project.

Edit a workflow step

  1. Select a workflow in the list.

  2. Update the fields in Step details.

  3. Click Save step.

Use Discard to revert unsaved changes before selecting another workflow or adding a new one.

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Copy workflow identifiers

You can copy two identifiers from the workflow management UI:

  • Click UUID in the workflow row to copy the workflow UUID.

  • Click the copy button in the Code field, or choose Copy workflow code from the workflow action menu.

Use the UUID or code when configuring integrations, support requests, imports, exports, or API-based workflow references.

Reorder workflows

  1. Stay in the Active filter. Reordering is available only in the Active view.

  2. Drag workflows by the handle on the left side of each row.

  3. Review the new order.

  4. Click Save order.

Use Reset order if you want to discard the draft order before saving.

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Critical behavior:

  • The global workflow sequence controls the order in which selected workflows appear in new project and file selectors.

  • A project can still use only a subset of workflows.

  • The selected project workflows are ordered by the account sequence.

  • Existing historical project data remains compatible when the sequence changes.

Archive or restore a workflow

wxrks uses non-destructive workflow removal.

To archive a workflow:

  1. Select the workflow.

  2. Click Remove step, or use the workflow row action menu.

  3. Confirm the removal.

To restore a workflow:

  1. Switch to Archived or All.

  2. Select the archived workflow.

  3. Click Restore step.

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Archived workflows are removed from active selectors and recommendations, but historical projects can still display and use their existing workflow references.

4. Configure account workflow recommendations

Workflow recommendations suggest which workflows should be used for uploaded files based on file extension.

Open the Recommendations tab from Settings > Translation Settings > Workflows.

How recommendation priority works

When wxrks recommends workflows for uploaded files, it checks rules in this order:

  1. Active org-unit recommendation rule set for the selected org unit.

  2. Active account recommendation rule set.

  3. wxrks default workflow inference by file type.

Only one rule set should be active for a given scope. When a rule set is activated, the previous active rule set for that scope is deactivated.

Recommendation rule sets do not change the global workflow sequence. They only decide which workflows are preselected for files during project creation or file upload.

Create an account recommendation rule set

  1. Open the Recommendations tab.

  2. Click New rule set.

  3. Enter a Rule set name.

  4. Click Create.

  5. Select the new rule set in the left panel.

  6. Turn on Active rule set if this rule should be used.

  7. For each workflow, choose the file extensions that should recommend that workflow.

  8. Click Save.

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Example:

Workflow

Extensions

Translation

DOCX, XLSX, HTML, XML

DTP

IDML, PDF, PPTX

Subtitling

SRT, VTT

QA

XLIFF, XLF

When a user uploads a PPTX, the rule set can recommend both Translation and DTP if both workflows include PPTX.

Edit or delete a rule set

To edit:

  1. Select the rule set.

  2. Update the name, active status, or extension mappings.

  3. Click Save.

To delete:

  1. Select the rule set.

  2. Click Delete.

  3. Confirm the deletion.

Use Refresh if another admin changed the rule sets while you were on the page.

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5. Configure org-unit workflow behavior

Org units can have workflow-specific behavior without changing the account workflow sequence.

Open the org unit and go to its Workflows or Recommendation Settings area.

Override Zen Mode for an org unit

If you have permission to manage org-unit workflow settings:

  1. Open the org unit workflow settings.

  2. Find the workflow in the workflow list.

  3. Use the Zen Mode switch for that workflow.

The org-unit switch overrides the account-level Zen Mode setting for that org unit.

Configure org-unit recommendations

Org-unit recommendations use the same rule-set editor as account recommendations.

  1. Open the org unit workflow settings.

  2. In the Recommendations card, click New rule set.

  3. Name the rule set.

  4. Select the rule set.

  5. Turn on Active rule set.

  6. Map file extensions to workflows.

  7. Click Save.

If an account rule set appears as Account or inherited, it is read-only at the org-unit level. Use Create copy to create an editable org-unit copy.

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6. Use workflows when creating a project

Workflow recommendations appear during project creation after files are uploaded.

  1. Start a new project.

  2. Complete the project configuration.

  3. Upload files.

  4. Continue to the Workflows step.

  5. Review the recommended workflows for each file.

  6. Adjust target languages or workflows if needed.

  7. Create the project.

Important behavior:

  • wxrks preselects workflows using the active org-unit rule set, then the active account rule set, then default file-type logic.

  • Users can manually adjust the selected workflows before creating work units.

  • Selected workflow tags are sorted by the account workflow sequence, even if the user selects them in another order.

  • Every file must have at least one target language and at least one workflow before the project can be created.

Bulk update workflows during project creation

In the Workflows step:

  1. Select one or more files using the checkboxes.

  2. Click Edit.

  3. Add or remove target languages and workflows.

  4. Save the bulk update.

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7. Manage workflows on a draft project

Open a project and go to its files/workflows area.

View current project workflows

The Current workflows card shows the workflows currently assigned to the project in order.

Each workflow card lists the files and target languages associated with that workflow.

Add workflows to a draft project

Workflows can be added only while the project is in Draft.

  1. In Add new workflows, select one or more workflows.

  2. Click Add.

Add new files to a project and assign workflows

  1. Click Upload Files.

  2. Select files from your computer.

  3. Continue to the workflow selection step.

  4. Choose target languages and workflows for each file.

  5. Click Add Files.

Add existing project files to a workflow

Use this when a file already exists in the project but is not assigned to a specific workflow.

  1. Open the workflow card.

  2. Click Add Files to this Workflow.

  3. Select existing files.

  4. Continue.

  5. Choose target languages.

  6. Click Add Files.

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