A workflow is the sequence of steps a file moves through on its way to delivery — Translation, Review, DTP, or any custom step your account defines. This article is the how-to for the admin screens that build that sequence: creating and ordering account-wide workflow steps, setting up file-extension recommendation rules so the right steps get pre-selected on upload, and layering Organizational Unit-level overrides on top. For what a workflow step actually is and why the catalog is fully customizable per account, see Understanding Steps in wxrks Workflows first if you're new to the concept — this article assumes you already know what a step is and focuses on configuring one.
​

💡 Who is this for? This guide is for Account Admins who need to configure account-wide workflow steps, file-extension recommendation rules, and Organizational Unit-level workflow overrides within the wxrks platform.

Account-wide workflow configuration lives in one place:
​

The page has two tabs: Workflows, where you create, edit, reorder, and archive the account's workflow steps, and Workflow file based, where you set up the rules that suggest workflow steps for an uploaded file based on its extension.

The Workflows tab shows every step in your account's catalog on the left, and a Step details panel on the right for whichever step is selected.
​

Use the All, Active, and Archived filter buttons above the list to switch what you're viewing. Select any row to load that step into the Step details panel on the right.

Click Add step, fill in the new step's details, and click Save step (or Discard to back out without saving).
​

Field and switch behavior:

Drag a step by the handle on the left of its row to reorder it, or set an exact Sequence placement number as described above — either way, click Save order to confirm, or Reset order to discard an unsaved drag. Reordering only works in the Active filter; switch to Archived or All and the list is shown for reference only.
​

wxrks never deletes a workflow step outright. Select a step and click Remove step (or use its row's action menu) to archive it — it disappears from active selectors and recommendations, but historical projects that already reference it keep working. To bring it back, switch to Archived or All, select the step, and click Restore step.

A recommendation rule set maps file extensions to workflow steps, so wxrks can pre-select the right steps the moment a file is uploaded, without changing the account's workflow sequence itself. Open the Workflow file based tab from the same Settings > Translation Settings > Workflows screen.
​

The Rule Sets list on the left shows every rule set you've created and whether it's Active or Inactive. Only one rule set can be active at a time — turning on Active rule set for one automatically deactivates whichever was active before. Selecting a rule set opens its editor: give it a Name, then for each workflow step row, use the Extensions dropdown to choose which uploaded file extensions should recommend that workflow step. The Count column shows how many extensions are currently mapped to each workflow step. Click New rule set to start another one, Save to keep your changes, Delete to remove a rule set, or Refresh if another admin may have changed the rule sets while you were on the page.
​

A file can match more than one workflow step's extensions — for example, mapping both Translation and DTP to PPTX means a PPTX upload gets both recommended.

When wxrks recommends workflow steps for an uploaded file, it checks in this order:
​

The rule sets apply only when no default Workflow is set. Either way, a recommendation only pre-selects a starting point — a Project Manager can still adjust the workflow steps for any file during project creation.

An Organizational Unit can layer its own workflow behavior on top of the account-wide catalog, without changing that catalog for every other Unit. Open the Unit from Organizations > Organizational Units, then its Workflows tab.
​

The Workflows Settings panel lists the account's workflow steps with a Zen Mode switch for each, so this Unit can override a step — such as turning Zen Mode off for one workflow step while it stays on for the rest of the account — using the same switch shown in Step details above. Most Units never need an override.
​

The Workflow file based panel manages this Unit's own rule sets, using the exact same editor as the account-level Workflow file based tab above (Name, Active rule set toggle, Workflow-to-Extensions table). Click New rule set, name it, and build its extension mappings the same way. A rule set is created independently for the Unit — it doesn't start as a copy of the account's rule set. When this Unit has an active rule set, it takes priority over the account's rule set for every project created under it, per the priority order above.

Workflow steps and recommendations are configured here, then consumed in two places:

After files are uploaded, the project wizard's Workflows step pre-selects a workflow for each file using the priority order above, and the Project Manager can adjust it by hand before creating the project. See How to create a translation project in wxrks for that full walkthrough — this article only covers where the recommendation itself comes from.

Workflow steps can still be added to a project after it's created, as long as it's still in Draft. Open the project and go to its Files tab.
​

The left rail lists every workflow step already in use on this project; selecting one shows its assigned files on the right. From here:
​

Clicking + Add step opens an Add new workflows dialog — pick one or more steps from the dropdown and click Add.
​