Advanced Workflow Management
Create named, reusable Workflows that bundle a set of Workflow Steps in order, then apply them to projects and files with one click. Set a Workflow as default to apply it automatically on new projects.
Audience and permissions
Account admins: manage Workflows at the account level (Settings > Translation Settings > Workflows).
Organization Unit (client) admins: manage Workflows scoped to their Organization Unit, and can also see and reuse Workflows inherited from the account.
Project managers: select a Workflow when creating a project or bulk-updating files, instead of manually choosing each Workflow Step.
Key concepts
Term | Meaning |
Workflow Step | An individual stage in the translation process (for example, Translation, Review). |
Workflow | A named, ordered set of Workflow Steps that can be applied to a project or file with one selection. |
Default Workflow | A Workflow marked to be applied automatically when a project is created, instead of file-based recommendation rules. |
Workflow file based rules | The existing rules that recommend Workflow Steps based on a file's extension. Still available, but only applied automatically when no Workflow is set as default. |
Inherited Workflow | A Workflow created at the account level that is visible (and usable) at the Organization Unit level. |
What's new
The Workflows tab now separates two levels of configuration:
Manage Workflow Steps — where you define the individual stages available (for example, Translation, Review) and their sequence.
Workflows — a new panel where you combine those steps into named, reusable Workflows that can be applied to projects and files in a single selection, and optionally set as the default for new projects.
Managing Workflows (account level)
Go to Settings > Translation Settings > Workflows.
Below the existing Manage Workflow Steps panel, a new Workflows panel appears.
Click New workflow to create one, or select an existing Workflow from the list on the left to edit it.
Creating or editing a Workflow
In the editor panel, fill in:
Name (required).
Workflow Steps (required, at least one) — select the steps that make up this Workflow, in any order; they display in the account's configured step sequence.
Use this workflow as default on project creation — when enabled, this Workflow is automatically applied to new projects in this scope. This checkbox is only available once Status is set to Active; a warning appears if you try to enable it while the Workflow is inactive.
Status (Active/Inactive) — inactive Workflows are not offered when creating or bulk-updating projects.
Click Save to apply your changes, or Discard to revert unsaved edits.
Deleting a Workflow
Select a Workflow, click Delete, and confirm in the dialog. This option is not available for Workflows inherited from the account when managing at the Organization Unit level (see below).
Default Workflow behavior
If a Workflow is marked as default, it is applied automatically to every file when a new project is created, and the older file-extension recommendation rules are skipped.
If no Workflow is marked as default, Workflow file based rules are applied automatically instead, exactly as before this feature.
A banner above the Workflows list tells you which behavior is currently active:
"Workflow file based rules will be applied automatically because no workflow is defined as default."
"A default workflow is defined and will be applied automatically on project creation, so Workflow file based rules will not be applied."
Managing Workflows at the Organization Unit level
Go to the Organization Unit's Workflows tab (Client Settings).
The same Workflows panel appears above the existing Workflow Routing / recommendation rules section.
Organization Unit-specific behavior:
Workflows created at the account level appear in this list tagged Account, meaning they are inherited.
An inherited Workflow cannot be edited or deleted from the Organization Unit. Instead, you can:
Activate/Inactivate for this Organization Unit — turn the inherited Workflow on or off just for this unit, without affecting other units or the account.
Create copy — duplicate the inherited Workflow into a new, fully editable Workflow scoped to this Organization Unit.
A Workflow marked as default at the Organization Unit level overrides an account-level default for projects created in that unit.
Using Workflows when creating a project
On the Workflow Steps step of project creation (step 3), each file row now has two selectors:
Workflow — pick a saved Workflow to apply its Workflow Steps to that file automatically. If a recommendation rule matches the file's extension, an additional Recommendation rules option (labeled "Workflow file based") is also available.
Workflow Steps — shows the steps applied to the file. You can still adjust these manually; if the resulting set of steps exactly matches a saved Workflow, the Workflow selector automatically syncs to show that Workflow.
If the Organization Unit has a default Workflow configured, it is applied to all files automatically when the project is created from files without a pre-existing workflow assignment (for example, files not already carrying workflow data from an import).
Using Workflows in bulk file updates
When bulk-updating multiple files in a project (select files > bulk update), the modal now has:
Workflow — apply one Workflow to all selected files at once. If every selected file matches the same file-based recommendation rule, a Recommendation rules option is also offered; choosing it applies each file's own matching rule (files with different extensions may end up with different steps).
Workflow Steps — the combined set of steps to apply; edit directly if you don't want to use a saved Workflow.
Confirming the bulk update replaces the Workflow Steps on all selected files with your selection.
Important behavior and edge cases
A Workflow Step in use cannot be archived. If you try to inactivate a Workflow Step that is part of one or more Workflows, a warning appears listing the Workflow name(s) using it, and the step is not archived. Remove the step from those Workflows first.
Workflow name and at least one step are required to save a Workflow; the form highlights missing fields.
Setting a Workflow as default requires it to be Active first. Deactivating a default Workflow automatically clears its default status.
Changes to Workflow Steps (adding, removing, reordering, archiving) automatically refresh the options available inside the Workflows panel.
Troubleshooting
I can't edit a Workflow at the Organization Unit level. It's likely inherited from the account (tagged "Account"). Use Create copy to make an editable version scoped to this Organization Unit.
I can't mark a Workflow as default. Make sure its Status is set to Active first.
I can't archive a Workflow Step. Check the warning message — it lists the Workflow(s) currently using that step. Remove the step from those Workflows, then archive it.
My new project didn't use the Workflow I expected. Check whether a different Workflow is marked as default at the Organization Unit or account level, since Organization Unit defaults take priority.
Quick reference
Action | Where |
Rename/reorder Workflow Steps | Settings > Translation Settings > Workflows > Manage Workflow Steps |
Create/edit/delete a Workflow (account) | Settings > Translation Settings > Workflows > Workflows panel |
Create/edit/delete a Workflow (Organization Unit) | Organization Unit > Workflows tab > Workflows panel |
Set a default Workflow | Workflow editor > "Use this workflow as default on project creation" |
Apply a Workflow to a project | Project creation > Workflow Steps step > WORKFLOW column |
Apply a Workflow to multiple files | Bulk update modal > Workflow dropdown |