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Using Workflow to Manage the Translation Process

Most websites are produced by a team of people in which different individuals assemble content, edit and review it, and decide what goes where and when to update the pages. Work flows from one person to the next in a predictable way, and that process in OWCS is called workflow. In OWCS, assets can be assigned to a workflow. This transfers permissions for these assets to a particular user, so that these assets are displayed in the user's Assignments list on the Home tab of the dashboard of the Contributor interface.

If properly configured, you can use the CT: Approval for Content workflow with the Connector to manage your translations. To use the workflow with the Connector, you put assets in the workflow in the Contributor interface. Using the workflow with the Connector has the following advantages:

  • When assets come back from translation, they are in a new workflow state. Your company may have configured OWCS to send out email notifications when assets change state. This is helpful to the people who review translated assets before publication.
  • You may receive email notifications when an asset is translated or assigned to you.
  • Your company may have extended and integrated the final step of the CT: Approval for Content workflow with other workflows. For example, this workflow may be configured so that the asset is assigned to an additional person for review and approval before publication, for example, a legal review.
  • You may be able to assign due dates to assets.
  • You may be able to delegate your assignments to other people.
What is the Connector's support for workflow?

When the CT: Approval for Content workflow process is properly configured in OWCS, you can select it when you collect assets for translation.

If you select this workflow:

  • When you send out assets for translation, you specify the workflow process, and the target OWCS asset is inserted into the workflow in the CT: Pending Translation state.
  • When the translated asset returns from translation, the OWCS asset automatically advances to the CT: Translated, Pending Approval state.
  • When you resend the asset for translation, it reverts to the CT: Pending Translation state.

The CT: Approval for Content workflow has the following states and steps:

Workflow State Description
CT: Pending Translation An asset is in this state when you add it to the workflow process, before it is translated.
CT: Translated, Pending Approval An asset is in this state after it is translated, and before the translation is approved.

The order in which the assets move between states is defined in the workflow process by the following four steps. A step is the action of moving the asset from one state to the next.

Workflow Step Description
CT: Send for Translation This step moves assets into the workflow in the CT: Pending Translation state, where they have not been translated.
CT: Send for Approval This step moves assets from the CT: Pending Translation state, where they have not been translated, into the CT: Translated, Pending Approval state, where the assets have been translated, but they have not yet been reviewed.
CT: Approve Translation

This step moves assets from the CT: Translated, Pending Approval state, where they have not been translated but not yet reviewed, out of the workflow. If your company has an existing workflow, instead of moving assets out of the translation workflow, you can add custom steps to include that workflow. For example, you can add another step to the workflow to require legal approval of content.

Note: This workflow step is not related to approving translations in the Contributor interface.

CT: Resend for Translation This step sends assets that have already been translated back to translation. This step ois useful if the translation is not satisfactory or if many changes are required.

In order for the workflow process to work as described above, it must be configured. For detailed configuration instructions, refer to the Clay Tablet Connector for Oracle WebCenter Sites Installation and Configuration Guide.

How to use workflow with the Connector

When the workflow is integrated with the Connector, you perform the following major tasks to manage your translations:

Note: The instructions below are correct for either a single asset or multiple assets.

  1. When you collect assets for translation, you assign them to the Assigning Collected Assets to a Translation Workflow.
  2. Optional. You can view the workflow status of an asset anytime after you add the asset to the workflow.
  3. For information on viewing the status of a single asset, see Viewing the Workflow Status of One Asset.
  4. For information on viewing the status of multiple assets, see Viewing the Workflow Status of Multiple Assets.
  5. Optional. When you collected assets, in step 1 above, you may have added them to a translation job. Otherwise, if you added the collected assets to the Translation Queue, you must add them to a job before sending them out for translation. For details, see Adding Assets to Translation Jobs.
  6. You send out the job containing the assets for translation, as described in Sending Out Jobs for Translation.
  7. After the assets return from translation, you can review them and move them out of the workflow, or to a custom state of the workflow that your company has configured. For details, see Reviewing Translated Content.