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

1. Overview
2. How to Create a Custom Workflow
    2.1. Creating a Workflow at the Account Level
    2.2. Creating a Workflow at the Organizational Unit Level
    2.3. Uploading a New File Using a Custom Workflow

1. Overview

While creating projects in Bureau Works, you may set the specific tasks that will be worked on. For instance, some projects may require  translation and review. Some others may require also a transcription, while there will be projects that will require subtitling and overvoicing. 

Keep in mind that when defining a custom Workflow, having a translation step is required!

Bureau Works allows the user to define those specific steps and tasks in the moment of project creation or when uploading new files to an already existing project.  Thinking about flexibility and optimization, the Bureau Works platform allows you to set custom Workflows. The Workflow is a predefined set of steps and tasks, and you can create your own custom Workflows based on the file type that is being uploaded, so you don't need to set those steps every time a new demand arrives.

If you want to learn how to set your own Workflows for using in your projects, join us in the next section! 

2. How to Create a Custom Workflow

Before we dive into the practical matter of creating your Workflows, first we need to understand that they may be created in two different instances: at the Account level and at the Organizational Unit level. This is important because there's a hierarchical relationship between them.

Keep in mind that  Workflows that are created at the Organizational Unit level will have preference over the ones that are created in the Account level. For instance, if you have a custom Workflow for .docx

 file type set up at the Account level but there's no configuration at the Organizational Unit level, the system will use the Account level Workflow settings. Now, if you have it set for both Account and Org. Unit level, the system will give priority to the configurations defined at the Organizational Unit level instead. Summing things up, the system will prioritize the most specific to the most generalist.

Workflows created at the Account level will affect all projects created under that Account, and the ones that are created at the Organization Unit level will only affect projects that are associated with that specific Organizational Unit.

Now that we've made things clear, let's jump into the practical matter.

2.1 Creating a Workflow at the Account Level

First we will learn to create a Workflow at the most generalist level, the Account one. For this, you will need to navigate to the side menu, go to Translation Settings and then Workflows.

In the Workflows tab, type the name of the Workflow you want to set and click the "add" button. 

Now you must select the desired configuration (in this example, I'll select the "My First Workflow" option) and set the file types that will be associated with that workflow. By clicking in the "+" button, you will be prompted with a window asking you to select the available workflow steps, which will later be associated with your desired file types.

In this window, you must select the available workflow steps. After selecting the steps, you must associate them with a file format. For this example, we selected only the Translation and Review steps and associated them with only one file type, but you can add as many workflow steps and file types as you wish. Considering the example below, every time I create a project that has a .docx file, the system will automatically set the workflow for Translation and Review.

Now all you need to do is activate and save your Workflow, and you have everything set!

2.2 Creating a Workflow at the Organizational Unit Level

As mentioned before in this article, the system will give priority to the configurations that are made at the Organizational Unit level. This allows you to set generalist workflows at the Account level, but also makes it possible to create more specific configurations for each Org. Unit.

To do so, you need to navigate to your Organizational Unit tab through the side menu:

Once you're there, you will notice that the Workflow panel at the Organizational Unit level is the exact same as in the Account level.

Keeping this in mind, all you have to do to create a new Workflow at the Org. Unit level is to follow the same steps described in the previous subsection.

2.3 Uploading a New File Using a Custom Workflow

Let's assume that we are using the following custom Wokflow for .docx file extension:

If I upload a new .docx file, the system will automatically set the Workflow according to the configuration that was defined previously.

If any questions were not answered in this article, please don't hesitate to contact our support team at help@bureauworks.com.