Custom Workflow Statuses and Rules

How to Work with Custom Workflow Statuses and Rules

Applanga supports workflow statuses and rules to help manage translation workflows. Both features exist at the team level and are applicable to all projects under the same team.

There are two types of workflow statuses: pre-defined statuses and custom workflow statuses.

Pre-defined statuses are available by default in every Applanga team. They can't be deleted, but they can be edited to enforce comments. With this option, it is possible to make it mandatory for a user to add comment each time that a status is applied to a given string.

Custom workflow statuses can be added at a team level as addition to default statuses. They can be edited or deleted at any time. The option to enforce comments is also available in this type of status.

Table of Contents

1. How to Create a Custom Workflow Status
2. How to Apply a Custom Status to an Entry
   • Applying a Status to Multiple Entries at Once
   • Applying a Status to a Single Entry
3. What Are Rules and How to Use Them

How to Create a Custom Workflow Status

1. Navigate to the team's page and scroll to the bottom towards the Workflow Statuses and Rules panel.

2. To add a custom workflow, click on Add a New Status in the Workflow Statuses and Rules panel

3. Add a name for the custom status
4. Enter the hex code for the custom status’ color in the color field
   • To pick a specific color, click the black box (A) then use the eyedropper tool (B) to select the shade (C)
   • Use the sliding scale (D) to change the color or enter the RGB values below

5. Under Other configuration options:
   • Check the Require a comment when this workflow status is applied box if you want to make comments mandatory when a user applies the custom status to a string.
   • Leave the box unchecked if adding a comment should be optional
6. Click on Add Status

Back to Top

How to Apply a Custom Status to an Entry

Through the editor view, users can apply status at a string level or to multiple strings at once.

Applying a Status to Multiple Entries at Once

1. Open the editor for a project
2. Mark the checkboxes for entries that require the new status and click Status

3. The dropdown menu will show the pre-defined statuses at the top and the custom statuses towards the bottom.
   • If a custom status with mandatory comments is selected, the Update workflow status dialog will open automatically so that users can enter a comment and save it.
   • If a custom status with optional comments is selected, the status will be applied automatically. For this type of status, it's still possible to add a comment by clicking on Advanced instead of the desired status. Users will be redirected to the Update workflow status dialog, where they can select the status from the top bar (a) and add a comment. In this dialog, users can also click on Advanced to apply the status across multiple languages (b)

4. To save the changes and exit the Update workflow status dialog, click Save

Back to Top

Applying a Status to a Single Entry

1. Open the editor view for a project
2. Click on the translation status indicator of a given string

3. The dropdown menu will show the pre-defined statuses at the top and the custom statuses towards the bottom.

   • If a custom status with mandatory comments is selected, the Update workflow status dialog will open automatically so that users can enter a comment and save it.
   • If a custom status with optional comments is selected, the status will be applied automatically. For this type of status, it's still possible to add a comment by clicking on Advanced instead of the desired status. Users will be redirected to the Update workflow status dialog, where they can select the status from the top bar and add a comment. In this dialog, users can also click on Advanced to apply the status across multiple languages

4. To save the changes and exit the Update workflow status dialog, click on Save

Back to Top

What Are Rules and How to Use Them

Rules can be used to automatically update a string's status when they are manually saved as draft or published. These rules don't apply to strings added via file import, order delivery or any of our existing integrations. To activate them:

1. Navigate to the team's page and scroll down to the bottom. Under the Workflow Statuses and Rules panel, click on the Rules tab.
2. The first rule will automatically update a string's status to a pre-defined or custom one when the string is manually saved as a draft. To activate it, switch the toggle.

3. The second rule will automatically update a string's status to a pre-defined or custom one when the string is manually published. To activate it, switch the toggle.

Back to Top