Difference between revisions of "Project details, Workflow tab"

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Watch our video tutorial on '''Workflow''' — [[File:YT client.png|40px|link=https://youtu.be/L7D0pmtKJS0]]
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=='''General information'''==
 
=='''General information'''==
  
On the '''Workflow''' tab of a project you can build chains of consecutive jobs by linking the existing jobs or by adding predefined '''<U>[[Job chain template list|job chain templates]]</U>''':
+
On the '''Workflow''' tab of a project, you can build chains of consecutive jobs by linking the existing jobs or by adding predefined '''<U>[[Job chain template list|job chain templates]]</U>''':
  
[[File:Project workflow buttons.png|border|1000px]]
+
[[File:Workslod.png|border|900px]]
  
 
Both methods are described below.
 
Both methods are described below.
  
<span style="color:red">'''Note: '''</span> To be able to build chains of consecutive jobs within a project, it is necessary to define language pair(s) when creating the project.
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<span style="color:orange">'''Note: '''</span> To be able to build chains of consecutive jobs within a project, it is necessary to specify language pair(s) when creating the project.
  
 
=='''Chain existing jobs'''==
 
=='''Chain existing jobs'''==
 
   
 
   
To build a chain of consecutive jobs by linking the existing jobs, press the '''"Chain job"''' button and select the language pair:
+
To build a chain of consecutive jobs by linking the existing jobs, click the '''"Chain job"''' button and select the language pair:
  
[[File:workflow chain select language 1.png|border|1000px]]
+
[[File:1 фй.png|border|1000px]]
  
 
It will display the '''Chain existing jobs''' page where you can drag and drop the jobs you need to be linked into the highlighted in green '''New job chain''' field:
 
It will display the '''Chain existing jobs''' page where you can drag and drop the jobs you need to be linked into the highlighted in green '''New job chain''' field:
  
[[File:Drag jobs to chain.png|border|1000px]]
+
[[File:Chain created jobs.1.png|border|1000px]]
  
Having done that, press '''"Create"''' to add this workflow to the project:
+
Having done that, click '''"Create"''' to add this workflow to the project:
  
[[File:Create chain button.png|border|1000px]]
+
[[File:Chain created jobs.2.png|border|1000px]]
  
 
It will bring you to the project workflow tab where you should click on the job ID to open the job page to be started first:
 
It will bring you to the project workflow tab where you should click on the job ID to open the job page to be started first:
  
[[File:Project worflow job chain click ID.png|border|1000px]]
+
[[File:Start the first job in the chain.3.png|border|1000px]]
 +
 
 +
Click '''"Offer to vendor"''' on the opened job page to lunch the workflow:
 +
 
 +
[[File:Offer to vendor.png|border|1000px]]
 +
 
 +
Every next job will be proposed to vendors, and the assigned vendors will receive the corresponding notification:
 +
 
 +
[[File:All jobs offered to vendor.png|border|1000px]]
  
Press '''"Start"''' on the opened job page to lunch the workflow, and the assigned vendor will receive the corresponding notification:
+
The very first job in the chain will be started automatically (gets the '''"Started"''' status) once the assigned vendor accepts it:
  
[[File:Start first job in the chain.png|border|1000px]]
+
[[File:First job in the chain is started.png|border|1000px]]
  
Then every next job in the chain will be launched automatically after the completion of the previous one, without any action of the project manager:
+
The next jobs in the chain will get '''"Offer accepted"''' status (if vendors accept them/confirm their availability) and will be launched/shifted to '''"Started"''' status (with a corresponding notification to the vendor) after the previous job is completed:
  
[[File:Job chain job statuses.png|border|1000px]]
+
[[File:Next job is started.png|border|1000px]]  
  
 
The output files of the previous job will be automatically transferred to the input files of the next job in the chain.
 
The output files of the previous job will be automatically transferred to the input files of the next job in the chain.
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All the workflow participants will receive corresponding notifications during the process.
 
All the workflow participants will receive corresponding notifications during the process.
  
If necessary, on the '''Workflow''' tab of the project you can also add another job chain, break chains, and update jobs by pressing corresponding buttons.
+
If necessary, on the '''Workflow''' tab of the project you can also add another job chain, break chains, and update jobs by clicking corresponding buttons.
 +
 
 +
[[File:Redirect.jpg|40px|link=Project details, Workflow tab]] Back to the '''table of contents'''.
  
 
=='''Add job chain template'''==
 
=='''Add job chain template'''==
  
To add a predefined '''<U>[[Job chain template list|job chain template]]</U>''' to the project workflow, press the '''"New job chain"''' button:
+
To add a predefined '''<U>[[Job chain template list|job chain template]]</U>''' to the project workflow, click the '''"New job chain"''' button:
 +
 
 +
[[File:New job chain.png|border|1000px]]
  
[[File:Project workflow add chain button.png|border|1000px]]
+
Then select the job chain template you need from the drop-down list, tick the language pairs you need, and click '''"Create"''':
  
Then select the job chain template you need from the drop-down list, tick the language pair, and press '''"Create"''':
+
[[File:Ticks.png|border|500px]]
  
[[File:Create Job chain template button.png|border|1000px]]
+
You can tick as many language pairs as you need.  
  
 
After that, you should assign every job in the chain to your vendors and set deadlines.
 
After that, you should assign every job in the chain to your vendors and set deadlines.
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To do this, click on the '''"Update"''' button:
 
To do this, click on the '''"Update"''' button:
  
[[File:Assign vendor via update.png|border|1000px]]
+
[[File:Job chains.1.png|border|1000px]]
  
Then select the vendor, set the deadline and press '''"Update"''' to save changes:
+
Then select the vendor, set the deadline and click '''"Update"''' to save changes:
  
[[File:Assign vendor via update 2.png|border|500px]]
+
[[File:Assign vendor and set the deadline.1.png|border|1000px]]
  
After you have adjusted every job in the chain, click on the job ID to open the job page to be started first:
+
On the project workflow tab click on the job ID to open the job page to be started first:
  
[[File:Project worflow job chain click ID.png|border|1000px]]
+
[[File:Start the first job in the chain.1.png|border|1000px]]
  
Press '''"Start"''' on the opened job page to lunch the workflow, and the assigned vendor will receive the corresponding notification:
+
Click '''"Offer to vendor"''' on the opened job page to lunch the workflow:
  
[[File:Start first job in the chain.png|border|1000px]]
+
[[File:Offer the first job in the chain.1.png|border|1000px]]
  
Then every next job in the chain will be launched automatically after the completion of the previous one, without any action of the project manager:
+
Every next job will be offered to vendors, and the assigned vendors will receive the corresponding notification:
  
[[File:Job chain job statuses.png|border|1000px]]
+
[[File:Jobs in the chain are offered.1.png|border|1000px]]
 +
 
 +
The very first job in the chain will be started automatically (gets the '''"Started"''' status) once the assigned vendor accepts it:
 +
 
 +
[[File:The first job in the chain is started.1.png|border|1000px]]
 +
 
 +
The next jobs in the chain will get '''"Offer accepted"''' status (if vendors accept them/confirm their availability) and will be launched/shifted to '''"Started"''' status (with a corresponding notification to the vendor) after the previous job is completed:
 +
 
 +
[[File:The second job is started.png|border|1000px]]  
  
 
The output files of the previous job will be automatically transferred to the input files of the next job in the chain.
 
The output files of the previous job will be automatically transferred to the input files of the next job in the chain.
Line 77: Line 99:
 
All the workflow participants will receive corresponding notifications during the process.
 
All the workflow participants will receive corresponding notifications during the process.
  
If necessary, on the '''Workflow''' tab of the project you can also add another job chain, break chains, and update jobs by pressing corresponding buttons.
+
If necessary, on the '''Workflow''' tab of the project you can also add another job chain, break chains, and update jobs by clicking corresponding buttons:
 +
 
 +
[[File:Job chains other features.png|border|1000px]]
 +
 
 +
[[File:Redirect.jpg|40px|link=Project details, Workflow tab]] Back to the '''table of contents'''.
 +
 
 +
=='''Job statuses and notifications in a workflow'''==
 +
 
 +
For more details on job statuses, please check <u>'''[[Job view#Job statuses|Job statuses]]'''</U> page.
 +
 
 +
*'''Offered to vendor''' - a job gets this status after you click the '''"Offer to vendor"''' button.
 +
 
 +
Once you offer the very first job, every next job gets this status:
 +
 
 +
[[File:All jobs offered to vendor.png|border|1000px]]
 +
 
 +
The vendor of the first job gets the usual job offer notification (the '''Auto start on vendor acceptance''' checkbox should be marked for the job to start automatically):
 +
 
 +
[[File:Offer simpl.png|border|400px]]
 +
 
 +
While other vendors in the workflow get availability request for a future job (the '''Auto start on vendor acceptance''' checkbox should be unmarked for the jobs to start after the completion of the previous one):
 +
 
 +
[[File:Availability request.png|border|400px]]
 +
 
 +
*'''Offer accepted / offer rejected.
 +
 
 +
The vendor can accept or reject the job:
 +
 
 +
[[File:Accepted.png|border|900px]]
 +
 
 +
[[File:Offer rejt.png|border|900px]]
 +
 
 +
<span style="color:red">'''Note:''' </span>If a job does not have the '''"Offer accepted"''' status, it will not be started after the completion of the previous job:
 +
 
 +
[[File:Job chain, status did not change.png|border|1000px]]
 +
 
 +
And you will get the following notification:
 +
 
 +
[[File:Cannot be autostarted.png|border|800px]]
 +
 
 +
If a vendor accepts the job before the completion of the previous one, the job will be started automatically.
 +
 
 +
*'''Started'''.
 +
 
 +
The first job in the chain is started automatically once it is accepted by the vendor.
 +
 
 +
If it is a non-first job of a workflow, then it starts only after the previous job is completed:
 +
 
 +
[[File:Started status.png|border|1000px]]
 +
 
 +
Vendors of the non-first job get corresponding notifications:
 +
 
 +
[[File:Please start.png|border|500px]]
 +
 
 +
<span style="color:red">'''Note:'''</span> Make sure that vendors are assigned to every job in the workflow. If you offer the first job, but other jobs don't have vendors, you will need to offer and start them manually.
 +
 
 +
For more details on job statuses, please check <u>'''[[Job view#Job statuses|Job statuses]]'''</U> page.
 +
 
 +
*'''Estimated start date'''
 +
 
 +
If you set deadlines for your jobs, every time vendors get the availability request, they will be able to see the approximate start date:
 +
 
 +
[[File:Estimat.png|border|450px]]
 +
 
 +
If it's a tender as a part of the workflow, vendors will see the estimated start date as well:
 +
 
 +
[[File:Extimates start.png|border|700px]]
 +
 
 +
[[File:Redirect.jpg|40px|link=Project details, Workflow tab]] Back to the '''table of contents'''.
 +
 
 +
=='''Tenders in workflow'''==
 +
 
 +
You can create a tender for a job that is a part of the workflow.
 +
 
 +
More details on tenders please find here: <U>'''[[Create job tenders]]'''</U>
 +
 
 +
* If a tender is the first in the job chain, you need to start the tender and offer the second job to the vendor (every next job will be offered to the vendors automatically).
 +
 
 +
Once the vendor claims the job (or you assign a vendor to the job, if the tender type is "Selected by manager"), it will be started automatically.
 +
 
 +
Then the workflow works as always: once the first job is completed, the next vendor will be able to start working (if they accepted the job).
 +
 
 +
* If a tender is not the first in the job chain, you need to open the first job, and start the chain.
 +
 
 +
Every job except for the tender will be offered to vendors:
 +
 
 +
[[File:Tender in the job chain.png|border|1000px]]
 +
 
 +
You need to start the tender manually.
 +
 
 +
<span style="color:orange">'''Note:'''</span>
 +
*If a vendor claims the tender (or if you assign them to the tender) before the first job is completed, the workflow will work as it should.
 +
 
 +
*If a vendor claims the tender after the first job is completed, you will need to start the tender job manually.
 +
 
 +
[[File:Redirect.jpg|40px|link=Project details, Workflow tab]] Back to the '''table of contents'''.

Latest revision as of 10:32, 3 April 2023

Watch our video tutorial on WorkflowYT client.png

General information

On the Workflow tab of a project, you can build chains of consecutive jobs by linking the existing jobs or by adding predefined job chain templates:

Workslod.png

Both methods are described below.

Note: To be able to build chains of consecutive jobs within a project, it is necessary to specify language pair(s) when creating the project.

Chain existing jobs

To build a chain of consecutive jobs by linking the existing jobs, click the "Chain job" button and select the language pair:

1 фй.png

It will display the Chain existing jobs page where you can drag and drop the jobs you need to be linked into the highlighted in green New job chain field:

Chain created jobs.1.png

Having done that, click "Create" to add this workflow to the project:

Chain created jobs.2.png

It will bring you to the project workflow tab where you should click on the job ID to open the job page to be started first:

Start the first job in the chain.3.png

Click "Offer to vendor" on the opened job page to lunch the workflow:

Offer to vendor.png

Every next job will be proposed to vendors, and the assigned vendors will receive the corresponding notification:

All jobs offered to vendor.png

The very first job in the chain will be started automatically (gets the "Started" status) once the assigned vendor accepts it:

First job in the chain is started.png

The next jobs in the chain will get "Offer accepted" status (if vendors accept them/confirm their availability) and will be launched/shifted to "Started" status (with a corresponding notification to the vendor) after the previous job is completed:

Next job is started.png

The output files of the previous job will be automatically transferred to the input files of the next job in the chain.

All the workflow participants will receive corresponding notifications during the process.

If necessary, on the Workflow tab of the project you can also add another job chain, break chains, and update jobs by clicking corresponding buttons.

Redirect.jpg Back to the table of contents.

Add job chain template

To add a predefined job chain template to the project workflow, click the "New job chain" button:

New job chain.png

Then select the job chain template you need from the drop-down list, tick the language pairs you need, and click "Create":

Ticks.png

You can tick as many language pairs as you need.

After that, you should assign every job in the chain to your vendors and set deadlines.

To do this, click on the "Update" button:

Job chains.1.png

Then select the vendor, set the deadline and click "Update" to save changes:

Assign vendor and set the deadline.1.png

On the project workflow tab click on the job ID to open the job page to be started first:

Start the first job in the chain.1.png

Click "Offer to vendor" on the opened job page to lunch the workflow:

Offer the first job in the chain.1.png

Every next job will be offered to vendors, and the assigned vendors will receive the corresponding notification:

Jobs in the chain are offered.1.png

The very first job in the chain will be started automatically (gets the "Started" status) once the assigned vendor accepts it:

The first job in the chain is started.1.png

The next jobs in the chain will get "Offer accepted" status (if vendors accept them/confirm their availability) and will be launched/shifted to "Started" status (with a corresponding notification to the vendor) after the previous job is completed:

The second job is started.png

The output files of the previous job will be automatically transferred to the input files of the next job in the chain.

All the workflow participants will receive corresponding notifications during the process.

If necessary, on the Workflow tab of the project you can also add another job chain, break chains, and update jobs by clicking corresponding buttons:

Job chains other features.png

Redirect.jpg Back to the table of contents.

Job statuses and notifications in a workflow

For more details on job statuses, please check Job statuses page.

  • Offered to vendor - a job gets this status after you click the "Offer to vendor" button.

Once you offer the very first job, every next job gets this status:

All jobs offered to vendor.png

The vendor of the first job gets the usual job offer notification (the Auto start on vendor acceptance checkbox should be marked for the job to start automatically):

Offer simpl.png

While other vendors in the workflow get availability request for a future job (the Auto start on vendor acceptance checkbox should be unmarked for the jobs to start after the completion of the previous one):

Availability request.png

  • Offer accepted / offer rejected.

The vendor can accept or reject the job:

Accepted.png

Offer rejt.png

Note: If a job does not have the "Offer accepted" status, it will not be started after the completion of the previous job:

Job chain, status did not change.png

And you will get the following notification:

Cannot be autostarted.png

If a vendor accepts the job before the completion of the previous one, the job will be started automatically.

  • Started.

The first job in the chain is started automatically once it is accepted by the vendor.

If it is a non-first job of a workflow, then it starts only after the previous job is completed:

Started status.png

Vendors of the non-first job get corresponding notifications:

Please start.png

Note: Make sure that vendors are assigned to every job in the workflow. If you offer the first job, but other jobs don't have vendors, you will need to offer and start them manually.

For more details on job statuses, please check Job statuses page.

  • Estimated start date

If you set deadlines for your jobs, every time vendors get the availability request, they will be able to see the approximate start date:

Estimat.png

If it's a tender as a part of the workflow, vendors will see the estimated start date as well:

Extimates start.png

Redirect.jpg Back to the table of contents.

Tenders in workflow

You can create a tender for a job that is a part of the workflow.

More details on tenders please find here: Create job tenders

  • If a tender is the first in the job chain, you need to start the tender and offer the second job to the vendor (every next job will be offered to the vendors automatically).

Once the vendor claims the job (or you assign a vendor to the job, if the tender type is "Selected by manager"), it will be started automatically.

Then the workflow works as always: once the first job is completed, the next vendor will be able to start working (if they accepted the job).

  • If a tender is not the first in the job chain, you need to open the first job, and start the chain.

Every job except for the tender will be offered to vendors:

Tender in the job chain.png

You need to start the tender manually.

Note:

  • If a vendor claims the tender (or if you assign them to the tender) before the first job is completed, the workflow will work as it should.
  • If a vendor claims the tender after the first job is completed, you will need to start the tender job manually.

Redirect.jpg Back to the table of contents.