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Setting up the Workflow

To set up a workflow in crossTerm Now, the following steps are required:

#
Action
Where?
1
Model workflow and prepare in XML
Visualization program + XML editor
2
Import workflow
crossTerm Now
3
Determine users for the individual workflow steps
crossTerm Now
4
Determine instances and workflow rules
crossTerm Now
5
Determine entry and term templates if necessary
Across Client
6
Determine permissions for triggering workflows
Across Client

Modeling the Workflow and Mapping it

Model your own workflow.

  • Take the following points into consideration:
  • Which workflow steps and transitions should be included?
  • Who is responsible for which step?
  • Who can trigger the workflow, and under what conditions?

If you need help for the XML implementation, please contact your account manager at Across Systems GmbH.

Additional Information
The Workflow File

Importing Workflows

Import the prepared workflow XML file.

In crossTerm Now, the workflow is named according to the file name. crossTerm Now supports XML files with the WORKFLOW extension.

cTeNow_settings_wf_add-workflow
Attention

Please note that you cannot delete uploaded workflows. However, you can update them by uploading a file with the same file name, which will replace the existing workflow. For updates, you can use XML files with the WORKFLOW or XML extension.

Tip

To be able to import and manage workflows, you need the Manage workflows right in Across.

gruppenrechte_cTerm_cTeNow_wf-verwalten

Determining Users for the Individual Workflow Steps

For the tasks to be processed successively, assign a user to each workflow step.

cTeNow_settings_wf_benutzer-zuweisen
Tip

By default, the names of the workflow steps correspond to the respective attributes of the state name element in the workflow XML file. If necessary, you can localize these names; see Localization.

Additionally, you can permit the manual assignment of a workflow step.

cTeNow_settings_wf_manuelle-zuweisung

This option is tied to an Across right.

gruppenrechte_cTerm_workflows_wi-zuweisen

Thus, users who have this right can change the assignment during an ongoing workflow. For example, a responsible terminologist can hand over the task to an expert or assign it to a user who stands in for an absent user.

Tip

If you change settings in this area of crossTerm Now and want to apply these to workflows that have already been triggered, click Reassign. Otherwise, the changes will only apply to workflows that will be triggered in the future.

Additional information
Workflow Rules

Determining Instances and Workflow Rules

Determine which instances the workflow is to apply to and when it is to be used.

Determining Entry and Term Templates

If the various workflow parties are to have different processing options, create new templates or use existing ones and assign the respective user or group rights.

gruppenrechte_cTerm_eintragsvorlagen

For example, you may want to use simplified templates for users (groups) that are permitted to make term suggestions and more extensive templates for terminologists who are authorized to release terms as well as create and manage terms via crossTerm Now.

Determining Permissions for Triggering Workflows

In the user or group rights, determine who is permitted to trigger a workflow.

gruppenrechte_cTerm_workflows
Tip

You can determine that the right is to be assigned automatically to all new workflows. You can also limit the right to certain languages.

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