Assign work

The first part of this form is a paragraph that's titled: !!! IMPORTANT CHANGES you need to make BEFORE running this workflow: This paragraph contains instructions on how to personalize the workflow for you and your company. If you intend to run the workflow, these changes can not be ignored.

The workflow starts when the administrator fills in this form.

Notify translator

The translator receives an email asking them to click on the link in order to complete the next form. Kotive creates the content of the email by pulling in information from the first form.

Let's start by looking at how the email is typed up. There are lots of normal looking text words, but there are also lots of rectangular, shaded in, blocks of text. What's the difference?

Well, the normal text is just that: normal text. There's nothing special about it. But the blocks of text are actually information that is being pulled in from earlier forms. If you click on the text area of the email while in the webapp, you'll see that it changes and suddenly looks like a lot of code with lots of curly brackets { } and numbers. This code (also called dynamic field tags) is what tells these fields of text what they're going to end up saying. When this email gets sent to the translator, it won't look like it does now, it will all be normal text, because the workflow will look at the previous forms and put the information from those forms into this email.

Have you received training?

The translator indicates whether or not they've already completed the translation standards training, and saves the form. Depending on their answer, one of two scenarios can happen next. If they select 'NO', they haven't completed the training, then the 'Training' sub-workflow is activated, and they go through online training before progressing to the 'Present work' form task in the next section. However, if they select 'YES' they have completed the training, then the 'Training' sub-workflow is skipped and they immediately move onto the 'Present work' form task.

This is possible because of conditions.

Training

The only condition on this sub-workflow is:

Activate this task when...
'Have you already completed our translation standards training?' IS 'NO'

This sub-workflow is only activated if the translator hasn't yet received training.

Translation principles - Culture & Cognitive models

The volunteer reads the first part of the training and selects the checkbox indicating that they've understood the training, before saving the form.

Translation principles - Language

The volunteer reads the second part of the training and selects the checkbox indicating that they've understood the training, before saving the form.

Translation principles - Illustrations, Names, Book titles and Grammar

The volunteer reads the third part of the training and selects the checkbox indicating that they've understood the training, before saving the form.

Present work

This form task has two conditions:

Activate this task when...
'Have you already completed our translation standards training?' IS 'YES'
OR
'Please check this box only once you have read, understood and absorbed this information (Part 3 of 3)' IS 'Yes, I have read, understood and absorbed this portion of the training.'

This form can only be displayed if EITHER the translator has completed the training before, OR if they have just worked through the online training, made their way to the third training form and selected the checkbox indicating that they've understood the training.
This form displays the work to be translated. This is pulled in from the 'Assign work' form in the beginning of the workflow. The translator begins translating the text. Once they've completed the work, the translator types or pastes their translated text into the available field and saves the form once they're happy with their work.

Notify admin of new submission

The administrator receives an email with the newly submitted translated text. A link at the bottom of the email leads them to the next task.

Assign evaluator

This form task has the condition:

Activate this task when...
'Role' IS 'Administrator'

This form can only be viewed by the administrator.
The administrator assigns an evaluator to review the translated text.

Notify evaluator

The evaluator receives an email that displays the translated text and requests their feedback. A link at the bottom of the email leads them to the next task.

Evaluation of translation

There is only one condition on this form task:

Activate this task when...
'Email' IS '{user.email:{field.value:24cb4399df9449119b9a843c7290bd91}}'

This form can only be viewed by the evaluator chosen by the administrator in the 'Assign evaluator' form task. This is possible because the condition makes use of a dynamic field tag, which checks the email address of the person chosen by the administrator. The condition then compares it to the email address of the person who is currently logged-in and attempting to view the form.
The work that was translated is pulled in from the 'Present work' form, and is included in this form. The evaluator evaluates the quality of the translation and indicates whether the work is excellent or unacceptable, or if the translator just needs a little more training.

The evaluator's decision in this form task will result in three possible scenarios:

1. If the translator's work was excellent, the 'Notify admin if approved' email is sent.


2. If the translator needed to revise the training, the 'Follow up training' sub-workflow will be activated before the 'Notify admin if approved' email is sent.


3. If the translator's work was unacceptable, the 'Notify admin if rejected' email is sent.

Follow up training

There is one condition on this sub-workflow:

Activate this task when...
'Evaluation of translation' IS 'Good, but needs to revise the training.'

This sub-workflow will only be activated if the evaluator decided that the translator needed some more training in the previous form task.

Follow up training required

The translator receives an email asking them to complete the recap training. A link at the bottom of the email leads them to the training in the next task.

Follow up training synopsis

The translator reads the training material and indicates that they've understood the material before saving the form.

Notify admin if approved

This email task has two conditions:

Activate this task when...
'Evaluation of translation' IS 'Excellent work. No further training required.'
OR
'Please check this box only once you have read, understood and absorbed this information (Part 4)' IS 'Yes, I have read, understood and absorbed this portion of the training'

This email will be sent EITHER if the evaluator decided that the translator's work was excellent, OR if the translator required further training and then completed the extra training.
The administrator receives an email informing them that the translator has been approved for translation work.

Notify admin if rejected

This email task has one condition:

Activate this task when...
'Evaluation of translation' IS 'Not acceptable.'

This email will only be sent if the evaluator decided that the translator's work was unacceptable in the 'Evaluation of translation' form task.
The administrator receives an email informing them that the translator has been rejected.