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Designing Custom Workflow

iwTech

Hi,
We are designing a Custom Work flow for the following Business Requirement.
1.There are 5 workareas under internet branch
2.Each workarea represents a country (Canada, Brazil, UK, New Zealand , Australia )
3.User select a DCR from UK workarea and submit for Translation Approval
4.He can select multiple country from the country list trough WFform before submit for Approval
5.If approved , the DCR will copy to the selected country work areas
6.Send email notification to the authors, who owns the country work area

Please suggest the best practice to implement this .
[UI Design Attached]

Current Env
-------------------------------
TS 6.7.1.0 / Linux Red Hat
No Open Deploy

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Adam Stoller

Hi,
We are designing a Custom Work flow for the following Business Requirement.
1.There are 5 workareas under internet branch
2.Each workarea represents a country (Canada, Brazil, UK, New Zealand , Australia )

Do you really mean workareas, or do you mean sub-branches?

3.User select a DCR from UK workarea and submit for Translation Approval
4.He can select multiple country from the country list trough WFform before submit for Approval
5.If approved , the DCR will copy to the selected country work areas
6.Send email notification to the authors, who owns the country work area

Please suggest the best practice to implement this .

Current Env
-------------------------------
TS 6.7.1.0 / Linux Red Hat
No Open Deploy

Well, without knowing all the requirements of the organizational process for which the workflow is meant to help automate, any suggestion made would be based on the individual's interpretation of incomplete information. As such, its worth is therefore questionable.

I think you need to make sure you understand the consequences of every action that can take place within the workflow in terms of how it affects work being done / changes that need to be made, etc. and verify whether you really mean workareas or branches in your descriptions - again making sure you understand the differences between the two and how those differences affect the design of the workflow.

iwTech

Yes , workareas

The business requirement is as follows,

The main objective of the work flow is to send new product information page (dcr) in english
to different regional web sites (workareas) , inform the regional marketing manger that the
new product page is ready for manual translation.

The content manger will select multiple dcrs from the English workarea and select multiple country
names from the Workflow forms and then submit .The slected dcr’s from English work area will
copy to selected work areas , and send email notification to the work area owners.

Example
User selected dcr from ::
default/main/internet/WORKAREA/en/templatedata/product_ent/data/product_test.dcr

user selected country workareas are canada and uk
The selected product_test.dcr should copy to the following locations

default/main/internet/WORKAREA/canada/templatedata/product_ent/data/product_test.dcr
default/main/internet/WORKAREA/uk/templatedata/product_ent/data/product_test.dcr

The workflow tasks are as follows:-

1.The workflow usertask will attach the dcr’s.
2.First exernaltask will call a .cgi programe,which will read all the user inputs
and stores. (user inputs/ work areas , current vpath)
3.Second external task will copy the files to selected workareas
4.If the external task is success , send e mails to the workarea owners
5.If the external fails send e mail to the content manger, who initated the work flow

Please explain , how can I copy files from one work areas to multiple
workareas , with out using Open deploy (step 3)

ISCBorisB

Please explain , how can I copy files from one work areas to multiple
workareas , with out using Open deploy (step 3)

The formal answer to your question is that in the described scenario you should not copy at all. Instead, you
Submit your assets to STAGING area and then Get Latest from STAGING to other Workareas of the same branch.
CLT for that are iwsubmit and iwupdate (in Get Latest mode), see TeamSite® Command-Line Tools for details.

That said, as noted by Ghoti you seem to have questionable design trying to separate Country-related assets in Workareas
of the same Branch. In TS Workarea contains a virtual copy of the entire Branch content. That allows shared modifications without
affecting the work of other contributors. A design with unique WA assets on a given branch is not supported.

gzevin

Do you really mean workareas, or do you mean sub-branches?Well, without knowing all the requirements of the organizational process for which the workflow is meant to help automate, any suggestion made would be based on the individual's interpretation of incomplete information. As such, its worth is therefore questionable.

I think you need to make sure you understand the consequences of every action that can take place within the workflow in terms of how it affects work being done / changes that need to be made, etc. and verify whether you really mean workareas or branches in your descriptions - again making sure you understand the differences between the two and how those differences affect the design of the workflow.

I don't think it really matters, whether they are branches or workareas (I mean it matters, but reflects only the web site design - I myself would not have branches in this particular case, based on the limited information that we have).

I have implemented a similar requirement, where the central office produces some common info, which is then distributed to local offices, that repurpose it, but could also add their specific information.

If no folder or file name need to be changed, I guess the DCR could be taken from staging. I myself had to move the DCR and HTMLs in an appropriate location, so I had to manipulate the EAs as well.

but yes, this is a doable task....

Adam Stoller

I don't think it really matters, whether they are branches or workareas (I mean it matters, but reflects only the web site design - I myself would not have branches in this particular case, based on the limited information that we have).

I have implemented a similar requirement, where the central office produces some common info, which is then distributed to local offices, that repurpose it, but could also add their specific information.

If no folder or file name need to be changed, I guess the DCR could be taken from staging. I myself had to move the DCR and HTMLs in an appropriate location, so I had to manipulate the EAs as well.

but yes, this is a doable task....

I would have opted for either branches or sub-directories - since it didn't sound like the concept of TeamSite workareas was well understood.

Workareas could be used (iwupdate) - but eventually a Get Latest (again iwupdate) should be performed to bring all the workareas in sync after the file(s) have been translated.

If the intent was to have only certain language versions in certain workareas - then my original skepticism was (IMO) reasonable because that's the kind of "solution" that tends to cause so many more problems than it resolves.

gzevin

If the intent was to have only certain language versions in certain workareas - then my original skepticism was (IMO) reasonable because that's the kind of "solution" that tends to cause so many more problems than it resolves.

unfortunately, most of the sites I have seen, do exactly this - i.e. don't sync the WAs with staging.

However, if you don't venture outside your own part of IA, one could be right... still...

nipper

unfortunately, most of the sites I have seen, do exactly this - i.e. don't sync the WAs with staging.

While you are correct, this is a train wreck waiting to happen. I have seen it at multiple sites and invariably things get in a bad way.

This should be avoided at all costs.

Andy

Mohan_Babu

Andy is perfectly right, this should be avoided... and use either a sub-branch or a sub-folder.

~Mohan

gzevin

Andy is perfectly right, this should be avoided... and use either a sub-branch or a sub-folder.

~Mohan

while I do understand Andy well, I totally miss your point, especially about sub-folder.

Mr_Cruise

I would recommend that you use sub-directories under the data directory for each DCR type and DO NOT use different WORKAREAs.

For example

/templatedata/content/faq/data/English
/templatedata/content/faq/data/French

I would not sub-branch as this will require users to move in-and-out of a branch which takes longer than switching directories.

I would also use a mapping file to map the source and translation languages in case you want to limit the languages for translation. You also have to think about any drop down items in the DCR and will they all are English or do you have to support multiple languages. You might want to track translated content using metadata. Also ensure your workflow allows translation in any direction and with no translation.

I have been working with TeamSite and translating content for the past 6 months and you have to plan carefully!!