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Creating a Master Document/Questionnaire for Localization Workflow

Ask your administrator which templates have Localization Workflow enabled.
Start a new document (see Creating a Document (Overview) for help) or questionnaire (see Creating a Questionnaire (Overview), or open an existing one.
(Conditional) If you're creating a new document or questionnaire, in the Properties Wizard with the Settings step selected, type a title.
Do one of the following:

If this is a new document/questionnaire, select a template that has Localization Workflow enabled.
If this is an existing document/questionnaire and you see Localization Workflow below Security, move on to the next step.
If you're editing an existing document/questionnaire and its currently assigned template does not have Localization Workflow enabled, select an enabled template. Then, in the Confirm window, select at least Properties, and then click Save.

Modify other settings and make or change task assignments as needed (see Assigning Properties for help).

Important: The writer, reviewer, approver, and reader assignments you make in the master document/questionnaire are not inherited by the localized copies you create. Preset assignments are only inherited from the selected template, which assignments can be changed by a localized copy owner. An exception to this rule is when you select Sync & Auto Assign or Sync & Auto Assign & Use Master's Read Interval as the Master/Copy Mode setting when you create a copy. In this case, localized copies inherit any reader assignments made in the master document/questionnaire.

Click Localization Workflow.

(Optional) When this master document/questionnaire is approved, the localized copy owners will be notified that they have been assigned to own and work on the copy documents/questionnaires. You have the option of including instructions in these document owner notifications. You can type instructions separately when creating each copy or preset the instructional text so that it is automatically added to each copy you create. You can then modify the default text in each copy as needed.

In the Default Document Owner Instructions box, type the text you want automatically added to each new copy's settings.

Use one or both of the following methods to add localized copies:

Create localized copies as new documents/questionnaires
Assign existing documents/questionnaires as localized copies

Do one of the following:

If this is a document, add its content (see Writing a Document).
If this is a questionnaire, adjust questionnaire settings and add questions and answers ( see Adjusting Questionnaire Settings and Adding Questions and Answers to a Questionnaire).

(Optional) If this is a document, add a questionnaire to it (see Adding a Questionnaire to a Master Document).
(Optional) If this is a document, attach files or add reference links (see Attaching Files and Adding Reference Links).
Submit the document/questionnaire for collaboration, review, or approval (see Submitting a Document or Questionnaire to Writers, Reviewers, or Approvers).

Create Localized Copies as New Documents

In the Localization Workflow step of the master document or questionnaire, click Create new localized copy.

By default, the new copy inherits the master document's/questionnaire's Title, Document Owner, and Template settings, any of which you can change.

Notes:

The copy's assigned owner can change any of the Create New Localized Copy settings except Master/Copy Mode.
A copy document/questionnaire is assigned to its owner's department by default.

(Optional) Change the default title inherited from the master document/questionnaire.

Note: The copy's assigned owner can also change the title, such as translating it into the local language.

(Optional) Unless you intend to own this copy yourself, for Document Owner, select the person who will be responsible to localize the copy, submit it for review and approval, and maintain it in the future.
(Optional) If the copy needs a different template, select one.

Important: To preserve the master document's/questionnaire's contents in the copy, only the new template's properties will be applied to the localized copy. In other words, when the copy's owner opens the copy, its contents will be the same as the master document's/questionnaire's while the settings in the Properties Wizard will be those from the selected template.

For Sites, select the sites that will have access to this localized copy.
(Optional) In the Instructions box, type or edit the text you want included in the email sent to notify the document owner to work on this copy.
(Optional) In the Language list, click the language for this localized copy.

Important:

The Language setting is especially important if you plan to select Sync & Auto Assign or Sync & Auto Assign & Use Master's Read Interval as the Master/Copy Mode for a localized copy in the next step. With one of these settings selected, reader assignments are made according to users' preferred languages.
You will only see the languages that have been enabled in PolicyTech.

The Master/Copy Mode setting determines to what extent Properties Wizard settings and assignments, and questionnaires in localized copies are controlled by the master document/questionnaire. Select a Master/Copy Mode option. See About Sync Modes for detailed descriptions.

Click Add. The Create new localized copy window stays open and a message stating that the copy has been added is briefly displayed.

Do one of the following:

To add another copy, modify the title, instructions, and settings as necessary, and then click Add Another.

Note: Clicking Add Another immediately adds a copy using the current settings. So, if you don't make changes to the settings, clicking Add Another adds another copy with the same settings as the previously added copy.

To stop adding copies, click Close.

(Optional, but recommended) Follow the instructions in Sync Master and Copy Publication Dates.

Assign Existing Documents as Localized Copies

You can connect any existing draft document as a localized copy of a master document or any existing draft questionnaire as a localized copy of a master questionnaire.

In the Localization Workflow step of the master document's or master questionnaire's Properties Wizard, click Connect an Existing Document.
Use any available tools to display a list of documents/questionnaires that includes the one you want to connect, and then click it.

A confirmation window is displayed.

Do one of the following:

To connect another draft document/questionnaire, click Add Another, and then repeat step 2 above.
Click Done.

To configure the Master/Copy Mode setting for the newly connected documents/questionnaires, in the Localized Copies list, select one or more documents/questionnaires, and then click Change Settings for Selected.

The Master/Copy Mode setting determines to what extent Properties Wizard settings and assignments, and questionnaires in localized copies are controlled by the master document/questionnaire. For Master/Copy Mode, click an option (see About Sync Modes for detailed descriptions), and then click Save.

(Optional, but recommended) Follow the instructions in Sync Master and Copy Publication Dates.