Localizing a Copy of a Master Document/Questionnaire
When a document owner creates a master document or questionnaire using Localization Workflow, that document owner can assign any other document owners to copies that will be created for localization (translation or other modification) purposes. As soon as the master document/questionnaire is approved, the localization copies are placed in Draft status, and the assigned owners receive notification that the copies are ready to be localized.
Ways that Working with a Localized Copy is Different than Working with a Regular Draft Document/Questionnaire
Ways that Working with a Localized Copy is Different than Working with a Regular Draft Document/Questionnaire
In many ways, working with a localized copy is the same as working with any draft document or questionnaire. However, there are some differences that apply to all localized copies and some that depend on whether the owner of the master document/questionnaire synced it with this copy.
General Differences
- If you are the assigned owner of a localized copy and you do not own the master document/questionnaire, you will not be permitted to archive the localized in Draft status or in the Pending or Published status. This can only be done by the master document/questionnaire owner or an administrator.
- You cannot create a new version from within a localized copy. New versions must originate from the master document/questionnaire. When a new version of a master document/questionnaire is approved, new versions of its localized copies are moved to Draft.
- In the Properties Wizard, in the Settings step, the name shown for the Template setting will always be the template from which the current Properties Wizard default settings were taken. For example, if you select a different template and, when you click Reapply, you do not select Properties (such as when you choose to only replace document headers and footers), the template name will not change when the reapplication is finished.
- In the Properties Wizard, in the Settings step, in Optional Settings, The Review Interval and Warning Period options are not available. This is because document owners cannot create a new version from within a localized copy. New versions must originate from the master document/questionnaire.
- If this copy is a document, the Compare/Replace option is added to the Editor Tools menu. Compare/Replace includes options for comparing the localized copy with the master document and replacing the copy's new version content with the content of its previous version.
- You can view information about a localized copy's master document/questionnaire from the Links page on the Overview tab.
- If the master copy is a document that includes a questionnaire, or if the master copy is a stand-alone questionnaire, the localized copy inherits the master's questionnaire contents and settings.
Differences when Synced
You may notice the following differences when working with a questionnaire in a localized copy that is synced with the master's questionnaire.
- Each localized copy inherits the master's questionnaire.
- You can edit existing questionnaire questions, including their advanced settings, but you cannot add or delete questions.
- You can click Compare to Master to open the master's questionnaire in a separate browser window.
- The only questionnaire settings you can change are Questionnaire Introduction and Disable Questionnaire.
- If the copy is a document and a questionnaire has not been created in the master document, you cannot create one in the localized copy.
- If the owner of an approved master document edits the document in its current state and makes changes to the document's questionnaire, the next time you click the Edit Questionnaire tab in the localized copy, you must choose whether to replace the current questionnaire with the modified questionnaire from the master document or to keep the current localized copy version.
Differences when Readers Are Auto-Assigned
The master owner can have PolicyTech automatically assign readers to the localized copies in their selected languages. This does not affect your ability to assign readers in the Properties Wizard. You will, however, see the automatically assigned readers listed in the Reader Status page on the copy's Overview tab.
How to Localize a Copy Document
- Do one of the following to open the document:
- In the notification email, click the document title.
- Click My Tasks, click Prepare to show those tasks, and then click the document title.
- Click the Edit Document tab, and then make the content changes needed to localize this copy document for its readers. This could include, among other things, translating the text into a different language or modifying text to be in line with local regulations.
Note: If this localized copy is a Word document, while editing its content you can click Editor Tools and then click Compare/Replace. See Working with Compare/Replace Options for instructions on how to use this feature.
- Click the Properties Wizard tab, and then make needed changes in any of the steps.
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Notes:
- The Properties Wizard settings and assignments are determined by the template selected by the master document owner when adding this copy. A master document's Properties Wizard settings and assignments do not affect a copy's Properties Wizard.
- The template name displayed as the Document Template setting will always be the template from which this document's current default Properties Wizard settings were taken. For example, if you select a different template but choose not to reapply Properties (such as when you choose to reapply only document headers and footers), the displayed template selection will not change after completing the reapplication.
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- Click the Edit Questionnaire tab to see if a questionnaire is included, and then do one of the following, depending on what you see:
- If you see a prompt like the one below, the master document has not been synced with this copy and the master document has no questionnaire. If desired, you can add a questionnaire to this copy just as you would with any document. See Creating a Document Questionnaire for detailed instructions.
- If a questionnaire is immediately displayed, it was inherited from the master document.
- If you see the text highlighted in the screenshot below, then this localized copy's questionnaire is synced with the master document's questionnaire, which limits what you can edit. Follow the instructions in Localizing a Synced Questionnaire.
- If the questionnaire is not synced with the master document's questionnaire, see Changing a Questionnaire for further instructions.
- If you see an alert like the one below, the master document has been synced with this localized copy and, because there is currently no questionnaire in the master document, there is no questionnaire in this localized copy, nor can you add one.
- Do one of the following:
How to Localize a Copy that Is a Questionnaire
- Do one of the following to open the questionnaire copy:
- In the notification email, click the questionnaire title.
- Click My Tasks, click Prepare to show those tasks, and then click the questionnaire title.
- Whatever questionnaire content and settings were added to the master questionnaire also appears in your copy in the Edit Questionnaire tab. What you can do with the inherited content and settings depends on whether the master owner synced the questionnaire. Do one of the following:
- If you see the New Question option, this questionnaire copy is not synced with the master questionnaire. You can freely edit all questions and answers, delete them, or add new ones (see Changing a Questionnaire for further instructions).
If you see the text highlighted in the screenshot below, then this localized copy's questionnaire is synced with the master's questionnaire, which limits what you can edit. Follow the instructions in Localizing a Synced Questionnaire.
- Click the Properties Wizard tab, and then make needed changes in any of the steps.
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Notes:
- The Properties Wizard settings and assignments are determined by the template selected by the master document owner when adding this copy. A master document's Properties Wizard settings and assignments do not affect a copy's Properties Wizard.
- The template name displayed as the Document Template setting will always be the template from which this document's current default Properties Wizard settings were taken. For example, if you select a different template but choose not to reapply Properties (such as when you choose to reapply only document headers and footers), the displayed template selection will not change after completing the reapplication.
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- Do one of the following:
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