Localization Workflow Overview

Localization Workflow is a powerful feature that enables the following functionality:

• Create localized copies from a master document. The assigned owners of localized copies can modify their copies as necessary by translating the text, modifying the text, changing document settings, and making local task assignments.
• (Optional) Sync localized copies with the master document for centralized reader and questionnaire status reporting. The status of all reader task assignments—those assigned in the master document and those assigned in each localized copy—can be viewed in the master document Overview and in reports that include the master document. Localized copy owners can translate or otherwise modify questionnaire text but cannot add or delete questions. All questionnaire results can be viewed in reports that include the master document.
• (Optional) Automatically assign readers to the localized copies translated into their languages. For reading assignments made in the master document, each user is automatically assigned to read the localized copy that matches that user's preferred language.

Sample Localization Scenarios

The following are some sample scenarios for when this feature can be especially useful.

• Master document with translated copies: An international IT company needs translated copies of a software purchasing policy for its various offices around the world. The company also wants the main office to control the document content and needs a process for updating the translated copies whenever the original document is updated.

• Master document with modified copies: Corporate headquarters of a healthcare organization needs control over an admittance policy's basic content but also needs to allow some content flexibility for the local regulations of its many hospitals located throughout the western United States.

• Master document with copies that are both translated and modified: A worldwide insurance company with its headquarters in Atlanta has satellite offices in Hong Kong, Quebec, London, Paris, and Frankfurt. The company's human resources department needs to distribute a hiring policy document that each office will both translate and modify to reflect local labor laws.

Other Sample Scenarios

Centralized tracking of reader status: The compliance officer of a large corporation distributes copies of an evacuation procedure document to each building at the corporate headquarters campus. The document includes a questionnaire that assigned readers must successfully complete in order to mark the document as read. The compliance officer asks the owner of each site copy to replace the graphic of the main building floor plan with its building floor plan. She also needs to track who has read the evacuation procedure, including the master document and all site copies, and wants to periodically generate a questionnaire results report that includes all readers.

Automatic assignment of readers to translated copies: The director of human resources creates a harassment policy document in English and creates copies of the document that he sends out to an agency for translation into the company's five official languages. He needs to assign all users at all company sites to read the document in their preferred language (which may or may not be the same as the site's default language).

Typical Localization Workflow Process

The Localization Workflow process can consist of the following high-level steps:

Set Up

1. Your organization buys the Localization Workflow module and a document control administrator (DCA) enables it in PolicyTech^™.
2. The DCA creates a template with Localization Workflow enabled.

Use

1. A document owner creates a master document using the enabled template and sets the document's publication date to some time in the future that is estimated to be after all localized copies of the master document will be completed.
2. In the Properties Wizard of the master document, the owner adds localized copies by providing a title and selecting a document owner, template, site, and language for each copy. These copies reside in predraft status until the master document is approved.
3. The master document owner opens each localized copy and sets the same publication date as the master document.
4. The document owner submits the master document for review and approval.
5. When the master document is approved and moved to pending status (because of the postdated publication), the localization copies are moved into draft status within their assigned sites and the copy document owners are notified. The assigned document owners then work on the copies by translating them or modifying them as appropriate for their local readers.

The assigned document owners submit the copy documents independently for local review and approval. Assuming that each of the copy documents is approved before the synced publication date, each copy moves into pending status.

6. When the assigned publication date arrives, the master and all copy documents currently in pending status are published, and notifications are sent to all users required to read the documents.

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