User role assignments
Posted by Peter Reynolds, Last modified by Viktor Mochnács on 23 March 2018 04:06 PM

Title: User role assignments

Description:    When you are the project manager of a project, you can assign users to the memoQ user roles (Translator, Reviewer 1, Reviewer 2). You can assign a single person (e.g. a translator) to a role or a subvendor.

In the translation process, a translator translates, then the workflow moves on to the reviewer roles. A reviewer may need to return the document(s) to the translator to implement the comments from the reviewer. Assigning the same user in different roles may come in handy: translator > reviewer > translator where the translator is in the Translator and Reviewer 2 role.

The role affects behavior in all ways it does e.g., what the user can edit; what status segments get upon pressing Ctrl+Enter to confirm a segment; recording commit info; conflict handling, etc.

The following assignment scenarios are possible:

If a user is assigned in the reviewer (REV) and translator (TRA) roles, where TRA is beyond REV, and the document’s workflow status is X, then:

User is editing as REV if X < TRA

User is editing as TRA if X >= TRA

In the cases where the role is in italics in the table above, the "Active user is different – The workflow status of the documents you are trying to open is different from your role." dialog is displayed when the user opens the document. 

FirstAccept

FirstAccept can interact with double assignment in two ways: when both assignments are through FirstAccept, and when one is a direct assignment.

Accepting a document in more roles:

User is among the FirstAccept users in all 3 roles.

Check out the project.

Right-click on a document, FirstAccept… -> dialog says "Your role: Translator". Accept.

Right-click on a document, FirstAccept… -> dialog says "Your role: Reviewer 1". Accept.

Right-click on a document, FirstAccept… -> dialog says "Your role: Reviewer 2". Accept.

Now the same user is present in all 3 roles.

Open the document, translate, deliver (-> workflow status becomes Review 1 (not started)).

Review (results in Reviewer 1 confirmed segments), deliver (-> workflow status becomes Review 2 (not started)).

Review, deliver -> file is finished.

Accepting a document that is already assigned to me directly:

When such a user checks out an online project, the FirsAccept message is displayed. But for the documents, only the role(s) he is directly assigned to are valid. The other role(s) come into effect only if the document is accepted in these roles; then they work the same as direct assignments. 

For example:

A user is among the ones chosen for FirstAccept in the Translator role, and he is directly assigned in the Reviewer 1 role.

When he checks out the online project, he is in effect in role R1, but the FirstAccept message is displayed.

If he right-clicks and accepts the document, he will become TRA and REV1 at the same time, at that moment functioning as translator (TRA role).

If he does not accept the document or declines it, he will remain in the REV1 role. (He cannot work yet, as the workflow status is still Translation.)

A user is among the ones chosen for FirstAccept in the Reviewer 1 role, and he is directly assigned to the Translator role.

When he checks out the online project, he is in effect in the Translator role, but the FirstAccept message is displayed.

If he right-clicks and accepts the document, he will become TRA and REV1 at the same time, at that moment functioning as translator (TRA role).

Note: If the user does not accept the document or declines it, he will remain in the Translator role only.

Packages

Similarly, if you create packages in an online project, the package stores the role of the user. You can assign the same user twice. If for example the same user is Translator and Reviewer 1 for the same file, then the following happens:

The package is created for the user as Translator.

The user opens the package, translates, delivers.

The Translator package is processed, the REV1 package is created.

The user opens the REV1 package (this creates another project in his memoQ desktop application), reviews, delivers.

Auto-assignment

The auto-assignment of documents does not support the assignment of the same user in multiple roles.

Subvendor workflow

You can assign documents to different subvendors. A subvendor being assigned to a role in a document while a user is assigned to the other two (or any other combination) roles is still possible.

Important:

memoQWeb and Language Terminal also support the user assignment in different roles in the same project.

You can also assign the same user in different handoff packages in local projects.

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