Set up User Groups and Release States

Release states are used to help manage the life cycle of an object from creation to release.

These release states should be created in the Source Library, so that they will automatically be included in the Target Libraries for each language.

For this tutorial, our workflow will be:

Authors	Create content in Draft, when complete set to Review.
Reviewers	Review objects in Review, if accepted, set to Released (English), if rejected return to Draft with comments in annotation style.
Localization Coordinator	Receive objects as Released (English), export to XML and set state to Sent for Translation
Localization Coordinator	Receive translated XML, import and changed objects to Translation Review.
Localization Reviewers	Review translated objects in Translation Review state and, when accepted, set state to Released (Translated).

Our Authors and Reviewers will belong to the group Authors.

The Localization Coordinators and Localization Reviewers will belong to the group Localization.

To set up your Release States to reflect this work flow:

Open the Sample.adl file included with your Author-it installation using Author-it Administrator.
Create a Group in the Author-it Administrator called Authors with the following Release States, Object Colors, Review Colors and permissions:

Tip: When setting the permissions, use the Check Row or Check Column option on the shortcut menu.

Also set them up with Folder permissions (in this case let them see everything).
Create a Group in the Author-it Administrator called Localization with the following Release States and permissions:

Also set them up with folder permissions (in this case let them see everything).
For this example, we will also create an Author named William and a Translator named Pierre.
Remember to add William to the Authors group and Pierre to the Localization group.

Don't forget to give the Authors and Translators folder permissions as well.

These release state permissions effectively create a hand-over of an object from the Authors group to the Localization group as soon as an object hits the Released (English) state.

Note: Localization Coordinators should belong to both the Authors and Localization groups so they have the security permissions of both groups.

Next Topic

Create a Localization