{"id":26,"date":"2025-12-25T10:22:28","date_gmt":"2025-12-25T10:22:28","guid":{"rendered":"https:\/\/www.ttn.ch\/Info\/?page_id=26"},"modified":"2026-01-05T04:10:24","modified_gmt":"2026-01-05T04:10:24","slug":"workflow-automation","status":"publish","type":"page","link":"https:\/\/www.ttn.ch\/Info\/ttn-tms-documentation\/workflow-automation\/","title":{"rendered":"Workflow Automation"},"content":{"rendered":"\n<p class=\"tms-title_H2\" id=\"Overview\"><strong>Overview<\/strong><\/p>\n\n\n\n<p class=\"tms-normal\">Workflow automation in this system is handled by a dedicated application called Work Loop. This standalone application is designed to perform and coordinate most routine tasks automatically, with minimal human intervention. By configuring Work Loop appropriately, the organisation can offload a large portion of daily workflow tasks to run fully automatically, ensuring efficiency and consistency.<\/p>\n\n\n\n<figure class=\"wp-block-image size-full tms-image\"><img loading=\"lazy\" decoding=\"async\" width=\"846\" height=\"624\" src=\"https:\/\/www.ttn.ch\/Info\/wp-content\/uploads\/2026\/01\/TTN-Work-Loop-handles-predefined-task-automatically.png\" alt=\"\" class=\"wp-image-780\" srcset=\"https:\/\/www.ttn.ch\/Info\/wp-content\/uploads\/2026\/01\/TTN-Work-Loop-handles-predefined-task-automatically.png 846w, https:\/\/www.ttn.ch\/Info\/wp-content\/uploads\/2026\/01\/TTN-Work-Loop-handles-predefined-task-automatically-300x221.png 300w, https:\/\/www.ttn.ch\/Info\/wp-content\/uploads\/2026\/01\/TTN-Work-Loop-handles-predefined-task-automatically-768x566.png 768w\" sizes=\"auto, (max-width: 846px) 100vw, 846px\" \/><\/figure>\n\n\n\n<p class=\"tms-figure-caption\"><em>Figure 1: TTN Work Loop handles predefined task automatically<\/em><\/p>\n\n\n\n<p class=\"tms-title_H2\" id=\"Get-Mail-Service\"><strong>Get Mail Service<\/strong><\/p>\n\n\n\n<p class=\"tms-normal\">The Get Mail Service is an AI-powered mail robot that continuously checks for new incoming messages (approximately every 30 seconds). Whenever a new email arrives, the service automatically assigns it to the corresponding translation order or the responsible Translation Manager. This service interfaces with various channels \u2013 it checks email servers, monitors FTP directories, accesses IncaMail, and other mail services \u2013 to download files or messages from all kinds of sources. Most incoming mails contain a unique <em>fingerprint<\/em> (such as a translation number or similar identifier), which the Get Mail Service uses to recognize the related order. Upon identification, the mail is attached to the appropriate order and made visible to the Translation Manager in charge. The Translation Manager also receives a summary of the mail on their mobile phone, allowing them to keep track of every new piece of information in real time without needing to constantly check their inbox.<\/p>\n\n\n\n<figure class=\"wp-block-image size-large tms-image\"><img loading=\"lazy\" decoding=\"async\" width=\"1024\" height=\"338\" src=\"https:\/\/www.ttn.ch\/Info\/wp-content\/uploads\/2026\/01\/The-AI-mail-robot-classifies-emails-and-assigns-them-to-orders-and-accounts-1024x338.png\" alt=\"\" class=\"wp-image-766\" srcset=\"https:\/\/www.ttn.ch\/Info\/wp-content\/uploads\/2026\/01\/The-AI-mail-robot-classifies-emails-and-assigns-them-to-orders-and-accounts-1024x338.png 1024w, https:\/\/www.ttn.ch\/Info\/wp-content\/uploads\/2026\/01\/The-AI-mail-robot-classifies-emails-and-assigns-them-to-orders-and-accounts-300x99.png 300w, https:\/\/www.ttn.ch\/Info\/wp-content\/uploads\/2026\/01\/The-AI-mail-robot-classifies-emails-and-assigns-them-to-orders-and-accounts-768x254.png 768w, https:\/\/www.ttn.ch\/Info\/wp-content\/uploads\/2026\/01\/The-AI-mail-robot-classifies-emails-and-assigns-them-to-orders-and-accounts.png 1084w\" sizes=\"auto, (max-width: 1024px) 100vw, 1024px\" \/><\/figure>\n\n\n\n<p class=\"tms-figure-caption\"><em>Figure 2: The AI mail robot classifies emails and assigns them to orders and accounts<\/em><\/p>\n\n\n\n<p class=\"tms-title_H2\" id=\"Auto\u2011forward-Service\"><strong>Auto\u2011forward Service<\/strong><\/p>\n\n\n\n<p class=\"tms-normal\">The Auto-Forward Service automatically prepares orders to be sent out to the next parties in the workflow (translators, proofreaders, or clients) as soon as the orders are ready for them. It handles the logistics of forwarding files and information, ensuring that each contributor in the process receives what they need without delay. This service also queues up warning notifications for Translation Managers if something requires attention \u2013 for example, if an order is running late or if an expected file has not arrived. By supervising late or incomplete orders in this way, the Auto-Forward Service helps keep projects on schedule and makes sure no task falls through the cracks.<\/p>\n\n\n\n<p class=\"tms-title_H2\" id=\"Send-Mail-Service\"><strong>Send Mail Service<\/strong><\/p>\n\n\n\n<p class=\"tms-normal\">The Send Mail Service manages the distribution of completed translation files and automated notifications. It can send finalized files to clients via email and also dispatch messages or alerts through other channels like WhatsApp or SMS to keep everyone informed. In addition, this service transfers files to designated FTP or SSH servers when required (for instance, delivering translations to a client\u2019s FTP site) and uploads documents to secure platforms such as IncaMail. By handling multiple delivery channels, the Send Mail Service ensures that files reach their destination in whatever format or method the client or translator prefers, all without manual intervention.<\/p>\n\n\n\n<p class=\"tms-title_H2\" id=\"Workflow-Optimization-and-Benefits\"><strong>Workflow Optimization and Benefits<\/strong><\/p>\n\n\n\n<p class=\"tms-normal\">Work Loop is not just a simple background service running continuously \u2013 it is a robust standalone application that actively oversees and optimizes the entire translation workflow. Because it operates independently of the main IIS-based web application, it can run continuously and reliably without impacting the user-facing system. Work Loop recognizes new orders and incoming translated files from translators as soon as they appear (whether via email, FTP upload, or other channels) and automatically integrates those files into the database and the appropriate project records. It also supervises all other applications and services in the workflow, effectively acting as a central orchestrator that makes sure each component is doing its job correctly and on time.<\/p>\n\n\n\n<p class=\"tms-normal\">This application significantly improves error detection and response in the workflow. If any part of the process fails or encounters an error \u2013 for example, if a file download from an FTP server fails, or a deadline is missed \u2013 Work Loop will detect the issue immediately. It then sends instant SMS alerts to the Translation Managers, so they are notified right away about the problem and can take action if needed. Work Loop also handles special requests that might require interaction with web interfaces by using Selenium-driven browser automation to download or upload files from web portals when necessary. Additionally, it continuously monitors deadlines for all active orders, sending reminders or escalating issues if a deadline is approaching and a task isn\u2019t completed.<\/p>\n\n\n\n<p class=\"tms-normal\">By automatically forwarding orders and files to the right people at the right time \u2013 including sending completed translations to proofreaders for review and then delivering the final documents to clients \u2013 Work Loop ensures a smooth handoff between each stage of the translation process. The result of implementing Work Loop is a highly optimized workflow: routine tasks are handled faster and more reliably, human error is greatly reduced, and Translation Managers can focus on critical decisions rather than manual tracking. Overall, this standalone application has proven to streamline operations, improve turnaround times, and provide real-time oversight of the entire translation project pipeline, greatly benefiting both the translation team and their clients.<\/p>\n","protected":false},"excerpt":{"rendered":"<p>Overview Workflow automation in this system is handled by a dedicated application called Work Loop. This standalone application is designed to perform and coordinate most routine tasks automatically, with minimal human intervention. By configuring Work Loop appropriately, the organisation can offload a large portion of daily workflow tasks to run fully automatically, ensuring efficiency and &#8230; <a title=\"Workflow Automation\" class=\"read-more\" href=\"https:\/\/www.ttn.ch\/Info\/ttn-tms-documentation\/workflow-automation\/\" aria-label=\"Read more about Workflow Automation\">Read more<\/a><\/p>\n","protected":false},"author":1,"featured_media":0,"parent":9,"menu_order":0,"comment_status":"closed","ping_status":"closed","template":"","meta":{"footnotes":""},"class_list":["post-26","page","type-page","status-publish"],"yoast_head":"<!-- This site is optimized with the Yoast SEO plugin v26.8 - https:\/\/yoast.com\/product\/yoast-seo-wordpress\/ -->\r\n<title>Workflow Automation -<\/title>\r\n<meta name=\"robots\" content=\"index, follow, max-snippet:-1, max-image-preview:large, max-video-preview:-1\" \/>\r\n<link rel=\"canonical\" href=\"https:\/\/www.ttn.ch\/Info\/ttn-tms-documentation\/workflow-automation\/\" \/>\r\n<meta property=\"og:locale\" content=\"en_US\" \/>\r\n<meta property=\"og:type\" content=\"article\" \/>\r\n<meta property=\"og:title\" content=\"Workflow Automation -\" \/>\r\n<meta property=\"og:description\" content=\"Overview Workflow automation in this system is handled by a dedicated application called Work Loop. 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