The parent/child relationship feature facilitates managing content where there is a parent record in one language and child record(s) in one or more different languages.

We recommend following the best practices workflow below when managing parent/child record relationships.

1.   Use Compliance to send all or single parent records to content experts. Compliance allows you to combine multiple records into a single document, which makes it easier for the content expert to update.

2.   Review and validate updated documents provided by content experts, and then use Compliance to import updated records.

3.   Approve all records in Compliance. This will trigger the “Needs Translation” process for all associated child records of approved parent records where the record content changed.

4.   Use the Needs Translation field to filter the records that need translation and then use the Download All feature to download the child records. Each record will be downloaded as an individual Word document. Send the documents to your translation services for updating.

6.   Use the Upload Records feature to import the translated child records. This action removes all "Needs Translation" triggers for the imported records.

There are three permissions required to use all parent/child record features: Multiple Doc Download, Multiple Doc Upload, and Run Verify Process.



Add Languages


1.   If you are not on the Content page, go to the main menu and click Content.



2.   Click on the Attributes tab.



3.   Click the Edit button next to the Language field.



4.   Click the Edit Values button.



5.   Click the + icon to add a new value to the list.



6.   Add the language in the space provided and click Save.



7.   Repeat steps 5 and 6 until all languages are in the list and click Save.



Upload Templates


1.   Go to the main menu, choose Content, and then choose Settings.



2.   Click on Document Templates.



3.   Under Microsoft Word Templates click Add New Word Template.



4.   Enter a name for the template.



5.   Choose the language for the template.



6.   Click Choose File….



7.   Select the template to upload and click Open.



8.   Click Save.



Add Parent Record

1.   Click Add Record. If you don't see this button, you don't have permission to add content records.



2.   Select the document type you would like to add, and then click Next.



Tips

  • When adding Word documents that are question-and-answer pairs, be sure there is one blank empty line (hard return) between the question and answer.

  • When adding Word documents, the option is provided to use a style template. Use the template as instructed by the administrator to ensure consistency with brand guidelines as appropriate. If no template is selected, the document will be based off the local user's Normal.dotm Word instance.

  • When adding Word documents that are question-and-answer pairs, be sure to check the Q & A checkbox on the Attributes tab.

  • When adding documents that are not question-and-answer pairs, use the Browse option to quickly create the new record from an existing document.
3.   If presented, choose a template, and then click Next.



4.   Input the content for the new record. Enter two hard returns after the question(s) and then input the response.



5.   Go to the Attributes tab.



6.   Select an Attribute Group to quickly prefill multiple fields, or manually make selections, and then click Save.



7.   Check the box next to Create Child Relationships and uncheck any languages to exclude.



8.   Choose an option for Compliance.
           a.   Click Save to Compliance Central to place the record in the Not Sent tab, and then click Save.



b.   Click Save to Compliance Central and Request Compliance Immediately (SME will be notified) to immediately email the record to the designated SME. Enter a Due Date and then click Save.



9.   Click Clear Search to refresh the page.



10. The newly added parent and child records will be at the top unless there is other sorting in place.



Send Patent Record


If the option to save to compliance central was not used, follow the steps below to send the parent record to the designated SME. If the option to send immediately was used, skip to the next section.

1.   If you are not on the Content page, go to the main menu and click Content.



2.   Click Modify Filters.



3.   From the Add new filter picklist, choose Is Parent.



4.   Check the box next to True, and then click Apply.



5.   Click the Send All Records to Compliance button.



6.   Select Add to Compliance Central, choose Order By to group records together, adjust what to include with the content, and then click Submit.



Approve Parent Record


To upload revised parent record record(s), use the Import feature.

1.   From the main menu, click on Content, then Compliance.



2.   Click the Import button.



3.   Click the Select Files… button.



5.   Navigate to file location, select the updated document(s), and then click Open. You can select more than one document at once. You can also continue to click Select Files… to select additional documents.



6.   To import the updated documents, click the Upload button.



7.   ResponseFull will be closing and opening Word during this process, so wait for the processing window to complete and close before doing any other work.



8.   Click Refresh button to refresh the Compliance page (this will also close the window).



9.   Click on the Returned From SME tab.



10. Check the box next to the records to approve (or check the box in the header row to select all), and then click the Approve button.



11. Confirm the number of records to approve, and then click OK.



12. Click the Refresh button to refresh Compliance.

Send Child Record


If you have followed the steps above to review and approve parent record(s), all associated child records are triggered for the "Needs Translation" process.

1.   Create a local folder for the child records.

2.   If you are not on the Content page, go to the main menu and click Content.



2.   Click Modify Filters.



3.   From the Add new filter picklist, choose Is Child.



4.   Check the box next to True.



5.         From the Add new filter picklist, choose Needs Translation.



6.   Check the box next to True, and then click Apply.



7.   Click the Download All icon.



8.   Click OK to proceed.



9.   Click the Browse… icon.



10. Choose the local folder and click OK.



11. Save the files:

  1)   Check the Download parent record with current ID to send the parent version of the record for each associated child record.

  2)   Check the Flag child record box to capture the Date Downloaded and Downloaded By attribute details.

  3)   Click Download.



Upload Child Record(s)


To update the translated child records:

1.   If you are not on the Content page, go to the main menu and click Content.



2.   Click the Upload Docs button.



3.   Click Select Files….



4.   Select the child records to import (use the CTRL or SHIFT to choose multiple files at once), and then click Open.



Once the window closes, the process is complete.