Workflow mapping is where you tell BeLazy how to turn the customer’s requested steps into the jobs you actually run in your system. This can be the trickiest part of onboarding, but the goal is simple: make sure each customer workflow becomes the correct set of internal jobs.
Key points
You cannot use fewer steps internally than the customer requests.
If the customer sends a 1-step project, you may use 1, 2, 3, or more internal steps.
If the customer sends a 2-step project, you must use at least 2 internal steps (you can add more).
Common examples
Customer asks for TEP → you might run Translation → Review → Quality Check.
Customer sends PDFs → you might run Pre-DTP → Translation → QC → DTP (and maybe a layout check).
BeLazy can also bundle separate translation and review steps from different sources into a single job chain — that’s covered in the bundling videos. Here we focus on the basic mapping.
What to prepare (BMS)
Protemos: Workflows come from the Jobs section of Project Templates. Add jobs there and list them in the template Description (comma-separated). For example: Translation,Editing or Translation,Editing,Proofreading
Plunet: Use Orders → Workflow templates. Edit the steps and copy them into the Description line and separate them by comma. For example: Translation,Review or Pre-DTP,Translation,Review,Proofreading
XTRF Classic: No preparation needed.
XTRF Smart: Process templates - that are then assigned to Services - should be named after the steps (the name is how BeLazy reads them) and the steps should be separated by the following character combination “=>”. This is the default name given by XTRF, do not change it.
Custom BMS Integration: Add some workflows under the Manage my business management system page. Otherwise the workflow mapping configuration won’t appear.
There are more details on each system preparation page.
How mapping works (step-by-step)
Select a source workflow (the one the customer sends), and assign it to a target workflow (the business management system workflow you want to run). BeLazy will list the target steps and show a box next to each target step.
Map each source step to the appropriate target step by selecting the source step in the box next to the relevant target step — e.g., source “Translation” → target “Translation”; source “Review” → target “Review.”
Fill every source step before moving on. BeLazy may suggest mappings automatically — you can keep or change them.
The idea is: you can add internal steps (like a QC) after the customer’s step, but you can’t remove required customer steps. This means that not every target step will need to have a source step next to it.
What the icons mean (quick guide)
When mapping, you’ll see icons on each line. Here’s what they do (right → left is easiest):
Dollar sign ($) — Create a receivable (income). Enable this where you want the system to create invoice lines or analysis to be charged to the customer. The actual prices will be the prices related to the business management system job type (e.g. Translation, Review, DTP, etc.) or the receivable type in XTRF.
Credit card — Create a payable (cost). Enable for steps where you’ll pay a vendor (translator, reviewer). The payable will be based on the business management system job type.
Vendor assignment — Tell BeLazy to assign the correct vendor/user in the customer’s system when your internal job is assigned. Useful when you want the same person reflected in both systems. Depending on the systems involved it can go from the source system (translation management system) into the BMS or from the BMS into the source system. In one workflow you can only select one direction. You can also use BeLazy to select the right vendor and propagate it in both directions if you enable that option.
Completion (close job) — You can choose to complete the job in the client’s system when you close the job in your internal system, or the other way around.
File upload — When your job closes, BeLazy can upload files back to the customer’s step (when relevant).
File download — Use this option if you are setting up automated steps via XLIFF, and you want to download the files from the source job.
Mapping arrows — The mapping arrows between the source and the target workflow steps show how a source step maps into your target steps:
Right arrow → source step starts at that target step.
Down-right → source continues through this target step (no delivery yet).
Down-left → source step closes after this target step.
X → BeLazy ignores this source step (no monitoring or delivery).
Right arrows and X can appear when a source step is selected on the left side, down-right and down-left are continuations of the previously selected source step.
For example, if you have a Translation and a Review source step, but in the business management system you have three steps, Translation, Editing and Quality Assurance, you will see:
Translation - Right arrow - Translation (because the Translation step in the source system finishes once the translator has done the job - you know this because Review starts right in the next target step),
Review - Right arrow - Editing (because the Editing step starts when the source workflow reaches the Review step),
Empty box - Down-left arrow - Quality Assurance (because the Review step is finished only after the Quality Assurance step is finished).
Practical guidance
Map translation → translation, review → review, and add internal steps (QC, DTP) where needed. (You can use different names for review, e.g. editing, proofreading, etc.)
For billing: enable dollar signs where you want receivables created. If the customer pays translation+review as one item, create a single receivable. If they pay separately, enable two.
For payables: enable where you pay external vendors. In-house checks usually don’t need payables.Here you should only care about what is billed and what is not. Actual billing units are different per business management system and are set up later in the configuration process.
Vendor assignment only works where the connector supports it. It lets BeLazy keep people aligned between systems. Vendors between the two systems are mapped later in the configuration process, this is how you tell the system what is the user name of a vendor in one system and the other.
Don’t worry about getting it perfect
You don’t have to be 100% correct on the first try. Mapping takes thought and sometimes trial and error. Exceptions (rules that change workflows based on metadata) are configured in the same way as elsewhere — decide what criteria trigger a different workflow, then set the alternative mapping.
Next step
Before moving on, it is recommended to select a target workflow for each source workflow and map all source steps. You can refine settings later — start with the most logical mappings and iterate as you test real projects.