Inviting service providers to the translation center powered by ProZ.com Reply

This article describes the tools for inviting service providers to your instance of the translation center powered by ProZ.com.

Inviting providers from ProZ.com

  • You can select your providers by means of a directory search performed at ProZ.com with the option Providers → Invite from ProZ.com

  • You enter and submit your search criteria, and you get a ProZ.com directory page in line with the data sent.
  • On this page you select the professionals you are interested in, and then you can define, for each of them, one, several (or all) of the language pairs declared in their ProZ.com profiles.
  • When you submit this page, all selected translators will be invited.

Inviting providers via email

  • By selecting Providers → Invite via email, you will be able to invite translators by their contact data, including providers who do not have a ProZ.com profile.

  • You can invite several translators in one go, and select several language pairs for each translator.

Personalized invitations

  • In the Administration → Settings → Notifications you will find the diverse notifications sent from the translation center.
  • In particular the Invitation to a new service provider option will display the message sent to invited translators, and by clicking on Edit you will be able to create an invitation message better suited to the realities of your company.
  • Besides, each time you send an invitation through the system you will be able to add a specific personalized message.

 

The landing page for invited providers

  • When invited service providers click on the link included in the invitation, they will be brought to a landing page packed with marketing information on your company, including your logo, company name, tag-line, “established in” information, links to your web page and ProZ.com profile and your Blue Board badge.
  • You can view the marketing content on this page by clicking on the bottom-left corner of your instance of the translation center.
  • Below this area, providers will find your recruiting message, described in the next section, and then the buttons for accepting or declining the invitation.
  • If the invited providers’ emails are associated with ProZ.com profiles, the system will connect them with the new translation center profiles.

 

The message presented to invited providers

  • In the page Administration → Settings → Company settings you will find the recruiting message presented to invited providers described in the section above.
  • By clicking on Preview and then on Edit, you will be able to edit this text in line with your recruiting policies.

 

The translation center powered by ProZ.com is used by Translators without Borders and several commercial translation companies to deliver millions of translated words every month. This platform is made available to all ProZ.com Business members. If you want to learn more about this platform, please submit a support request and I will contact you.

A new channel and other improvements in the translation center powered by ProZ.com 2

New features and tools have been added to the translation center powered by ProZ.com and made available to ProZ.com Business members

New Contact us! channel

  • A new channel has been added to the translation center for communications with the site administrators. This new Contact us! feature, accessible from the top Support menu option, will be visible to all the players, including non-logged in visitors.
  • This will close a communications gap in the platform, as there were dedicated channels for issues related to jobs, invitations and assignments, but no messages were possible outside these areas.
  • In particular, there were no ways of communication open to non-logged-in visitors. A CAPTCHA feature has provided in this case to prevent the misuse of this feature by automatic spammer devices.
  • It will be possible to reply directly via email to the messages received through this new channel.

 

Editable invitations and new page on notifications

  • As part of a general overhaul of the translation center’s notifications and invitations, a new ‘Administration’ → ‘Settings’ → ‘Notifications’ page displays several of the messages currently available, with an explanation and a preview feature for each one.
  • In particular, the invitations sent to service providers can now be edited to better adapt them to the needs of the company managing the translation center. To this end, an edit feature has been added, together with the ability to restore the original version in case of need.
  • This page will evolve to include all the notifications in the system, taking into account the many valuable requests for improvements received. Some of the notifications will be editable, and in some cases their use will be personalizable.

Other improvements

  • Email headers were modified for notifications and invitations sent from the site, to get them in compliance with the Sender Policy Framework (SPF)
  • When a message sent through the translation center has an attached file, it is now possible to download the file directly from the corresponding notification email.
  • It is now possible to store default instructions that will be presented as a template each time work order is created, while retaining the ability to overwrite them if needed.

The translation center powered by ProZ.com is used by Translators without Borders and several commercial translation companies to deliver millions of translated words every month. This platform is made available to all ProZ.com Business members. If you want to learn more about this platform, please submit a support request.

Managing your clients in the translation center powered by ProZ.com Reply

Your clients in the translation center

The translation center will let you define the clients on whose behalf the useful work is done on the platform.

Clients in these pages are just information in the database, but it is also possible to invite representatives, called client contacts, for one, several or all your clients, with a configurable level of access.

A setting parameter will let you define the client visibility towards service providers. Depending on this setting, the identity of the client will be visible or invisible  to the providers working on a job.

Several standard fields are provided for the client contact information, and you can add any number of custom fields for additional data on the client.

Providers options

You can also define the team invited to jobs created on behalf of this client. The following options are available:

  • No preferences: The default value, will have no impact on the invitations
  • Default to members of a team: When a job for this client is created, the team selected in this setting will be the default choice of providers, but it will be possible to overrule this setting.
  • Force members of a team: the selected team will be invited to the job.

The last option is useful in cases where you let the client contacts create a work order, but you want complete control on the providers invited to the corresponding jobs.

Reference information for clients

There are a couple of cost-effective tools for uploading reference information to be later assigned to several jobs.

  • Projects can be associated to one or more work orders, and you can use them to post instructions that will be entered once for the project and then will be displayed in all jobs created for the client that are associated with the project.
  • Client files can also be upload for the client, and then be automatically presented as reference information in all jobs created for the client. Each file can be associated with a category (glossary, reference, style, TM and other).

Client contacts

Client contacts are actual people who are optionally invited to the translation center in order to represent a client in the platform.
A setting parameter will let you define whether client contacts, if invited, will be able to create work orders and have access to jobs and clients. If this access is not granted, client contacts will only be able to access work orders and monitor their status
There are two possible roles for client contacts:

  • Administrators: have access to all jobs created on behalf of the client
  • Users: have access only to the jobs created by them, or where they were specifically invited

The translation center powered by ProZ.com is used by Translators without Borders and several commercial translation companies to deliver millions of translated words every month. This platform is made available to all ProZ.com Business members. If you want to learn more about this platform, please submit a support request and I will contact you.

Improved messaging and invitations in the translation center powered by ProZ.com 1

New features and tools have been added to the translation center powered by ProZ.com and made available to ProZ.com Business members

Improved messaging

  • Messages can now be posted from a work order or a job, addressed to all players or to administrators or even to individual translators. You can also filter the messages exchanged based on their visibility.
  • It is also possible to reply to messages directly from the “last messages” tab in the dashboard, including the messages posted by translators from the page where jobs are offered to them.

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Improvements to invitations

  • Several improvements were introduced to the pages used for inviting and assigning translators to accept a posted job, including a more intuitive navigation among them.
  • When a team or a set of providers are picked for the queue of a job, all other eligible providers can now be added to the queue, in case the originally selected translators did not accept the invitations.
  • You can have invitations sent manually to this team, selecting how many invitations should be sent at time and the minutes between batches of invitations. Translators can also be manually invited from the pool.
  • You can modify the order of translators in that pool by clicking and dragging their names up or down, send messages to translators, manually add or remove translators to the list of candidates for invitation and even deactivate an invitation already sent.
  • Invited translators will access a page where they will have access to the available information and will be able to exchange messages with the job posters.
  • Depending on the configuration selected when the job was created, invited translators will be able to directly accept a task, or the assignment will be manually done by the job posters (generally based on the messages received from the invited translators).

blog_invitations

Clients and teams

  • Teams are a powerful feature in the translation center, that lets you group your service providers in accordance to whatever criteria you select, in such a way that any service provider can be in none, one or many teams. Whatever is needed for your operation.
  • It is now possible to associate a client with a given team, either as a preset value or as a forced option, so that when a PM (or even a contact from the client) creates a work order, the translators contacted will belong to the team pre-selected for the client in particular.

blog_job_options

Other improvements

  • It is now possible to upload files of up to 25 MB, up from a previous 10 MB limit.
  • Instructions can now be posted in projects, work orders and jobs, and they will be also presented to translators in the page where the assignments are offered to them.
  • Providers are now presented in a tabular format, alphabetically sorted, with page sizes of 15, 50 or 100 translators per page. A link to the translators’ ProZ.com profile is provided.

The translation center powered by ProZ.com is used by Translators without Borders and several commercial translation companies to deliver millions of translated words every month. This platform is made available to all ProZ.com Business members. If you want to learn more about this platform, please submit a support request and I will contact you.

The translation center now offers in-platform invoicing and communications during the assignment of tasks Reply

Two important features have been added to the translation center powered by ProZ.com and made available to ProZ.com Business members.


In-platform invoicing

The translation center now includes the tools needed for you to assign a purchase order to each task in the translation center. These purchase orders can then, once the corresponding tasks have been completed, be used by the service providers to submit you the corresponding invoices through the system. The company can them approve or reject invoices, keep track of the accounts payable, mark invoices as paid and be notified of late payments.

Purchase orders

A purchase order (PO) can be easily created for each task to be assigned to a service provider, including:

  • Information such as preferred currency, payment terms and payment conditions can be entered in the translation center settings and taken automatically from there for each purchase order
  • Service provider and date of assignment, taken directly from the workflow information
  • Scope of the assignment, taken from the job information
  • Information on rate, units, volume and total amount, selected when the PO is created. Units can be selected as source or target words, source or target lines, pages, hours and minutes. It is also possible to import an SDL Trados analysis, as displayed below.

Example of TC PO

 

The purchase orders menu

The Finance → Purchase orders menu option will present to the service providers all the purchase orders associated with tasks assigned to them, with information that includes PO number, date of assignment, scope, assignment status, invoice (when issued) and associated amount. There are menus for searching among the POs and also to locate assigned tasks that do not have a complete PO associated with them.

When used by the company that manages the translation center, this option will present the same information for all service providers that have or had tasks assigned to them.

The invoices menu

The Finance → Invoices menu option will present to the service providers all the invoices they submitted through the system, including the invoice number, due date, included POs, approval status, payment status and money amount. There is a tool for searching invoices and a button to submit an invoice.

This last tool will enable the association of several POs in a single invoice, provided that all are expressed in the same currency and have the same payment terms. A due date will be automatically calculated. The service provider will also be able to submit an actual invoice in digital format.

When used by the company managing the translation center, this option will present the same information for all service providers. In this case there are no provisions for the creation of an invoice. By opening the page corresponding to any invoice it will be possible to edit the approval status (approve, edit, reject) and to mark it as paid.

Communications during the assignment of tasks

At the critical moment of assigning tasks to service providers, the translation center had only two options:

  1. Offering the task to a team of providers, and let any of them to accept the task and have it assigned
  2. Manually assigning the task to a provider

In none of these cases was it possible for service providers to communicate with the job poster, and this translated in an operation with little flexibility and that had to rely on communications managed outside the platform.

This has changed. When you create a work order and you define the conditions to post your jobs in any of the selected language pairs, you will find the new options (the default selection is stored in the translation center settings to save you time when creating the work orders):

Task assignment options

The first condition corresponds to the current situation, where any invited service provider will be able to accept a task. This is the best alternative when you have a tight deadline and want the file accepted as soon as possible.

The second option is totally new. Instead of an acceptance button, the invited service providers will be only able to post messages (for instance letting you know about their availability and interest) and you will be able to manually assign any of the tasks to any of your qualified service providers.

In both cases invited translators will be able to communicate with you even when they have still no task assigned (this is also new) and you will be able to post messages visible to all invited translators or to any particular provider, and to follow a conversation as seen by any of the invited translators.

 


If you are a ProZ.com Business member, or consider becoming one, and want to learn more about the translation center powered by ProZ.com, please contact me via email or submit a support request.

The translation center powered by ProZ.com offers new features to ProZ.com Business members Reply

New features and tools have been added to the translation center powered by ProZ.com and made available to ProZ.com Business members


Improved reference information

Several new features have been added to improve the availability of reference information available to the service providers assigned to any given job. Among them:

Projects

Projects can now be defined for any given client, and they can include one or more work orders. Among the information in a project you have a field for project instructions, and these instructions will be displayed in all jobs associated with the project. This is a very cost-effective way of conveying your reference information. A project can also be used, for instance, to coordinate the several interpreting and translating activities associated with an event.

Reference files

Reference files can be added when a work order is created, or to an already created job. These files used to be located in a separate tab on the job page, and they have been now to the main job page for improved visibility.

Client files

Client files are files that can be associated with any of your clients, and they will be offered as reference files on the main page of every job created on behalf of that client. A category (glossary, reference, style, TM or other) can be associated with each file.

Improved communication features

New interaction and messaging features

It is now possible for a company to decide if the service providers sharing a job will be able to see each other and interact among themselves. Also, managers can post in any job messages addressed to a particular provider in the job, or to all providers in the job, or only to other administrators. Administrators can also view all comments or only the comments visible by any given translator in the job.

New options for sending emails to providers

The list of providers that can be reached by selecting “Providers → View providers” has several search criteria for defining a subset of translators, and at the bottom of the page there are buttons for sending emails to the translators in the whole search (in particular, to all translators in your system) or only to those in the page in front of you. It is now possible to attach a file to these mails, and to select the particular translators you want to reach within the selection.

 Improved vendor management features

Simplified experience for providers

The translation center as seen by service providers was greatly simplified, eliminating all elements that were not needed for their role of accepting an assignment, getting information and delivering their service. This will facilitate adding extra features and information and move into mobile operation.

You can now leave feedback on providers

Two new job settings will make it possible for your PMs to leave feedback on the providers in your system for each delivered task. You can also decide if this information will be visible only for your administrators, or to share it also with the providers. Posted feedback can range from unacceptable to excellent, and a comment can be also entered. This information is stored for each translator, and it is a very useful tool for documenting the experience a company has with a given translator, especially in multi-PM companies. You can read more about this feature in a dedicated article.

Multiple language pairs in invitations to providers

If you invite translators to the translation center by email, using the options available at “Providers → Invite via email”, you can now select several language pairs associated with each translator. If you prefer to use the directory features to be found at “Providers → Invite from ProZ.com”, once you select the translators to invite the system will offer you for each provider the language pairs they declare at their ProZ.com profile, and you will be able to select one, some or all the language pairs offered. In both cases, the provider profiles at the translation center will be created with the language pairs selected by you.


If you are a ProZ.com Business member, or consider becoming one, and want to learn more about the translation center powered by ProZ.com, please contact me via email or submit a support request.

CAT tools and directory search in the translation center Reply

The translation center powered by ProZ.com and made available to ProZ.com Corporate members keeps evolving and growing. 

These are a few of the new features:


Payment settings

The company managing a particular instance of the translation center can use this settings page to define several elements related to payment to providers:

Preferred currency: The one used in the financial reports, and the default option for the purchase orders

Default payment terms: To predefine the payment terms to be presented to the service providers in your purchase orders, including:

  • Payment n days after invoice date
  • Set payment date when the purchase order is created
  • Other: will display “Other, see below” and a box with the custom conditions defined by you, ideal for companies with more complex payment terms
  • Pro-bono operation: a condition reserved for Translators without Borders or similar organizations

Payment conditions: to enter your payment conditions or other related information, to be shown to translators in each purchase order

Uses a CAT tool discount scheme: When this condition is selected, a table will open on the same page to let you define your discount categories and the corresponding % of full rate. Also, a new option “CAT tool settings” will be presented in the settings menu.

Purchase orders

Once a job has been defined, you will be able to create a detailed purchase order associated with each task before the job is shared with your translators.

Many of the payment conditions can be predefined for all tasks in the payment settings.

In the form provided for editing the PO, you will be able to define:

  • Units: Source words, CAT analysis, Target words, Source lines, Target lines, Pages, Hours, Minutes or Total
  • Volume: expressed in the units defined above. When the system manages to determine a word count, it will be displayed here if the unit selected is in source words.
  • Rate: presented in the default currency defined in the payment settings, but other currencies are available
  • Payment terms: in accordance with the values established in the payment settings
  • Payment conditions: the value defined in the payment settings, but this can be edited for each PO
  • Custom PO#: A field to manually enter the number assigned by your system to the PO. If left empty, the translation center will enter a unique identifier to identify any particular PO.

Combine preset and local information in your purchase order

CAT tool analysis

As indicated for the payment settings, it is now possible for a company to define their CAT tool discount scheme,  including the name of each category and the corresponding % of full rate.

The CAT tools settings provide a very simple way to map the discount categories used by your company with the different categories used by the CAT tools integrated in the platform.

This information can be used to define the volume of work to be done. This can be done in two ways in the purchase order:

  • Manual input: When this mode is selected, you can manually enter the number of words associated with each discount category
  • Analysis import: The translation center can now import an SDL Trados analysis (in xml format) and development is under way to import Wordfast and MemoQ information as well

Once the CAT tool analysis information has been manually entered or automatically imported into the purchase order, it will look like this:

PO_with_CAT_info

A comprehensive Purchase Order form that can include CAT tool analysis

Directory search

It is now possible to invite one or several translators in a single action by using the new Providers → Find providers at ProZ.com feature.

This new feature will let you define your search criteria including:

  • Source and target languages
  • Whether the candidates should be native speakers of the target language
  • Language service required (such as translation, but all options provided at ProZ.com are included)
  • General and specific discipline
  • Minimum years of experience
  • Country of residence
  • Software
  • Whether participation in ProZ.com Certified PRO Network (CPN) is required
  • Minimum positive feedback entries (WWA)

Once you submit this request, a set of results will be provided including, for each candidate, information such as username, picture, tagline, country of residence, native language, local time, number of WWA entries and PRO KudoZ points in the pair and field of expertise requested.

You will be able to select one, many or all of these providers and send them an invitation to your instance of the translation center, including a personalized message to be written by you.

Translators who accept this invitation will be directly incorporated into your instance of the translation center.


If you are a ProZ.com corporate member, or consider becoming one, and want to learn more about the translation center powered by ProZ.com, please contact me via email or submit a support request.