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

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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.

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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.

ProZ.com Mobile for Android and iOS: the translation workplace anytime, anywhere Reply

Early this year, the ProZ.com team was proud to announce the release of a new ProZ.com Mobile app for Android. Since then, the app has had over 3,000 users performing more that 60,000 job actions, posting more than 3,000 votes on Quick Polls, setting their availability to take on new projects in real time and more.

On September 30th, ProZ.com celebrated International Translation Day by making ProZ.com Mobile available on iOS, in Beta stage and free of charge to ProZ.com members (see the forum announcement →).

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ProZ.com Mobile – Now available on Android and iOS

The mobile app offers ProZ.com members on the go easy access to the following core services:

  • Jobs
  • The Blue Board
  • Term Search
  • KudoZ
  • Forums
  • and more!

Are you a ProZ.com member?

Download the app today, login using your existing ProZ.com account and continue getting the most out of ProZ.com anytime, anywhere!

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Thanks to all members for making ProZ.com Mobile possible with your membership investment.

Happy translating!

Lu Leszinsky
ProZ.com Mobile team


Subscribe →           Report mobile information →           Rate Android app →          Rate iOS app →


Are you using ProZ.com Mobile? Share below…

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:

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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.

Confessions of a Freelance Translator: An interview with Gary Smith 1

“Welcome to one of the best jobs in the world!” screams the back cover of Gary Smith’s new book: Confessions of a Freelance Translator, Secrets To Success, a book offering practical, easily applicable tips to make a successful living out of freelance translation.

Gary Smith, a ProZ.com member, Certified PRO, trainer, event organizer and conference speaker, is an experienced proofreader and translator from Spanish and Catalan to English. A British native, he has lived in Spain for over two decades, offering webinars and talks internationally and around Spain.

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Gary Smith, author of “Confessions of a Freelance Translator, Secrets To Success”

In today’s post, I had a chance to speak with Gary about Confessions of a Freelance TranslatorSecrets To Success, the motivation behind the book, the process of writing it and the usefulness of the tips and tricks he provides throughout the book to translators starting out or who wish to make the leap to better earnings and work.


The interview

Me: What inspired you to write this book?

Gary: This is the kind of book I wish I’d had many years ago, so I could have avoided mistakes! Back then I would have loved this book with plenty of practical, applicable tips on freelance translation to start out or move up to higher earnings and productivity.

I think today in general there’s a generally positive attitude in the freelance translation community and a good example of that is Erik Hansson’s cathartic Facebook page “Things Translators Never Say” (TTNS) (voted winner of the ProZ.com Community Choice Award for best Facebook Page), which looks at frustrating situations with clients with humor and inspired this book’s title (there is a section in the book with funny situations with clients). It’s far better to laugh about such things with our colleagues around the world than to bang your head against the desk!

Even so, I felt there was a need for a book with this positive attitude that also gives a great deal of realistic, useful advice for translators about how to improve their situation. The Things Translators Never Say group gave me plenty of examples of typical problems faced by freelance translators, which helped me understand what they need and produce a book for them, all with a dash of of humour. And here it is!

Me:  What was the hardest part of writing this book?

Gary: Strangely, the same kind of things we come across as translators, since translators themselves are writers! In other words: organisation, editing, revising, reviewing, proofreading, layout, design, etc. Then, as our translation clients sometimes do, I’d discover something new or realize I’d forgotten to mention something, so I’d have to add it in a logical, coherent way. Sometimes I thought I’d never finish it!

It’s taken about three years to write and I’ve used material from my own talks as well as studying successful small businesses and listening to advice from my experienced translation colleagues, of course.

Me: How much of the book is realistic? Are experiences based on someone you know, or events in your own professional life?

Gary: All of it! But the difference with this book is that there are lots of examples we can all relate to from service providers we come across in everyday life, using similar “tricks of the trade” that are in fact relevant to all professions and applying them to translation services to help attract and keep good clients.

There are also many examples from my own experience in the profession and from translators I have known over the years. Too many good translators are let down by a lack of simple, practical business nous that doesn’t seem to get taught enough in formal education. Whether we like it or not, most translators have to be freelancers and therefore entrepreneurs to a certain extent to make a good living.

Me: Is there a message in your book that you want readers to grasp?

Gary: Hmm…I’d say above all the message is that you can definitely make a good living out of translation by being a good professional and that the pros definitely outweigh the cons. It’s a great job if you get it right!

Me: Did you learn anything from writing your book? If so, what was it?

Gary: Well, as I’ve found when preparing my talks for congresses and webinars, when you want to teach something well and clearly you always end up fact-checking and learning something yourself, yes. I learned a lot from small business experts and even about sales psychology. And I also listened to some of my successful translation colleagues, of course! But with this book in particular, I observed service providers of all kinds, learning how they deal with their customers.

Me: Can we take a sneak peek at the book before its release?

29a0fa76-d14e-474b-86f9-6dec6a4fe8deThe book, through Gary: “…First, let’s put ourselves in our potential client’s shoes. The monolingual, monocultural client needs a text translated but knows nothing about translation, how to find a good translator, or how much they may reasonably charge. Their idea of a human translator may be a studious hermit sitting at a desk piled with paper dictionaries, holding a quill poised in the air as they muse over a mixed metaphor. On the other hand, the only translator everybody in the developed world has heard of is Google Translate. Everybody has used the famous word cruncher once in a while to see what their Chinese tattoo actually means or get the gist of a foreign news article or recipe. So our potential client knows of Google Translate at least. They also know it is capable of translating thousands of words per second for free. And then they turn to you and discover that it will take days and cost several hundreds or thousands of euros. Understandably, they may well be taken aback.

To understand their predicament, imagine your car breaks down in a town you don’t know and you have to find a decent mechanic to repair it. At one garage they nonchalantly tell you it’s going to cost € 5‌‌‍0 and take half an hour. At another, they shake their heads sagely and tell you it’ll cost € 1,000 and take a week. Who’s telling the truth? Who knows what they’re doing? Who’s trying to rip you off? In order to gain a potential client’s confidence, there are little strategies that mechanics and other service providers from lawyers to doctors can and do use to allay our fears and convince us to choose their services. We, too, can apply such strategies to gain our clients’ trust. We shall look at them throughout this book.”

Me: When will the book be released and how will readers be able to purchase it?

Gary:  The book will be made available any time now at Lulu.com.

The book

Confessions of a Freelance Translator is divided into easily digestible sections relating to: finding, keeping and dealing with clients, setting fees, visibility, guiding the client through the translation process, freelance organisation in general, specialisation with some useful tips on scientific and technical translation, a general discussion of hot topics (e.g. machine and crowd translation), some tips on small interpreting jobs and of course some hilarious examples of confessions of a freelance translator!


Get this book →