The project manager receives from the customer (either by phone or by e-mail) the details of a translation project. This usually has a source language (the language of the document to be translated) and one or more target languages (in which the final document should be).
The project manager creates a new project record in Tranwise, and fills in the details received from the customer, together with some other details useful for the management team and the translators (such as project deadline, Trados usage, special information etc.). Also, the manager uploads in Tranwise the document(s) to be translated, together with other reference files or Trados memory files if available.
The next step is to look for translators that know the language combinations required for the project, and ask each of them if they would like to do the job or not. This is done in Tranwise with just one mouse click. The project manager clicks the “inform translators” button and Tranwise automatically searches all the translators in the system whose language combinations fit with the project and informs them about the new project available. For the people online in Tranwise at that moment, this is done by a small popup window that guides them to see the new project’s details. For those offline, Tranwise sends an email message announcing that there is a new job available.
The gathering of responses from the translators is just as easy. The translators check the project details, and, if they would like to take the job, they click the “accept” button (specifying which part of the job they could do — translation, proofreading or both). When this happens, the translator is marked as available in the project’s details page. All the project manager has to do is to check every once in a while the project’s details page to see if there are any translators or proofreaders available. When there is at least one for which part, the manager can choose who is going to work on the project, by clicking the “assign” button for the translator and the proofreader. The assigned translators are informed automatically that they were chosen to do the job and requested to start working on it.
When there have been assigned translators and proofreaders for all the target languages of the project, the project is marked as “IN PROGRESS” and the project manager doesn’t have to do anything more until the translation and proofreading is finished.
The translators will download the files to translate and start working on them. When ready, they will upload the translated file in Tranwise, together with any comments that they might have for the project manager or the proofreaders. At that point, the selected proofreaders are informed automatically that the translation for that project is completed and they should download it and start proofreading. When this part is ready, the proofreaders will upload the proofread file, together with comments (if there are any) and the management team will be informed automatically that the proofread file for the a certain target language of one project has been uploaded.
The next step is the invoicing for the completed project. In the “pricing” section of the project, the responsible manager will fill in the pricing method for the project (fixed price, or price per source words, or price per target words, or Trados price). Tranwise will automatically calculate the price based on the number of words in the project and the number of target languages.
The invoicing can be done either per project or with a monthly invoice. If the invoicing will be done per project, the “create invoice” button does exactly that: creates a new invoice for the project, stores it in the system, saves it as a PDF file and sends it to the customer automatically in an email. After the customer receives the invoice and pays it, the management team will receive the payment confirmation from the bank and they can mark the invoice as paid, so the process of translating this project is completed, excepting one more step: The payment of the translators who worked for it:
When a new project is created, the project manager has to fill in the way the translators are going to be paid (this can be either fixed price, or price per source words translated, or price based on Trados figures). Most likely, the translators will not be paid after each project. Instead, they will receive the payment at the end of the month. For each project they work on, a purchase order is stored in the system, together with the date when the translation/proofreading was completed. At the end of the month, the project manager responsible with the payment of translators can see for each translator the payment sheet for the last month, containing the projects he/she worked on, the comments the translator has about it, the bank details of the translator and the total amount to be paid. This can be checked either in Tranwise (per translator) or in a PDF overview for all the translators.
This is how a translation project is completed with the help of Tranwise. Not only that the management part goes smooth and easy, but also, all the projects, translations and invoices are recorded in a unified way, making all the details of a certain project available years later.
There are a few other features worth mentioning:
– with just one click, a completed project can be reopened for changes or comments from the customer, and all the translators that worked on it are informed about this and they can take action about it
– the project manager can import for each project the emails received related to that project, in order to have an overview and save the time of checking later several huge mailboxes for an email related to that project
– the project managers have a status window where they receive messages about the most important things that happened in the system (like a translator who replied to a job, or a proofread file which has been uploaded etc.)
For more information about what the other modules of Tranwise help you with, please check the Components page.
For an overview of the other small features that make the management job a lot easier, please check the Features List page.