Preparation of the translation project by a project manager

How to create a translation project - Workflow for project managers

Before a translation project can be kicked off, the project manager (PM) has to follow certain steps and procedures, making sure that all necessary details have been clarified and a smooth translation process enabled.

The steps and procedures can be divided in the following phases:

  1. General 

  2. Files

  3. Analysis

  4. Work Allocation

  5. Cost & Offer

  6. Instructions

  7. Kick off

1. General

The project manager (PM) receives a project from the client:
a. per e-mail
b. through the application

1a. Create new project 

In case the client has sent an enquiry per e-mail, the PM creates a new project in the application (Workplace -> Project -> New projects):

  • The PM makes sure that the client has a profile in our system and a created and connected translation memory and terminology repository.

  • All details provided from the client, including the desired delivery date shall be entered while creating a new project.

  • The PM should copy the enquiry/e-mail into the description of the project as reference

  • The project will be created under the PM’s name and he/she will be notified per e-mail automatically by the system about the project activities (kick-off, task acceptance and finalization etc.)

1b. Catch project

In case the client has sent an enquiry directly through the system, the PM will be notified per e-mail and has to press “Catch project” in the “Enquiries” in the application, after highlighting the project  (Workplace -> Projects -> Enquiries from Clients)

  • By creating a project themselves, the client can provide the information regarding the desired delivery date, whether proofreading is required, whether an offer has to be sent prior to the “kick off” of the project and any additional information, which he will be able to provide in the comment section.

  • Once the PM “caught” the project it will automatically move to new projects.

2. Files

From the "ribbon" menu you can upload individual files or folders. Use the Source Files folder in this window to upload files for translation. 

The system shows a "gear" icon when the document is currently being processed and  green-white icon next to the file name when the file processing is done.

  • You can test if the file will properly translated by right-clicking on it and choose the Pseudo translate option. This will launch a pseudo-translation process and rewrite the text with different characters. The pseudo-translated files can be accessed in the Pseudo translated files folder on the left

  • You can upload reference files to the Reference files folder. These will be available for the translators and reviewers of the translation project.

Once all the files are processed you can move on to the next step.

3. Analysis

Click on Calculate (gear icon) to analyse the translation memory matches and word count. 

  • The bottom left section of the window displays the linked translation memory/memories.

  • The bottom right section of the window is displaying projects from the same language combination that are currently active.

Please see translation memory matches - from the Translation Memory in Text United help article

4. Work allocation

In this section you will be able to select translators and allocate work to them.

There are three options to assign a translator to the project:

  • Add from teams (this will open a new window, and you can select the translator from the predefined team)

  • Add individual (invite a translator by entering his email that is linked to Text United

  • Add me (add yourself as translator for the project)

When you've added people to work on the project, in the section Roles in project, you need to assign different tasks to them (Translation, proofreadin, In-country review)
Check the appropriate box to assign the role for each individual.

The pink bars represent the files and their wordcount. In this case documents: file 1, file 2 and file 3 are relatively short. File 4 has a much bigger wordcount that the first three files. If there are multiple translators you will have to split the work among them using this section by:

  • Drag & drop individual files between the translators

  • Right click on a file and select split equal or split with ratio

After you split a file you will have to drag and drop one of the parts to the translator you've intended it for.

5. Cost & Offer
In this step, the Project manager will calculate the costs, generate an offer and send it to the client.

  • When you click on Create New, a new dialog window will open showing you a preview of the offer and a list of templates to choose from.

  • When the offer is generated fill in the necessary information as seen below:

  • If you add aditional items to the offer or change the word rates, click on the recalculate offer button to implement those changes

After the offer is generated, click on the Send to Client button in the menu. The Client will receive the offer in .pdf format via email and will have to options to accept or reject it.

If the offer has been accepted by the client, the project manager will be notified via email. Offers that are accepted by the clients will have bold green font in the Workplace -> Project -> New projects section.

6. Instructions

Additional instructions for the team leader, translators, proofreaders, in-contry reviewers and others can be sent from this section. This includes a rich text editor for formatting, the ability to attach files and select the persons involved in the project.

7. Kick Off

After the offer has been accepted by the client, the Project Manager has to Kick off the project. Translators and proofreaders will receive a notification about the new project and will be able to access the translation packages packages.