Translation projects

            BaccS - Translation project management software - ProjectsTranslation project list

            Overview

            To account incoming work in BaccS, the following terminology/hierarchy is used: translation projects - translation jobs - translation job tasks. While translation projects are placed at the top of this hierarchy and are used to aggregate translation jobs, this an optional entity, which is not required to create translation jobs, which are the only entity type to account performed tasks.
            From the other hand, when your project includes multiple target languages, requires to employ external vendors and perform a lot of management tasks, it is recommended to create projects, as they allow to control all these objects from a single place. It will allow you to view and edit all jobs and assignments along with their tasks on one screen, as well as view project results (total amount of jobs and assignments, margins, effectiveness).

            For freelance translators, projects can be used for grouping long-running project which include a lot of jobs paid/invoiced separately. It is fully allowed to not specify a project in a job (the field may be left empty). But when you specify a project in a job, job amount and quantities will be added to the project. As a result, you will be able to see how much jobs were included in particular project, how much words you translated or hours spent, when the project has been started and when the last job has been done. Except aggregation, projects can be used in CVs - you can mark which projects must be included in CV to highlight the most interesting/important projects in your career.

            If a project is linked with GroupShare project, you can track its status by displaying Progress column in the list. To do this, right click on the table header, select Column chooser, and drag Progress field to the table.

            Take a note on a special Quick filters button in the project list, which not only provides another way to quickly filter list of projects, but also displays amounts for last 12 months and top customers:

            Top part contains list of months and amounts, while lower part lists top customers with amounts. Select any item in this list to filter list of jobs by month or by customer.


            Project list has a number of columns which are hidden by default: Additional expenses, Assigned amount, Create/modified at, Created/modified by, Responsible person, PO Number. To show them, use Column chooser function (right click on the table header and select Column chooser).

            To quickly change status for multiple projects, select them and click Change status button on the ribbon (or right click and select it from the context menu).

            Project creation and editing

            To create a project, click New button in the Project list and start filling data:
            Translation project editing form

            The form contains a number of tabs. First one, Main data, allows to enter basic information about a project: status, date and deadline, customer, default fuzzy scheme for project jobs, specialization, PO number, etc. 
            Responsible person field is intended only for teams and allows to select staff member responsible for this project. Later you will be able to generate reports showing performance of each staff member.

            In the middle of the form you can select source language and Target languages:
            Adding target language pairs in the translation project management window

            Next section, Work time, allows to view summary of time tracking data from all jobs belonging to a project. Data displayed in this group will be correct only if you correctly fill corresponding fields in jobs. Here you can get some statistical information, like total work time in minutes, processed volume per hour and income per hour.

            Last group, Totals, displays project totals (amount, assigned amount, margins, etc.). This group is visible no matter which tab is currently selected, and values here are updated each time you make any changes in a project (for example, edit job task or create a new assignment).

            Translation jobs and translation job tasks

            On this tab you can view, create and edit project jobs. Despite other list views in BaccS, this table supports inline editing, which means that you can make direct changes in this table without opening separate job editing form (of course, you can make changes only in displayed columns). However, you can still open full job editing form by double clicking on a row.
            Sometimes you may click a cell with drop-down button, and then immediately click this drop-down button. Instead of expanding drop-down list, the system may open job editing form, if you made 2 clicks too fast and it was determined as double click, not separate single clicks. In such situations, make a short pause before expanding drop-down list.
            To create a new job, click New button, which is default way of creating entries in BaccS. Additionally, you may create jobs in batch mode, by clicking Create jobs button on the toolbar:
            List of translation jobs in translation project window
            This will create a job per each language pair selected in a project. Take a note that this command will create a job only for missing language pair. For example, if your project contains 3 target languages, and for one of those language a job is already created, then this command will create only 2 jobs for rest language pairs.

            To edit job tasks, you can open its editing window or switch to a next tab - Job tasks. Main highlight of this tab is that it allows to edit tasks of ALL jobs included in a project, which eliminates need to open individual windows for editing. Instead, you can edit all volumes using centralized UI, where tasks are grouped by owning job:


            On this tab, you can not only edit job tasks, but also create job tasks in batch mode. Click Add a new service to all jobs button to add the same tasks into all project jobs. If volume differs from job to job, you will be able to edit it after adding tasks. To add a task explicitly to one job, select any task which belongs to a desired job and click Add a new service to a selected job button. Take a note that if a job does not contain any tasks, this button won't be available. In both cases, you will see the following dialog for adding a new service:


            Translation assignment and translation assignment tasks

            On this tab you can view, create and edit project assignments. Despite other list views in BaccS, this table supports inline editing, which means that you can make direct changes in this table without opening separate assignment editing form (of course, you can make changes only in displayed columns). However, you can still open full assignment editing form by double clicking on a row.
            Sometimes you may click a cell with drop-down button, and then immediately click this drop-down button. Instead of expanding drop-down list, the system may open job editing form, if you made 2 clicks too fast and it was determined as double click, not separate single clicks. In such situations, make a short pause before expanding drop-down list.
            There are few ways to create assignments when working with a project:
            1. On the Translation jobs tab, select a job and click Create assignment, to create a new assignment over that job.
            2. On the Translation assignments tab, click New button, to create an empty assignment and fill all fields manually.
            3. On the Translation assignments tab, select Workflow value and Automation rule (optionally), and click Create assignments button, to create assignments per all project jobs in batch mode.
            Workflow value defines number of steps (contractors). When you create a new workflow, you have to only specify which service types it includes and in which order. If source order contains a step defined in a workflow, a new translation assignment will be created. If a job contains a service which is not defined in a workflow, this service will be included in the first assignment.
            Example. Your job contains the following services: translation, proofreading, editing. But workflow includes only translation and editing. In this case, the system will create 2 assignments: first one with translation and proofreading, and second one with editing.
            Automation rule determines if next assignment in a sequence should be started automatically after delivery of a previous assignment.
            As a result, the system will create assignments with necessary tasks, with zero amounts and empty Contractor field. Deadlines of assignments will be determined automatically (based on workflow step, project deadline, and assignment volume, comparing to other assignments in a row). When necessary, change deadlines manually when assignments will be created.
            If you already know who will performing tasks, select necessary contractors in the Contractor column of the list. It is not even obligatory to open assignment editing window, because after selecting a contractor the system will immediately calculate assignment amount based on contractor's price list. To confirm this, you will see some value in the Amount column, and you can switch to the Assignment tasks tab to view which prices have been automatically applied to an assignment:


            Such approach allows to simultaneously work with a lot of entities and minimize amount of clicks/window switches while managing a project.

            Checklist tab

            This tab allows to create a list of items which should be marked as Completed before project delivery. You may define predefined sets of checklist items and add them automatically when a project is created.

            Additional expenses

            Additional expenses tab contains expenses linked with this project. When the system calculates margin, additional expenses are taken into account as well.
            Messages

            File attachments and Files

            On the File attachments tab you can add project files (source files, reference files, glossaries, TMs, etc.). hese files are stored directly in the database and not linked with source files on your hard drive. Also, they can be stored in one of supported cloud drives (Dropbox, Google Drive and Microsoft OneDrive). Once the file is attached, it can be deleted or moved on the hard drive. (but not on cloud drive). Please use this function with care, because it leads to database file size growth. Currently, maximum file size in a local mode is 4 Gb. In network mode, file size is unlimited. To attach a file, click on the Add from file... button (). After selecting a file, specify its type in the File type column by selecting necessary value from the underlying reference table (you may create additional file types on fly).. These files are stored inside database, and available to other users who may open this project from another computer or web-version.

            On the Files (on disk) tab you may select a local folder where project files are stored. Use this tab if you don't need to provide access to project files to other users. These files are stored only on your computer and not available to others.
            Detailed information about working with file can be found in this article.
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