Wordfast Anywhere Project Manager tool Manual

Introduction

The Wordfast Anywhere Project Manager is a tool for managing translation projects of several files in several languages.

Terms of use

Overview

A WFA project is defined as a collection of files (DOCx, PDF, XLSx, PPTx, etc.) to be translated, in various language pairs. Files are assigned to linguists who can play various roles, e.g. translator, proofreader, QA, etc.

Prerequisites that make project creation simpler:

• TMs and glossaries must be set up under TMs & Glossaries > Setup prior to project creation. You, as a PM, can share your TM with linguists (this is the recommended option: linguists get all matches, exact or fuzzy, and can access Concordance search), or by extracting a project-specific TM to share with them (more limited choices), or by pretranslating files for them, in which case, they get the one single best match for every segment, if applicable, and cannot perform Concordance searches.
• Linguists will be assigned roles (translation, proofreading, QA) during project creation. Linguists must have a WFA account and are known by their login (email address).

You, the Project Manager (PM) remains in control of resources: files to be translated, TMs, terminology (glossaries).

Those resources are only shared for the duration of the project, and can be revoked by the PM at any time.

The PM assigns linguists to roles (translator, proofreader, QA, etc.) in order to process files until the files are ready for delivery to the client.

The PM has an overview of progress at every level, and can set deadlines.

The PM can issue offers for jobs or roles to WFA users (accounts) who have opted to receive job offers.

Terms of use

Personal data, Project management details, Files, TMs, Glossaries and, generally speaking, all data, are considered privileged information and remain confidential. Wordfast Anywhere will never share or disclose privileged information. We have been in translation technology for over 20 years, as translators ourselves, we take confidentiality seriously and will continue to do so. We do not monetize your data.

Note that the scores and comments that a PM records on a linguist's performance also remain strictly confidential, and are available only to the PM.

Wordfast Anywhere only facilitates the organization of translation projects.

Wordfast Anywhere does not engage in financial deals of any sort with users of the Project Management facility, or with Wordfast Anywhere's users in general.

Wordfast Anywhere has no responsibility in the conduct or outcome of translation projects and/or the interaction of PMs and linguists, or the contents of files.

Please consult our Code of Conduct to be observed when using Wordfast Anywhere's Project Manager.

Best practices

Best practices to use Project manager.

Login in to Wordfast Anywhere Project Manager

To be logged as Project Manager, you just have to use your account email and use the Project Manager portal.

Use User Portal link to login into WFA as a standard user.

User Interface

The user interfaces is the same one, but for advanced Project Management there are more actions available.

Top Menu

Project Tab

This tab has the tools concerning a project.

Some of this buttons will be available when more than one file is selected from the list.

Some of this buttons will NOT be available for standard projects.

Some of this buttons will NOT be available when a project is opened.

This are the basic buttons:

• : New use it to create a project.
• : Open the selected project from the project list.
• : Delete the selected project.
• : Close an opened project.
• : Import a .glp file.
• : Export a project into a .glp file.
• : Use it to Manage the team of linguists.

To access the project setup, when the project is opened click on the project name or on the icon next to the project name.

Panels

Project List Panel

This panel shows the list of projects.

Projects will be listed here. Double click on one project or select it and use Open from the top menu bar to open the project.

Project content Panel

When opening a project, the Content Panel area will show the content of the project.

Main areas are:

• Header row (1): In this row you'll fine the headers of the columns. The columns are: Languages/file (1), Vol. (1C) and the columns for the different jobs will follow (1D). This row will change the background color according to the project status: blue for In preparation, orange for In progress and green for completed. Use the Add files button (1A) to add files to all language pairs and use dashboard button (1B) to see an estimation of cost of the project.
• Project setup (2)Click on the project name or icon next to it to open the project setup dialog.
• Language Row (3): In this row several icons will be shown depending on the file selection to perform actions such as add files to the language pair (3A), delete selected files (3B) or assign linguist to jobs (3C). Use the remove language pair icon (3D) to delete the language pair ( all the documents inside will be permanently deleted).
• Note (4) this icon allows to add a note to the document.
• TM & glossaries (5) This are the TMs and glossaries assigned to the document, mouse-over to see extra information. This TM and glossary assignment will be used for the tasks.
• On the Status bar you'll find information about the project.
• Clicking on the file name will open the document. And clicking on each of the other cell text or icon will open the edit dialog for that cell.

Workflow

The project workflow should be:

1. PM creates a project, sets languages, sets jobs (Project setup).
2. PM adds files to the project and prepares them (i.e splitting).
3. PM sets how the TMs and glossaries assigned to the document will be use on the tasks as Share TM, Create project TM or to pre-translate.
4. PM prepares the team of linguists.
5. PM assign a linguist to each file task. Multiple file selection for batch assign is possible.
6. When PM sets the project status to In progress files that has been assigned a TM and a task will be shared to the corresponding linguist.
7. Linguist works on the file. When his work is finished, revokes the file. This finishes the share.
8. Once the file is revoked, the PM has to manually move it to the next task. This is done automatically if Auto tasking is selected on Project Setup.
9. When all tasks are finished project is finished. PM can change the status of the project to Completed.

Project Operations

Create a New Project

On the Project tab click on New to create a new project. This will open the Project Seup window where the settings for the project are done.

To access the project setup once the project has been created, when the project is opened click on the project name or on the icon next to the project name.

The Project Setup window has two sections that need to be set in order to create the project. Setting one section opens the next one.

1.General

On this section general information of the project is set. This includes:

1. Project name (Compulsory)
2. Description (optional)
3. Project type. Defines the type of the project:
   • Standard: For translators working alone.
   • Advanced: For Project Managers (PMs) managing large, multi-language projects.
4. Project status (for advanced type). Defines the status of the project:
   • In preparation (blue): When project is being prepared (files, TMs and glossaries and linguist being added)
   • In progress (orange): This marks the start of the project. Files are shared with the linguist at this point.
   • Completed (green): The project is finished.
5. Currency(optional). It will be used to calculate the project cost.
6. Decimals(optional). Use decimals when showing the project cost.
7. Auto(optional). By default Project Manager will be responsible of pushing files to the next job when completion is done. Check it to automatically sent files to the next step upon completion

2.Language Pairs and tasks

On this section language pairs and tasks are added.

• Use the + next to the language pair header to add a new language pair. This will open the language selection dialog and then the TM and glossaries dialog to assign them to the language pair.
• Use the + at the end of the header row to add new tasks. Only 10 tasks can be added.
• A row is shown for each language pair where the default word rate (left box) and speed rate (right box) for each task can be set.
• Use the - next to the language pair to remove it. Associated files and shares will be revoked.
• Use the - next to the task name to remove it. Associated files and shares will be revoked.

Once all compulsory fields are set, click on Save project to save the project and go to the Project Content panel.

It is possible to move from standard to advanced but opposite is only possible if the advanced project has only one task.

Modify Project Setup

To access the project setup, when the project is opened click on the project name or on the icon next to the project name.

Use this to change any of the project settings defined on the project creation.

It is possible to move from standard to advanced but opposite is only possible if the advanced project has only one task.

It is the same than for creating a project, so check the section above to know about the different parts and settings.

Add/Remove Languages

Languages are added/removed from the Project Setup dialog.

To access the project setup, when the project is opened click on the project name or on the icon next to the project name.

Check Create Project section above to know about it.

Add/Remove Files

From the Project Content Panel there are two ways to add files to a project.

• Using the icon on the header will add the files to all the languages in the project.
• Using the icon on the language row. This will add the files only to that language.

To remove a file, first use the checkbox to select it and then use the icon on the language row.

Associated shares will be revoked.

Several files can be selected to be removed at the same time.

Task TM

Click on the TM icon on the file column to set how the TM will be used on the tasks.

There are different options for the TM use:

• Share TM
  • The selected TM will be shared with linguists.
  • This is the best option to use.
  • Translator will have exact and fuzzy matches.
  • Translator can use concordance.
• Create Project TM
  • The selected TM will NOT be shared.
  • It will be used to create a temporary project TM with the matches from the file/s
  • The temporary project TM will be shared.
• Pretranslate
  • The selected TM will NOT be shared.
  • It will be used to pretransalte the document/s.
  • Only one TU match (the highest) per segment will be available to the translator.
  • Concordance cannot be used.
  • Concordance will only be used in this temporary TM

Once a task has started it is not possible to change this assignment.

To change the TM assigned click on the same icon and change the TM selection by marking the active checkbox for the TMs you want to use. To unassign the TMs clean all the active checkboxes.

Task Glossaries

To assign glossaries to tasks follow the instructions for TMs, but using the active checkboxes on the glossaries side of the dialog.

Assign Job

Use the icon in the language row under the job name column to assign a job to a linguist for the checkbox marked files.

On the assign dialog task:

• Choose a linguist from the list to whom the job will be assigned. The file will be shared with the linguist when the project is set as 'In progress'. The rate and job amount from the linguist will be set for the task.
• To override the linguist rate or job amount, a particular rate or job amount for the job can be set using the input field under the column header. Bear in mind that both are related so changing one will update the other.
• A Deadline can be set on the input field under Duration.
• Fill the Note text box to send extra information to the linguist.
• Use Linguist cannot download the shared file to not allow the linguist to download the file.
• Click on Manage linguists to open the Manage Linguist window to add/edit/remove linguists.

ONLY linguists marked as able to do a role will be listed.

Use the icon in the language row under the job name column to unassign a linguist from a job for the checkbox marked files. Shares will be revoked.

Move file to next Task

If Auto tasking is not set on the Project Properties window, when a task is finished (file has been revoked by the linguist), PM has to manually move it to the next task which will share the file with the linguist assigned to that task.

To do so, click on the double arrow on the finished task.

Project dashboard

Using the icon on the header will show the estimated cost of the project. Click on the icon again to hide costs.

Manage Linguists

The Manage Linguist window can be opened by using the icon on the Project tab or the Manage linguists buttons on the Assign Job window.

This allows the PM to create a team of linguists that will be used on the project jobs.

The same linguist can be used in several languages and roles.

Main areas are:

• Add new linguist to a new language pair (1): Use icon to add a new linguist to the team for a new language pair.
• Add or remove a linguist from a language pair (2): Use icon to add a linguist to a language pair and use icon to remove it.
• Linguist task grid (3): In this grid, each cell shows the RATE-SPEED-SCORE settings for a linguist. The grid has 4 columns, one for each role: Translator (TR), Proofreader (PR), Revise (RE) and QA. In addition dark values mean that linguist has been marked as "able" to do that role. Grey values indicate that linguist is not marked as "able" to do that role.

New Linguist

Use or to add a new linguist.

On this dialog you can set information about the linguist.

• Email (Compulsory): Linguist must have an account on WFA which must be set here.
• Initials (Compulsory): Use initials to set a short nickname to the linguist.
• Ctry (Optional): You can set a country to locate the linguist.
• Comment (Optional): Add a comment about the linguist.
• Source and Target languages (Compulsory): Set the language pair that linguist can perform.
• Role grid (Optional): Here you can set the values for rate, speed and a score for the 4 standard roles (Translate, Proofread, Revise, QA) Use the check box before each role to mar the linguist as able to do that role.

ONLY linguists marked as able to do a role will be listed on the Assign job window

Edit Linguist

Clicking on any cell of a linguist will open the dialog to edit the information for that linguist.

The window is the same one of adding a new linguists and same rules apply.