Wordbee adds support for Bilingual Trados files and HTML inside XLIFF

Dear Wordbee users,

We are quite happy to announce these new features:

Trados bilingual files

Oh!! You can now translate or post-edit Trados bilingual files with Wordbee. Although this format has been dropped by SDL in their later versions, it is still a very much used format. Simply uload your .bak files to the project library and mark them for translation.

XLIFF with HTML contents

We now natively support HTML contents in XLIFF files. You need to enable this in the XLIFF filter (go to Settings, then click XLIFF). The key advantage of this new feature is that html tags are protected in the translation editor.

A side note

Since we are talking about formats, some of you may not know that we handle multilingual XML files with or without HTML contents. For example, translating an XML file containing 10 different language versions is easy. You only need to configure an XML filter and tell the system how it can identify the languages: Often, a language code is contained in an XML attribute or the text nodes are named differently for each language. Together with our xpath configuration options we likely have the most advanced XML filter in the market.

If you XML already contains translations, the system will of course import those straight into the editor for post editing or revision.

Your Wordbee Team.

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Assigning suppliers, groups or crowds to jobs – Recap of latest developments

A few days ago we added new tools and features related to assigning vendors to jobs. Did you ever want to…

  • Propose jobs to multiple vendors. All should be notified by email and the first to accept the job shall get the assignment. You also want to see who declined your proposal.
  • Propose jobs first to one or more vendors, and, only if none accepts within 2 hours, more vendors shall be notified. Or maybe there is still another group to be notified 4 hours later…
  • Create vendor groups, such as “My medical translators”, “My preferred revisers”, “My certified translators” and so on. Then assign jobs to groups instead of picking out people manually.
  • Crowd source work to your inhouse staff. Either allowing multiple people working on the same documents simultaneously or exclusively. Ideally, you would want to be able to create a “My inhouse revisers” group of people for fast assignment.
  • Whenever work is assigned the system shall calculate cost automatically from vendor pricelists.
  • And, last not least, you want the system to remember all your settings such as groups, delays, etc.

Do these requirements ring a bell? Great because this and more is possible with Wordbee.

Chapter 1 – Assigning jobs to multiple suppliers

When you select a supplier for a job (or multiple jobs), you are used to this selection window:

Assign 1

Nothing new… But wait! Do you see the “select multiple” link highlighted in yellow? Let’s click on it:

Assign 2

You can now tick multiple suppliers to whom to propose the work. The first to accept the opening obtains the exclusive assignment. First come, first serve.

Once assigned, in-house managers can easily see the opening details from the “Job opening” link:

Assign 3

Oups, as you can see, our Xetra 3 vendor has declined the proposal. Good that we have three more vendors in our list 🙂

By the way, since a job opening is a supplier name + a full price reference, Wordbee is able to automatically cost the complete job. When a supplier reviews the opening above, the system automatically displays the total cost including tax details as part of your terms and conditions (yes, really, all automatic).

Chapter 2 – Assigning jobs using groups

Please have another look at the top of the supplier selection screen. There are two more tabs: “Propose to multiple suppliers” and “Crowd sourcing”.

“Propose to multiple suppliers” let’s you automate the selection and assignment of, well, multiple suppliers. In the previous chapter we ticked our four vendors manually, but we probably do not want to do that over and over again:

Assign 4

What you see here are predefined supplier groups. For example, for this blog I created a group with all my preferred translators and named it “Priority 1”. Within this group, three vendors match the job type and languages. The second group, Priority 2, are my vendors I want to contact only and only if nobody in my first group picks up the job. This is why I typed a date in the future. Priority 2 vendors will be invited at that date/time if the job is still open by then.

Let’s confirm the selection and see the opening details:

Assign 5

Before we talk about groups in more detail, let me say some words on the third tab, “Crowd sourcing”:

Crowd sourcing, big word… Here too you can propose work to multiple suppliers but with an important difference: All invited suppliers work on the job simultaneously. We also call this “voluntary” work and there is no cost calculation involved. Crowd sourcing is useful in some scenarios: For example, you might want to invite all your colleagues to freely and less formally contribute with proofreading. Or you have a user group which is ready to localize your software voluntarily…

Chapter 3 – Supplier groups

In the pages above you will see here and there “Manage groups” links. You can click them to go to the group management pages. Or, you click “Suppliers” in the top navigation menu and then on “Supplier groups”. This is how the groups page looks like:

Supplier groups 1

I have defined 5 groups. Four are for translation and one is for revision. When you create a group you need to elect a type of job. Let’s look at the “Translators – Priority 1” group. Remember, these are my preferred vendors:

Supplier groups 2

I have added various people for multiple language combinations. It is important to remember that groups can contain any number of language combinations. When you assign a job, the system will automatically filter just those that match up the job languages!

For example, if I assign the group above to an English to German Translation job, then the job is proposed to “Xetra Corp” only and at the price indicated above (+ the discounts from the price list indicated above as well).

When you assign an English to French job, the system will filter both the two English/French AND the one English (US)/French translator. If you want the filter to be more strict then you would tick the “Strict languages” option of the group.

Adding a group is simple. Click “Add group” and type a name and job type:

Supplier groups 3

Confirm and add suppliers/services to the new group.

Chapter 4 – Automate assignments in workflows

This chapter applies to Codyt projects only. Standard projects will be extended in the near future.

A Codyt project’s workflow settings now look like this:

Supplier groups 4

Whenever you now mark a document for online translation, a Translation – Revision workflow is automatically created. The translation jobs will be proposed to the “Priority 1” vendors. If none responds within 2 hours, the jobs will automatically be notified to priority 2 vendors. Revision jobs all go to one group “Medical revisers”.

By the way, if there is no eligible member in our priority 1 group, then jobs are immediately, and not just 2 hours later, proposed to the priority 2 group.

This is just one example. You can add any number of groups per workflow step. You can also disable any automatic proposals. You can activate automatic costing, or disable it, etc.

Chapter 5 – Groups are also very useful for…

Once you have created groups, you can filter vendors in various places.

The suppliers page has a group filter:

Group use 1

The memberships of a vendor can be viewed from the vendor page:

Group use 2

There are more such places like those two.

Final comments

  • Groups can contain any language combinations. Given a job, the system always filters those vendors that can service the job being assigned. A German translator will never receive a French job!
  • Groups are the best mechanism to manage your certified translators. Create a “certified translators” group instead of tracking certified translators with custom fields, labels or notes in the vendor comments.
  • Vendors cannot see who else received an opening. This is for the eyes of in-house managers only.
  • If a vendor comments a job opening, all other invited vendors can see the comments until a job is picked up.
  • A vendor can decline a job opening although this is not mandatory or required in Wordbee.
  • When a vendor looks at a job opening, the system shows the total cost of work as part of your terms and conditions.
  • You can block vendor logins to access job openings. If your vendor has multiple logins, then by default you get this: “External manager” and “External worker” users can see and accept openings. “External worker limited” users cannot view any openings. User profiles can be customised from “Settings” > “Access rights”.

If you have any questions please post them in our support forum at http://wordbee.zendesk.com

Job openings and crowd sourcing jobs in standard projects

We have now added exciting supplier assignment options to standard projects:

  • Job openings – Propose a job to a group of suppliers: All eligible suppliers are notified of the job and the first supplier to accept obtains the assignment.
  • Crowd sourcing – Publish a job to be worked on by multiple suppliers simultaneously. Such jobs are not costed and people are invited to contribute on a voluntary basis. These jobs are not assigned to one person but simply shared by a group (the “crowd”).
  • Fixed assignment: This is the “classic” assignment mode. You select one specific supplier.

Comment: Codyt proposes these options since the very beginning. However we have improved icons, texting and selection.

Choosing suppliers or groups – The new way

Selecting the new modes is really easy and is done from the supplier selection screen. When we assign a supplier, the popup below is shown. By default, we see all suppliers that can service the job (this is based on the services registered with each supplier). Nothing new you say? Look closely…

Assign - specific

Please look at the top area of the screenshot. There is a tab with new options.

Notify multiple suppliers of a job opening

Let’s propose this job to multiple suppliers by clicking the second tab. It tells us that the job will be proposed to all eligible suppliers. Eligible means all internal and external workers for which you have added the job languages and task type.

Assign - opening

You can easily see who is in the group, by clicking the “View all suppliers” link:

assign - view suppliers

Click “Select” to propose the work to that group. When you then set the status to “Proposal”, all people in the group will receive an email notification. The first supplier to accept the job automatically obtains the exclusive assignment. All other people will no longer have access.

This is how a supplier sees the job and how he/she can accept it.

Assign - job details

Crowd source work

What exactly does this mean? Crowd sourcing means that multiple people can freely work on the job. People can even work at the same time, for example one user translating some sentences, another some more, still another correcting errors, etc. At no point in time is the job exclusively reserved to one specific person. Such jobs are not costed. Crowd sourcing is basically for the purpose of voluntary work.

To crowd assign a job, click the third tab:

assign crowd

Viewing jobs

We have created new icons to distinguish between fixed assignment, job openings and crowd work. See the example below:

assign - job list

The color scheme has changed too: In-house staff is printed in dark yellow, external suppliers in purple.

Customizing supplier groups

This feature is scheduled for release late December 2012.

You will then be able to propose a job to just those 3 preferred translators or create a “legal translation” group.

Right now, there is only one global group. This global group includes all suppliers, internal and external, for which you have registered a service that matches the job languages and task type. You can exclude people from that list by revoking from their user profile the right to see job openings or crowd jobs.

Costing

Cost is not automatically calculated from supplier’s prices once a supplier accepts a job opening. We plan to add this (Codyt) feature at a later point in time.

Round-tripping and translating in MS Word

You asked for it, you got it! Roundtripping documents to MS Word for translation and grammar/spelling check!

Translators can translate offline by exporting MS Word or XLIFF and then upload it back into Wordbee.

Apart from working offline, the major benefit of roundtripping to MS Word is to perform a spelling and grammar check, especially considering that many translators swear by MS Word. Once you find and fix any mistakes in the MS Word document, you just upload it to Wordbee and it’s all taken care of!

Note: Any formatting you apply to the Word Document will not be reflected in Wordbee when you upload the document. That includes bold letters, italics, fonts, etc. The original formatting, however, is preserved.

  1. The option to export a document to MS Word is at the top of the CAT Interface.
  2. You can then choose to export only the source texts, or also the translated texts. You’ll likely want to see the translated texts.
  3. Once Wordbee has prepared your MS Word export, you can download it for editing.
  4. You can edit either the source or the target texts. When you upload the document back into Wordbee, your changes are applied. The layout of the Word document is the same as the CAT interface, with segment number, source, and target columns. The language settings are already applied, so the MS Word Document is ready for formatting.
  5. You can then save your MS Word document, and import it back into Wordbee. The translation will by default be updated. You have two options:
    • Automatically correct any misplaced or missing markup (your translator accidentally broke a tag).
    • Update the source/original texts if they were modified (if you had to make changes to the source text).
  6. The changes you made to the Word Doc are then applied to Wordbee!

Note: Do my external  suppliers have access to MS Word round-tripping?

No, by default only your internal users can use the functionality. To enable the feature for all (or selected) suppliers, you need to tick the option in the respective user profiles. Login as administrator, click the “Settings” top navigation link and select “Access Rights”. Choose a user profile and tock on/off the MS Word option.

That’s how you roundtrip a document from Wordbee to MS Word and back!

Business Analytics – Visualize your data

A few weeks ago Wordbee started to launch a new set of interactive reports to visualize and analyze your data from various aspects. These are the Wordbee Business Analytics tools.

The tools answer questions such as (do you have the answer on the spot?):

  • How much words did we translate last month? And my suppliers?
  • Did we deliver on time and what about supplier delivery times?
  • How much words do my suppliers translate daily?
  • How much % do we pre-translate? How good am I at leveraging my memories?
  • Are my clients more satisfied this month than the last one?
  • … and many more questions …

I wanted to use this blog to show you a couple of screenshots.

Accessing the tool

Click the arrow next to the “My company” link and select “Business Analytics”:

To view statistics for a specific supplier, select the supplier record and click the new “Statistics” tab:

Who can see my data?

Who can access the reports? By default only the administrator can view these reports. But you may add the access right to any inhouse staff. The information accessible from the supplier record is, by default, available to the Administrator, Project Managers and Team Leaders user profiles. You can customize access from “Settings” > “Access rights”.

Screenshots – Analyzing Projects

The “Project translation volume” report shows finished projects in a selected period. Data is shown by client or by manager.

Another report shows the projects delivered in time. Again data can be viewed on per client basis. In the bottom section you see all clients. A simple click and the graphics in the top adapt (without reloading the page!).

More reports show project volume details expressed in projects, documents, words or characters:

Pretranslation rates and other leveraging details are there as well:

Screenshots – Viewing Suppliers

Volumetric information can also be viewed on supplier side. In the example below, I am viewing translations done by a specific supplier:

To evaluate assignment of deadlines, a number of reports are available. I only depict one. It indicates whether deadlines of all (or a specific) supplier generally are too short or too long. In our example, we can see that aboutt 13% of jobs are delievered after the deadline:

Supplier record – Statistics

When you go to a supplier check out the new “Statistics” tab. It gives a summary of hstorical data: Volume supplied, managers working with the supplier, deadline related information and so on.

It also helps in team building. If your supplier is a translator, you will be able to instantly see whom you called upon for the revision work:

The new Business Analytics component comprises almost a hundred different views into your data. It generates graphics and data to support quality assurance, business reporting, bottleneck identifications and more.

It is also a lot of fun and gives you an intuitive feeling of your translation activities.

Outlook

Wordbee will soon release a set of decision support tools. For example, by knowing the actual daily translation volume, supplier response times, success of supplier teams, etc., the system will be able to help you select suppliers automatically and even assign deadlines automatically. Stay tuned…

New Calendar Tool for work and holiday management

We just released the first version of a new calendar tool in Wordbee:

  • Manage holidays of staff, vendors and even clients.
  • Manage public holidays
  • Assign appointments to vendors, clients, be it companies or individuals
  • Have vendors and clients add holidays and appointments themselves
  • Get an instant overview per month, week or day

You can access the “Calendar & Planning” tool from the homepage and many other places such as the “My company” top navigation menu:

This is how the new calendar looks like. View a month, a week or a single day:

In the top left, you select a calendar. Your company, each vendor and each client have their own calendars (“Company calendars”).  In addition, you can further view appointments individually per employee (“Personal calendars”):

Use the company calendar to register office closing and open days. Use an individual’s calendar to register holidays. Easy.

Working with calendars

To set holidays, add or edit appointments, all you need to know is:

  • Double click a day to add an appointment
  • Double click an appointment to view and edit details
  • Drag appointments to move to new time/date or drag lower border to extend time
  • Use the right click on empty space or an appointment for all options

Below I right click a day to get options. I think I am now going to add a couple of holidays for myself 😉

Next let me double click an appointment to edit the details:

Company vs Personal calendars

First, each vendor, client and your platform itself has a company calendar. The company calendar is not linked to an individual person. It is used to indicate office closing days, such as public holidays. Or to add appointments that concern the company as a whole.

Next, each individual (login) has his/her personal calendar. The personal calendar allows indicating personal holidays and appointments.

For Wordbee to calculate availability during job allocation it is important to register off days. Vendors can do this themselves.

Note: Companies with one single login, such as freelance translators, have one calendar only.

What information is shown?

Calendars show appointments assigned to companies or individuals. In addition calendars display jobs assigned and started by vendors (or internal staff). As such vendors, by looking at their calendar, get an instant overview of what is going on.

Access rights – Who can see and edit what?

You can fully customise who can see and edit which calendars:

By default each company and user can set their own office open/closing days and holidays, respectively. However, some profiles do not allow to see calendars of colleagues. Managers, by default, have access to all calendars of everyone.

Profiles can be customised. Click the “Settings” menu then “Access rights” and fine tune a user profile’s calendar settings:

Note: External vendors and clients can see their calendars only.

Time zones

When visualizing a calendar, all dates are in the time zone of the corresponding company/person. The time zone is indicated above the calendar. Note: Time zones are specified in the respective company details page.

Upcoming improvements

More features are about to come:

  • (already released by now 🙂 Export appointments and jobs to your local Microsoft Outlook, Google Calendar or similar. We support the iCal standard.
  • Visualize projects and orders. This will allow project managers to see all the projects/orders they manage + all their jobs.
  • Let clients see all their requests and orders in their calendar

Please let us know if you would like to see other enhancements!

Timelines for jobs and requests/orders + TBX

Wordbee lets you visualize project timelines since earlier this week. Why projects only? Yep, let’s add job and order timelines too.

The following screenshot shows a typical jobs timeline. You can group the information by supplier, client, manager or project. Try it now and click the “Planning” tab on the jobs page!

You will find a similar “Planning” tab on the orders page as well.

There are more tools in the pipeline: We are next focusing on adding an Outlook style scheduler to organize and view holidays, people, supplier and client agendas. iCal support will let you synchronize work items and appointments with your local Outlook, Google or other planning tool.

Worth mentioning: TBX

Wordbee now supports the import of TBX formatted terminology databases.

The import reads out concept terms, notes and descriptions.