Projects module (Client Portal)

Owned by Oksana Vishchuk
Last updated: Sept 28, 2023
10 min read

The Projects module is an overview of all your current and past projects.

Projects list

The projects are displayed in a list. Use a simple filter to display your current projects or your past projects.

 

 

The CURRENT projects are the ones with the status Opened. In other words, the ones you are currently working on.

The PAST projects are the ones with the status Closed.

Project statuses:

Opened - the project has started. Your language service provider is working on the translation process.

Closed - the project has been finished. The ready target files are delivered.

Project overview

To open the project's overview, click on the project's name in the Projects list.

In the Project overview, you have access to all project details and the confirmation document sent by your language service provider. To preview the document click the Project confirmation (PDF) link.

 

You can also track the progress of the project. It is visualized by the colored bar with the project's start date on the left-hand side and the project's deadline on the right-hand side.

I. Summary tab

The Summary tab contains all the basic details of the project.

Service - the name of the required service. Usually, it is the name of the Workflow used for the project.

Specialization - a competence required for the project to be performed, for example, a knowledge of medical or law terminology.

Language Pairs - the source and target language pairs for this project. The source language is first in the pair.

Deadline - the date and time when the target files should be ready and delivered.

Contact Person - the person in your company responsible for the project. All the notifications regarding the project will be directed to this person, and they will receive the completed files if you choose this in the Project Launch form.

II. Tasks tab

The Tasks tab contains a list of all tasks included in this project.

  • ID column. Click the task ID in the table to open a new window with the task summary. To find out more, see the Task window section below.

  • Language pair column. The source and target language pairs for this project. The source language is first in the pair.

  • Status column. The current status of the task.

  • Deadline column. The date and time when the target files should be ready and delivered.

  • Cost column. A net price for the task.

Task window

In this window, you can see the summary of a specific task.

  • If the project includes the Client Review step, the files for the review will be shown in an additional tab, the Awaiting reviews. The Awaiting reviews tab is shown after the files are ready for review. To learn more, see the File Review tab section below.

  • TASK DETAILS - The task details, including deadline, language combination, and service.

  • Files - all files related to the task. Not only deliverables and source files but also the resource materials.

  • Price - the information about the net price of the task.

File Review

 

Client Review is one of the possible steps in the project. It is an option where translated target files are sent to the Contact person at your company for review before the project is closed. Keep in mind that the contact person is stated while requesting the quote or launching the project. After the files are reviewed, the project can be closed.

If the Service selected for the project includes the Client review step, the contact person for this project will get an e-mail notification that the files are ready for review. Also, the project's status in the project module will change to Awaiting reviews. If you have the Awaiting Reviews widget installed on your dashboard, a new Review will be added to the list.

Files for the review are available in the task window in the Awaiting reviews tab.

  • To perform the review, go to the project and click the Review Files button. You can also click on the task name and go to the Awaiting reviews tab.

  • To download files for review, click the Download all files button and save all available files as one handy package. To download a single file, click on its name.

  • To upload the reviewed files, drag and drop them on the indicated space in the tab, or click the Browse your computer button to search for the files from the pop-up window. You can close the window at any time and return to this review later; to do so, click the I will finish later button.

  • When the review is ready, upload reviewed files, add comments if necessary, and click the Finish review button.

III. Files tab

The Files tab contains a list of the source files for each task in the project. These are the files you have attached to the Project launch form.

  • Click on the task ID to see the files for a given task.

  • Click on the file name or the Download button at the end of the row to save the file on your local machine.

  • Use the search panel to locate the desired file. Just start typing the file name, and the portal will show you all the matching documents.

  • Click the Collapse all button to collapse the whole file tree structure. When the tree structure is collapsed, the Collapse all button changes to Expand all button, which allows you to expand the whole tree structure.

IV. Resource Files tab

 

The Resource Files tab contains a list of the resource and reference files for each task in the project. The reference files are not to be translated but are necessary to obtain the correct target files. These are the files you have attached to the project launch form.

  • Click on the task ID to see the types of files available for a given task.

  • Click on the file type name, for example, Reference File, to see the files of the given type for the task.

  • Click on the file name or the Download button at the end of the row to save the file on your local machine.

  • Use the search panel to locate the desired file. Just start typing the file name, and the portal will show you all the matching documents.

  • Click the Collapse all button to collapse the whole file tree structure. When the tree structure is collapsed, the Collapse all button changes to Expand all button, which allows you to expand the whole tree structure.

V. Leave Feedback option

When your project comes to an end, and the status changes to Closed, the Leave Feedback button appears in the main display of the project. It allows you to approve the whole project or leave a complaint, all with the possibility to comment on what was done right and what needs improvements.

  1. Click the Leave feedback button. The Leave feedback pop-up window appears.

     

  2. From the Feedback Type drop-down list, select the desired option:

    • Approval - approbation of the project. Adding an approval does not change the status of the project.

    • Complaint - a reclamation of the project. It changes the project status to Complaint until a complaint is resolved.

  3. From the Target Languages drop-down menu, select the language your feedback is related to. If you leave this field empty, the feedback will be addressed to the entire project.

  4. In the Description field, specify your approval or complaint.

  5. Click the Add button.

Launch a new project

To start a project via the Customer Portal, click the LAUNCH A PROJECT button and fill in the pop-up form.

For your convenience, the Project launching process is divided into steps.

The fields and steps below are only examples; your language service provider could configure them differently.

I. Basic information

In the first step, you need to provide basic details of the future project. All fields are mandatory, and you need to provide all required data before proceeding to the next step.

Project name - type the name of the future project. There is no requirement to make it unique, but it is easier to differentiate one project from another if the name is unique.

(Optional) Office - if you use multiple offices, select the office to which this project should be assigned.

Service - the kind of services that will be required. Usually, it is the name of the Workflow used for this project. Select the desired service from the drop-down list.

Specialization - a qualification such as knowledge of medicine or law terms required for a job in the project. Select from the drop-down list one of the options given by your language service provider.

Source language - the language of the source document you want to translate. Select a language from the drop-down list. You can choose only one language as the source.

Target language(s) - the language(s) of the final target files. Select from the list of available languages. Multiple selections are possible. To remove a language, click the × next to the language name.

Requested delivery date and time - the date and time you propose for the delivery of the completed target files. In other words, it's your proposal for the project's deadline. Click on the field and use the built-in calendar to select the correct date. Type the time to specify the deadline for the selected day.

 When all data is provided, click the SOURCE FILES button to proceed to the next step.

II. Source files (Optional)

This step is not mandatory; you can launch a project without attaching any files. Click the Continue without files button to skip this step.

In the second step, you can attach files to the project request.

Source files

The source files are the files that you want to translate to a different language or languages.

To attach the files to the project request, just drag and drop them into the window directly from your file browser. The second option is to click the Choose files to upload or Add files buttons and locate the files on your drive.

The attached files are listed at the top of the window. To remove an already attached file, click the × at the end of the row.

If you want to translate the text copied to your computer's clipboard, click the Add text from clipboard button. Type in or paste the text into the window and confirm with Add text or click Cancel to abort and go back to the previous window.

The Reference materials

The reference materials are files that are not meant to be directly translated, but they are important for the whole translation process. For example, they might include additional information for the translator or proofreader, examples of the output format, and other helpful resources.

Click the Reference materials button to expand the window for the resource files.

The reference files can be attached to the request form, similar to the source files. Drag and drop or click the Choose files to upload or Add files buttons.

To go back to the previous step, click the BASIC INFORMATION button. Click the FILE STATISTICS button to proceed to the next step.

III. File Statistics

The file statistics are helpful while estimating the costs of the future project.

In this step, you have a preview of the statistics of all source files attached in the previous step. You can see the approximate number of characters and words for each attached file.

To go back to the previous step, click the SOURCE FILES button.

Click the SUMMARY button to proceed to the next step.

 

IV. Summary

 

In the last step, you have an overview of the information provided.

Contact Person - select a contact person at your company responsible for the future project. If you check the Send back box, this contact person will receive the ready target files. Select a person from the drop-down list. If you have only one contact person registered in your Client Portal account, they will be selected automatically.

Notes - add a comment or a note to the request.

Start project without waiting for my approval - when launching a project, this checkbox is automatically selected.

To go back to the previous step, click the FILE STATISTIC button.

When all the information is provided, click the LAUNCH A PROJECT button to submit the request to your language service provider.

V. Confirmation

The Portal will acknowledge the submitted request and allow you to preview the project or create another request.

Click the SHOW PROJECT button to review the recently submitted project request. To create a new project request, select the LAUNCH ANOTHER PROJECT button.

Click the CLOSE button to close the request form window.

At the same time, you will get an e-mail notification confirming that your project request was registered.

When the detailed project is ready, you will receive an e-mail notification from your language service provider.

Change the Office in a Project

If you are using multiple offices, there is a possibility to reassign a project to a different office.

  1. Go to the projects list, click the office's name of the project you want to update. The Change Office pop-up window appears.

  2. From the Office drop-down menu, select the office to which this project should be assigned.

  3. (Optional) If there is a need to change the price profile, select the new one from the Price Profile drop-down menu.

    If you have selected a different price profile, select the Recalculate Price Profiles checkbox for the new prices to take effect.

  4.  Click the Save changes button to confirm the update.