TranslationProjex is an easy-to-use online translation project management system.

Once the system has been set up for you all need to do is to customise the system so it fits your organisation.

 

Changing your system settings

1. Login as an Administrator

2. In the ‘Settings’ menu click on ‘System Settings’

3. Here you can change:

  1. login background screen
  2. Logo for your paperwork
  3. default language
  4. email signature
  5. company address

Changing your finance settings

In the Admin Panel in the Settings menu select ‘Finance Settings’

This screen lets you change your finance settings including setting a base currency for your system. A base currency is used for the financial reports and lets you convert multi-currency data intoa single base currency so you track how your company is doing in your home currency.

  1. Set the base currency click ‘Set base currency’
  2. Add payment methods – which appear in the dropdown options
  3. Set number of decimal places – by default the system will
  4. Decide whether to have the currency symbol before or after the amount

Customising system templates

TranslationProjex uses templates for all the paperwork in the system (invoices, quotes, purchase orders etc) and outgoing emails.

All the text within # tags are known as variables and they take their data from the database. e.g. #LOGO#.

All templates are split into 3 zones:

  • A header (which will appear at the top of all your paperwork)
  • A Content Area which typically contains your main content (jobs to be invoices, prices etc)
  • A Footer area which will appear at the bottom of all your paperwork – e.g your VAT number

TranslationProjex comes with 3 base layouts:

  • Layout 1 – basic
  • Layout 2 (in blue, orange and gray scale) – much nicer
  1. To preview these layouts just select the ‘Choose’ option in the Template Base Layer drop down
  2. Pick a template and a preview will appear

Customizing  templates

  1. Login as an Administrator and select Manage Templates> and then the type of template you wish to edit
  2. Click the edit icon of the PO template you wish to edit
  3. To make a template the default check the ‘Default’ box

Customizing Email templates and notifications

All email notifications are modifiable in TranslationProjex. An example an email template is the text that appears in the email notification received by a client when you send them a quote.

All the text within # tags are known as variables and they take their data from the database. e.g. #SIGNATURE#.

  1. To edit a specific template login as an Administrator and navigate to
  2. Select the email notification that you want to edit

Editing the Header of the PO

The header box area should be used for your company logo and address and will appear as a header on all following pages. To add a header:

  1. Insert the variable #LOGO# and underneath it #ADDRESS#. This will display the logo and address you uploaded in the system setting section

Editing the main body of the purchase order

This section typically contains the description and cost of the jobs you’re invoicing your clients

  1. To edit the text use the WYSIWYG editor
  2. If pasting from MS word, please ‘clean’ the file first
  3. Insert or change the #variables# as you wish
  4. Click preview to preview your changes then save.

How to change the columns in the Jobs table

The Jobs Table lists the tasks (client or resource jobs) that appear in invoices and POs. You can now edit which columns appear within this table. To do this:

  1. Click in the ‘Columns for Custom Jobs Table’ box and select the options that appear
  2. Click save when complete

Customizing your project settings

In TranslationProjex you can edit:

  • Services
  • Units
  • Categories
  • Codes

Adding a new service

You can have a top level category of service (know as the Parent or root service type) and child service e.g.

  1. Translation
    1. EN>FR

 

Log in as an Administrator

  1. From the menu select Project>Services
  2. Click Add a service
  3. Give your service name a short and easy to identify name
  4. If you’re adding a parent service e.g. Translation then Add a Service code – a memorable abbreviation for the Service category e.g. TR for Translation, or RE for revision. If you’re adding a sub service then IGNORE this field
  5. If your new service is a sub-service select it from the Parent Service drop down
  6. Check the Is Active box to enable the service for the front end
  7. Click the Add Price button if you want to add a standard price if necessary. This will apply to all resources/clients if you haven’t selected a custom price for that resource or client
  8. Click save

Adding or editing a unit

Log in as an Administrator

  1. From the menu select Project>Units
  2. Click Add a unit
  3. Give your unit name a short and easy to identify name
  4. Click save

Defining roles

  1. Log in as an administrator
  2. Select Manage Roles from the Manage Users menu

System roles

Your system comes with predefined roles which you can’t edit but you can add new roles and define their level of access

  1. Click the Add Role button
  2. Add a name for the new role e.g. Accounts
  3. Define access levels by clicking in the various headings and selected the appropriate checkboxes
  4. Click save

Creating a project – adding project overview details

A ‘project’ within TranslationProjex is the container for any tasks that you’ve been asked to do for a client.

A project can contain a single client job (or task) or multiple jobs. A Client Job can be assigned to a resource as a resource job. Each of these jobs – client jobs and the resources that are assigned to them are given a unique ID.

To create a new project first:

  1. Select New Project from the Projects menu
  2. Fill in the details of project
  3. Select Project keywords by clicking in the keyword box (keywords will have been added to your system by your systems administrator)
  4. Add a Reminder alert if necessary. This will send the PM associated with the project an email every day x number of days before the project deadline.
  5. Click Save which will allow you to start adding the tasks that the client has asked you to do

Adding Client Jobs to a project

Client jobs are the things that a client has asked you to do. A client job is typically based on a volume of work e.g. words/hours and a rate.

Once you’ve create a project the workflow moves to the 1 page proejct view. To add a Client Job:

  1. Click on the New Client Job button
  2. In the Client Job window give your client job a name
  3. Select the service (e.g. Translation – En-German) if you have appropriate access rights you can add a new service by clicking on the ‘+’
  4. Select the volume and units
  5. Click the CATCount button if you want to enter a CAT analysis breakdown or import an analysis from a CAT tool like Trados
  6. Manually enter the Rate/unit or automatically fetch the Agreed Rate  by clicking the button if you have already specified a price for that service in the administration panel or have set a price for client or resource
  7. Select ‘ Fixed price’ if you plan to charge the customer a fixed price for the job rather than per rate job.
  8. Select Free Job’ if this client job is non-chargeable
  9. Enter the Start and End Date and time of the Job
  10. Add an Click Save

Assigning Client Jobs to resources (e.g. translators)

  1. Click on the Assign button

Assigning Client Jobs to resources (e.g. translators)

  1. In the Resource Job window give your Resource job a name
  2. Select the service (e.g. Translation – En-German) if you have appropriate access rights you can add a new service by clicking on the ‘+’
  3. Select the Resource who will be assigned the task. To see only in-house resources then click the in-house Resource button
  4. Select the volume and units to be assigned to this resource
  5. Click the CATCount button if you want to enter a CAT analysis breakdown or import an analysis from a CAT tool like Trados
  6. Manually enter the Rate/unit or automatically fetch the Agreed Rate  by clicking the button if you have already specified a price for that service in the administration panel or have set a price for client or resource
  7. Select ‘ Fixed price’ if you plan to charge the customer a fixed price for the job rather than per rate job.
  8. Select Free Job’ if this resource job is non-chargeable
  9. Enter the Start and End Date and time of the Job
  10. To create a job chain by automatically sending the uploaded file to the next resource in the chain (e.g. a proofreader) select the resource(s) to be notified when a new file is uploaded
  11. Add any comments for the resource – these will appear on the purchase order you will send them
  12. Click Save

Creating a Purchase Order within TranslationProjex

  1. Click the Create PO button
  2. The system will then look for all the resource jobs on the project that have not been added to a Purchase Order

Creating a Purchase Order within TranslationProjex

  1. Click Create PO to just create a PO, click Create and Send PO to create and send the PO to the resource via email
  2. You should use the Create PO button if you want to add a custom email that e.g adding special instructions or the source file

Sending a Purchase Order within TranslationProjex

  1. To create a custom email choose Create PO and then select Send PO

Adding in a custom message a purchase order (PO)

  1. Fill in the details
  2. Add custom message text
  3. Upload a file if necessary
  4. Click Send

Creating a project invoice

  1. Click on the Invoice project button and the Client Jobs of that project will be added to a new client invoice

Invoicing a project

The system will add the default data to the invoice to save you time – these include the client, the client PM, the sale tax rate, the default template and payment terms of the client.

  1. In the Add/Edit Invoice window fill in the invoice details
  2. Add a custom Payment due date/Date Sent/Date due if you want to override the client payment terms that you specified on setting up the client
  3. To add an additional charge (surcharge) enter the %age to add a discount enter a negative %age e.g. ‘-10%’ and click save to update the total
  4. To add other client jobs from other projects click the Add Job button

 

Adding other client jobs from other projects click the Add Job button

  1. Add jobs by selecting them
  2. Click the Add button

Creating a project invoice

  1. Click on the Invoice project button and the Client Jobs of that project will be added to a new client invoice

Invoicing a project

The system will add the default data to the invoice to save you time – these include the client, the client PM, the sale tax rate, the default template and payment terms of the client.

  1. In the Add/Edit Invoice window fill in the invoice details
  2. Add a custom Payment due date/Date Sent/Date due if you want to override the client payment terms that you specified on setting up the client
  3. To add an additional charge (surcharge) enter the %age to add a discount enter a negative %age e.g. ‘-10%’ and click save to update the total
  4. To add other client jobs from other projects click the Add Job button

 

Adding other client jobs from other projects click the Add Job button

  1. Add jobs by selecting them
  2. Click the Add button