project director 5.0: linguist instructions -...

This documentation is proprietary and is protected by U.S. and international copyright laws and trade secret laws. Copyright © 2016 Translations.com,

Inc. (“Translations.com”) All rights reserved. No part of this documentation may be reproduced, copied, adapted, modified, distributed, transferred,

translated, disclosed, displayed or otherwise used by anyone in any form or by any means without the express written authorization of

Translations.com. Other names may be trademarks of their respective owners.

Project Director 5.0: Linguist Instructions

ContentsIntroduction .................................................................................................................................................. 2

Logging in and Setting Email Preferences ..................................................................................................... 3

Screen Map ................................................................................................................................................... 6

Claiming a Job ............................................................................................................................................... 7

Once You’ve Accepted or Negotiated ......................................................................................................... 12

How to Edit/Cancel Your Negotiation ......................................................................................................... 14

Cancel Your Offer .................................................................................................................................... 14

Claiming a Submission Without a Budget ................................................................................................... 16

Once You’ve Claimed a Job ......................................................................................................................... 17

Delivering the File ....................................................................................................................................... 22

Uploading Files Worked on Offline ......................................................................................................... 22

Delivering Files Worked on Online .......................................................................................................... 23

Troubleshooting Upload Issues ............................................................................................................... 23

Completing Uploaded Files ..................................................................................................................... 25

Completed and Sent Folders ....................................................................................................................... 26

Special Workflows ....................................................................................................................................... 27

Double Review Workflow ....................................................................................................................... 27

Uploading Blind CVs and Query Sheets .................................................................................................. 28

Testings, Style Guide Adaptations, and other Non‐Translation Jobs ...................................................... 28

Troubleshooting Assistance ........................................................................................................................ 29

GlobalLink® Project Director Confidential (For TransPerfect employees and vendors only)

©2016 Translations.com of 29 December 2016

Introduction

Welcome to PD!

GlobalLink Project Director is designed as a user‐friendly system to help streamline how you claim new project offers from TransPerfect as well as manage your ongoing tasks. Project Director will be the central site that will:

‐ Send you an alert for new projects ‐ Allow you to Claim new projects, including negotiating budgets and deadlines ‐ Allow you to easily deliver translated/proofread/QM’d files ‐ Provide you with an easy way to track your TransPerfect jobs by PM, wordcount and deadlines.

Project Director (PD) is a web‐based application so you do not need to download or purchase any additional software. All you need to do is log in!

This document will provide you with the basics, but we are always happy to answer any questions –especially as you get accustomed to using the system.

Look around, try things out, and have fun! We can’t wait for you to take it for a spin!



Logging in and Setting Email Preferences

Depending on which TransPerfect departments you work with, you may need access to more than one PD instance. A complete list is included here with support email addresses and a column to store your username and password information if you wish:

PD Site Hubs Username/Password Vendor Support

https://gl‐tptbcn1.translations.com/PD

Barcelona, iSP, Overtaal, Palma, Montpellier, Prague, TDC Tokyo, Sao Paulo, and Buenos Aires (Life Sciences projects)

[email protected]

https://gl‐tptprod1.transperfect.com/PD

TPT London and New York, ArchiText, Adams Globalization, Ad‐Com, Beijing, Iverson, Crimson and Milim

[email protected]

https://gl‐tdcnyprod1.translations.com/PD

TDC US offices (New York, Corvallis, San Francisco), and Buenos Aires (TDC projects)

[email protected]

https://gl‐apacprod1.translations.com/PD

TPT Japan, Beijing [email protected]

Project Director is optimized for Google Chrome and we recommend that you use Chrome as your web browser for the best PD experience. PD is also accessible using Internet Explorer, Firefox and Safari. For easy access, bookmark the PD sites you use and save your username and password somewhere handy, in the above fields for example: Username: jdoe Password: abcd1234!

Your password will need to be updated every 90 days for security reasons.



If you forget your password: Click on the “Forgot my Password” Link and enter your username. PD will

email you a new one. If you enter your email in this field, your password will not be reset.

To change your password: click on your username in the top right hand corner > go to preferences >

click “Change Password”



Setting email preferences and on screen notifications

Click on your username in the top right hand corner > “Preferences” > “Notifications”

Check the boxes in the Email column that you wish to receive and then click “OK”

In order to receive all notifications for all new submissions made available to you, you will need the following three line items checked:

o Task is available to claim o Submission Vendor selected o Submission job information ready

If you want to receive notifications directly on screen in the application as well, you can select notifications in the “Bubbles” column. These will appear in the top right‐hand corner of the screen.



Screen Map

1. Account: This is your account information where you can change your email notifications, reset your

password, and clear your cache.

2. Notification Center: You can receive updates on screen as new jobs are available, parameters change,

etc. To set these – click on your account name > Preferences > and add notifications under “Bubbles”

3. Workflows: These are your job folders.

a. Available – all jobs available for you to accept or negotiate on will be found here.

b. Inbox – all jobs you have claimed or reserved will be moved here. Once a job has moved into your

Inbox, it is considered to be confirmed and you can start work immediately. You must make sure

that the job is in your Inbox before starting on the files!

c. Sent – once you’ve successfully uploaded a job, it will move here.

d. Completed – once a project has gone through all steps and finalized by the PM, it will move here.

4. Translation/Proof/QM (etc.): You can preview the source files from these two tabs, although you can

also do this from the job info button.

5. Job Info: Click on the job info button to view project instructions, TM stats, rate offered, and source files.

This is also where you will claim, negotiate or decline a job.

a. If a PM chooses to use a non‐budget workflow, you will not see this Job Info button. You will still

be able to claim, but the button will not be visible.

6. Filters: The filters in the drop down menu allow you to search for submissions according to various

criteria, including submission name, currently available jobs, and submission ID.

7. Submission Name: If you ever need to ask a PM a question about a job, you should use this submission

name to communicate which job you’re asking about.

8. Budget Status: The budget status icons let you know if you have a new job to accept, if you’re waiting

for a PM to answer your negotiation, or if a PM has responded to your negotiation.

9. Owner: This is your PM contact for this job. Please contact them with any questions. By clicking on their

name here, PD will compose an email addressed to the PM for your ease!

10. Instructions and Background Information: If there is a green check mark here, then the PM has included

specific instructions with the job. You can view the instructions by clicking on Job Info or by double

clicking on the green check mark. Please make sure that instructions are followed while working on a job.

11. Language Pair: This the language pair for this job (source language > target language). Below the

language pairs is the list of files for translation.



Claiming a Job

All new jobs available for you to claim will be in your AVAILABLE folder.

The budget status for these jobs will look like this:

To view all job information and claim a job, select the submission and click on the “Job Info” button in

the top left corner.

1. Background: This contains general background information about the files you will be working on.

2. Instructions: This will have specific instructions for the project – e.g. if there is some text that doesn’t

need to be translated or any special formatting guidelines to follow.

3. Preview files: Clicking the blue “Preview Files” hyperlink allows you to preview the source and reference

files before claiming the submission to confirm that you feel confident working on the material. Do not



work on these preview files, they will not upload back to PD and you will not receive a PO for working

on these files.

4. Submission Scope: Here you can find the TM breakdown, total word count and the number of files in

the project.

5. Job Selection: This is where you accept, decline or negotiate the rate for a project.

PLEASE NOTE – the deadlines here are in the same time zone as your computer clock!

IMPORTANT FOR VENDORS WORKING WITH TDC NY, SAN FRANCISCO, CORVALLIS: If you are set up as

a TransProof user, you will automatically be expected to proofread the files as well. The tab under Job

Info will be called Trans‐Proof in that case.



In PD, you have a few choices for claiming a job. You may Accept, Negotiate (rate and/or deadline) or

simply Decline. Read below to see how it works!

Accept

Clicking “Accept” means that you agree to the rate offered, deadline(s), and all project information

included in the Job Info.

To Accept the translation > click on the circle under Accept > check off the box confirming deadline and

instructions and then click “Submit.”

For linguists who may accept translation or proofreading phases, you will only be allowed to accept one

phase for any one job.

To accept the proofreading instead of translation > click on the circle under Decline in the translation

tab > move to the proof tab and click on the circle under Accept > check off the box confirming deadline

and instructions and then click “Submit.”



Decline

Clicking “Decline” means that you do not want to work on a particular phase (or all phases) of the job.

To Decline the translation or proof > click on the circle under Decline for all phases that you would like

to decline > click “Submit”

Alternatively, to decline all phases ‐ i.e. you are not able to accept this job entirely ‐ you may select the

button “Not Interested” > click on the “Yes” in the pop up to confirm your choice. The job will disappear

from your Available folder.



Negotiate

Clicking “Negotiate” means that you are interested in the job, but would like to suggest a different rate

and/or deadline for a particular phase for the PM to consider before agreeing to work on the job.

To Negotiate > Click on the circle under Negotiate and this will take you to a pop up. Enter the rate

and/or deadline you would like to propose. You can make a comment to the PM in the Vendor

Comment section as well, but please make sure that your negotiation is entered in the orange ‘Vendor

counter’ row so that it is registered with PD. Then click “Save” > check off the box confirming deadline

and instructions and click “Submit”

Note: If you only want to request a new deadline and not a new rate, you do not need to change the

current rate offered in the orange “Vendor counter” row of the pop up.



Once You’ve Accepted or Negotiated

If you’ve accepted a job, the submission has moved to your Inbox and you can proceed to the “Once

you’ve claimed a job” section of this guide.

If you’ve negotiated the budget or deadline for a job, the submission will remain in your Available

folder and your negotiation gets sent to the PM. Your budget status changes to look like this:

At this point, the PM can either accept, counter, or decline your negotiation.

PM Accepts your Negotiation

If the PM accepts your negotiation, the job will move to your INBOX and you can begin work on it (or if

this is a proofreading/QM job, then it moves to your INBOX and you can begin work when the file is

ready for you.)



PM Counters your Negotiation

If the PM counters your negotiation, you will see that your budget status changes to look like this:

Now you can go back into “Job Info” and either accept or decline this offer. Just click on the circle under

accept or decline > check off the box confirming deadline and instructions and then click “Submit.”

If you click “Accept,” the job will move to your INBOX and you can begin (or if this is a proofreading/QM

job, then it moves to your INBOX and you can begin work when the file is ready for you.)

If you click “Decline,” the job will disappear from your PD dashboard completely.

PM Declines your Negotiation

If the PM declines your negotiation because they are unable to make it work within the scope of the

project, the submission will disappear from your PD dashboard. If you are able to take the job for the

initial offering, you can email the PM directly.



How to Edit/Cancel Your Negotiation

If a PM does not respond to your negotiation in a timely manner and you would like to revise or cancel the offer, you can do so up until the PM responds to the negotiation. Select the job submission and click “Job Info” on the main screen. Then click on the “Edit/Cancel” button.

CancelYourOffer

To cancel your offer, simply click on “Cancel My Offer” and then click “Submit.” Make sure you click “submit” or else your cancellation will not go through. The job will return to your Available tab and the budget status will return to its original state.



EditYourOffer To edit your offer, click “Edit My Offer” and you will

return to the negotiation dialogue. Update your offer

by double clicking into the orange text and change as

needed. Then click “Save.” Then click “Submit” and the

PM will receive your update.



Claiming a Submission Without a Budget (Weekly/Monthly Jobs)

To see the files before claiming the submission:

On the tab for your workflow phase, select Preview Files to download the files BEFORE you claim

or reserve the submission.

Check the files to translate, instructions, background info, and reference files that are included

in the previewed Translation Kit for any additional instructions.

Do not work on these files – they are for previewing only!

To check the wordcount breakdown:

Check word count by clicking on “more…” in the Preview pane at the bottom of the screen:

This will open the “File List” window, showing word counts for all files:

To check the deadline:

See the Phase Due Date displayed in the Preview pane:

Once you are ready to claim, click “Claim Trans” to download the files to work on and have the submission move to your Inbox:

IMPORTANT: If you are set up as a TransProof user, you will automatically be expected to proofread the

files as well.



Once You’ve Claimed a Job

Once you’ve successfully claimed or reserved a job, it will move to your Inbox. At this point no other

linguist can claim that submission.

File Management Dialog (FMD)

If you’ve claimed a translation, you can always re‐download your source, TXML and reference files at

any point through the FMD by clicking on the green “Get/Deliver Translation” arrow in the translation

tab.

1. Batches: Shows the PM’s grouping of the files

2. File Count: Displays how many files are within each batch

3. Phase Start Date/Phase Due Date: Includes information on when the files will be ready and when they are

due back to the PM. Note: Dates may vary by batch

4. Word Count: Total amount of words per batch



5. File Name: Clicking on the hyperlinked filename will open TransStudio Online (TSO) for that single file

6. Download Translatable: Selecting one individual arrow will download that file’s TXML only, selecting the

header arrow will download the TXMLs only for all available files

7. File‐Level Word Count: Breakdown of TM matches by individual files

8. Status: Displays the current status of the file

a. Not Ready: File is not yet available to work on from the previous phase

b. Not Started: File is available, but no work has yet been uploaded or saved in TSO

c. In Progress: File has been opened in TSO, but not yet completed

d. Uploaded: Offline file has been uploaded or file has been marked Complete in TSO

e. Proof/QM/etc.: File has been successfully passed to the following phase and can no longer be re‐

uploaded

9. Submission Tabs: Additional information on the submission, different tabs may be available depending on

the workflow chosen by the PM

a. Comments: Leave a comment on a file level with any note for the PM, such as final word count or

linguistic feedback.

b. Deliverable Collateral: Upload additional files, such as a verified Transcheck or edited 100% match

report

c. Instructions/Background: Provides context and instructions specific to this project

d. References Files/Source Files: Download individual copies of any source or reference materials

10. Open: Opens all files online for the selected batch in TSO

11. Download: Download all files offline, including reference & source files. If you select the arrow beside

Download, you will have additional download options, such as download all without reference files

12. Upload: Upload translated files by clicking this button and navigating to them on your desktop or by

dragging and dropping directly into the FMD

13. Complete All: Mark all uploaded files as finalized and move them to the next phase. If you do not push

Complete, the files will remain in your Inbox.

14. Save: Save any comments or Deliverable Collateral added, this is not necessary for uploading files

15. Close: Exit the FMD

Reserved Proof/QM

You will know when the file is ready for you via an email notification sent directly from PD. (Make sure

you have your email notifications set up as described above to ensure you get this email!)



You can also see if a proofreading/QM job is ready for you by logging into PD and checking your Inbox.

Submissions that are italicized are still with the previous phase and not ready for you yet. Anything that

is not italicized is ready for you now and you will be able to download from the proof tab by clicking the

green “Get/Deliver Proof” arrow.



Downloading Files

After clicking “Get/Deliver Translation,” the File Management Dialog will pop up with several options on

how to access the files.

To Get Files Offline (desktop Wordfast):

Click the “Download All Button” to download all translation files, reference, source files &

instructions

Click the header green arrow to download all TXMLs only or smaller arrows for individual TXMLs

To Get Files Online (TransStudio Online):

Click the “Open” to open all translation files online in TSO

Click the hyperlinked file name to open individual files in TSO

Get Files Offline (Default Format)

When you choose the Default format to download the files OFFLINE for a translation, proof or QM

project, they will download in a zip file. The zip will contain folders with the source files, reference

material, instructions, and TXML (or GLP if WF4 is being used) to work into, as applicable.

The folder “Sub_XXXXX_Instructions” contains a .html document with specific instructions for this

project. These are the same instructions that were seen in the Job Info pop up while claiming the job.

The folder “Sub_XXXXX_Reference” contains any pertinent reference material for the project.



Open up the folder “Sub_XXXXX_Language” to view the “_PhaseName” and “_TM_Glossary” subfolders,

which contain the files for you to work into and an .html document with the TM String/Glossary

connection information, respectively.

Important Notes:

It’s extremely important that you use all reference material and instructions included with a job.

Make sure that you are always work into the file(s) in the “_translation,” “_proof,” or “_QM”

folder.

Get Files Online

When you choose to work online for a translation, proof or QM project by clicking on the file hyperlink,

the files will open in a new tab in your browser in TSO. It will automatically connect you to the TMs and

glossary you need to work on the project.

You will also be able to download the source and references, and view the instructions on‐screen for the

project through the TSO interface.

TSO Basics

Please ensure that you are committing your translation to memory as you work in TSO by using

the “alt + down arrow” key combination to move from segment to segment.

If your browser or internet crashes, TSO will prompt you to recover an auto‐saved version of

your file – ensure that you click ‘yes’ so you do not lose your work!

To close out of TSO, use the “Close” or “Close All” button on the “File” tab – TSO will prompt you

to save your work if you have not already.

At any point during the translation, you can save you work in TSO, exit, and then get the

translation files offline so you can continue working in the desktop version of Wordfast.

Note: For detailed information on TSO, or opening translation files online, please ask your Project

Manager for those specific instructions, or use the “Help” tab in TSO for more advanced Help topics.



Delivering the File

UploadingFilesWorkedonOfflineWhen you are finished working on the file offline, you will upload it back to Project Director by entering

in the FMD via the Get/Deliver Translation button.

Once open, you can either drag & drop your finalized translation directly into the FMD or use the upload

button to navigate to the files on your computer.

You can upload multiple files by zipping the TXMLs together and uploading the zipped file. If you zip the

file, ensure that you leave the “Extract zip” option is checked. PD will only accept .zip files, not .rar

or .7z.



For TransProof teams: You must upload the first set of files with phase code TR in the file names. The

second set of files must have PR for proofreading in the name. You can either manually rename the

second set of files or you can upload the first set after completion and re‐download for proofreading. In

the second case, PD would do the renaming for you. As a note, you don’t have to wait for all files to have

finished translation to use the second approach. PD allows for rolling delivery.

DeliveringFilesWorkedonOnlineWhen you are finished working on the file online, you will upload it back to Project Director by clicking

on the “Complete” or “Complete All” button on the “File” tab of TSO.

Once the files are successfully uploaded, you must hit Complete Uploaded Files. Without hitting this

button, the job will remain in your inbox and the files will not be passed to the next phase.

TroubleshootingUploadIssuesAfter uploading the translated files, you will receive a color‐coded toaster message either confirming

success or not.

Red Toaster:

A red toaster signifies that one or more files

failed to upload due to an issue with the

TXML/TXLF itself.

By clicking “Open Upload Report”, you will get

information on the reason why the file could

not be uploaded, such as empty segments.

“Error Message Help” will include more details

on the error’s meaning.

GlobalLink® Project Director Confidential Linguist Instructions


Yellow Toaster:

A yellow toaster signifies that one or more files

failed due to a validation issue, most commonly

the file was named incorrectly.

By clicking “Open Upload Report”, you will get a

list of any files that were not uploaded due to

validation issues in the lower box.

Please make sure the file you are uploading is named exactly the same as the file you downloaded in

the “_translation,” “_proof, “ or “_QM” folder. Make sure that the files have the correct phase code: TR

for translation, PR for proofreading, etc.

For example, if the file you download is named: “G Active Boards for Testing_formatted_CH‐Word‐zh‐

TW#TR_EAFMD#.docx.txml” you can’t change any part of this file name. If you add “_translated” or

“_ZH(TW)” the file won’t upload.

GlobalLink® Project Director Confidential (For TPT employees and TPT vendors only)


Green Toaster:

A green toaster signifies that all files were

successfully uploaded to PD!

Once the files are successfully uploaded, you

must hit Complete Uploaded Files. Without

hitting this button, the job will remain in your

inbox and the files will not be passed to the

next phase.

CompletingUploadedFilesAfter uploading your files, they are not yet considered complete. You must hit “Complete Uploaded

files” in one of three locations. This will only upload files that you have uploaded, not files that have

yet to be started.

The places you can complete your files are:

1. “Success!” toaster

2. Upload Report

3. File Management Dialog (FMD)



Completed and Sent Folders

Once you’ve successfully completed a job, it will move to your SENT folder.

This is how you know that the PM has received your file. You do not need to send anything via email.

If it doesn’t move right away, just click refresh on PD and you will probably see it move in a few seconds.

If it still doesn’t move right away, open the FMD to confirm you hit “Complete All Uploaded Files”.

If your submission doesn’t move to the Sent folder for some reason, check the error message that you

are receiving from PD to see why it’s not uploading. You can also contact the PM or the PD support team

from the list at the beginning of this guide and they will help you upload.

You can go to your Completed folder and see all past jobs that you have worked on through Project

Director. You will be able to review the “Job Info” section of the submission regardless of in which folder

it is currently located, so you can always check how large the job was, when it was due, the client name,

what the budget was, etc.

The only time you cannot see this “Job Info” button is if the submission was using a non‐budget

workflow.



Special Workflows

DoubleReviewWorkflowThe Double Review Workflow has an extra step (Trans2, Proof2, or QM2) that allows a the last linguist

working on a project to independently download converted files for the final format check, and upload

final deliverables directly to PD for the PM to download. You will only be able to download the files for

this step OFFLINE even if you worked on the TXML ONLINE.

For ease of explanation, we are going to refer to the QM phase in the descriptions below, but this

Double Review step can occur on any phase of the job, depending on the number of steps there are on

the project.

After completing the QM phase on any submission that has a Double Review Workflow and uploading

the TXML to PD, the progress bar will move to 50%:

Click “Get/Deliver QM2” to download a zip containing the converted file and QM’d TXML:

Perform the final QM formatting and spelling check, and make any pertinent edits in both the converted

file and TXML. It is integral that you remember to make the edits in the TXML along with the converted

file, as this TXML is what will be used to update the TM at the end of the project!

When finalized, zip together both the final converted deliverable and TXML. PD will only accept .zip files,

not .rar or .7z.

To zip together:

Highlight or select all the files you want to zip > right click > and select one of the below:

7‐zip > Add to “xyz.zip” or Send to > Compressed (zipped) folder. We highly recommend using 7zip as

your default zip program as it will avoid any issues that may arise with filenames containing characters.

Please contact your PM or the PD support team from the list above for more information if needed.



Press “Get/Deliver QM2 Files” to open the FMD and then either drag the zip directly in or select the

Upload button and navigate to your zip. Then, hit Complete All.

Job moves from “Inbox” to “Sent” and progress bar moves to 100%!

Please note:

** In order for the QM2 upload to be successful, you must zip together the TXML and converted file,

whether or not any changes were made to the TXML.

** If you change the file names or extensions in any way, the upload will not work.

UploadingBlindCVsandQuerySheetsFor certain jobs, you might have queries that you would like to send to your PM or, if you are an agency,

PMs might sometimes ask you to send blind CVs of the linguists who worked on a job.

Any such additional files can be uploaded to PD as Deliverable Collateral through the FMD before

completing the files. The PM will get notified whenever you upload such additional files:

Testings,StyleGuideAdaptations,andotherNon‐TranslationJobsEvery now and then you may be offered a job that is neither translation, proofreading, nor QM. For

example, PMs may send requests through PD for send style guide adaptations, website, or other app

testings.

For style guide reviews, you will receive a Word document source to work directly into through PD (no

TXML files). As with any other submission, make sure not to alter the file name!

For Testing projects, you will typically receive translated TXML files in which you would be expected to

correct any linguistic issues you might find during testing (for OneLink, you may be able to correct such

issues through OPE – On Page Editor). In addition, you will be asked to report all issues either in JIRA or

in a Power Point Bug Report. The PM will provide detailed instructions for each of these types of job.

To deliver back a testing job on PD, you will have to upload all TXML files, even if they didn’t require any

changes. Bug reports or any additional files should be uploaded as Deliverable Collateral under the

“actions” tab in your Sent folder as depicted above.



Troubleshooting Assistance

Sometimes, you may run into problems that you cannot solve on your own and may need assistance

from our support teams.

For assistance with any technical issues you may have with PD, please copy and paste the following

template into your email to the PD support team and fill in as much information as possible, so that we

can easily assist you with your issue!

Issue description:

URL:

Submission ID:

Job number:

Browser version:

User name:

Screenshot included:

Other information:

To reach out to a project PM directly for non‐technical questions about the project, you can email them

directly by clicking on the PM’s hyperlinked name or “multiple” under the “Owner” column in PD:

project director 5.0: linguist instructions -...

Documents