In this article, we will provide a comprehensive overview of both the existing configurations and the available options that can be implemented within an organizational unit.
If you need to learn how to create an Organizational Unit, please refer to the following article:
- Project Configuration
- Translation Settings
- Translation Memories
- Net Rate Settings
- MT Settings
- Segmentation Settings
After creating the Organizational Unit, we can access and view various configurations. The first available tab is General.
In the General tab, you can include more direct information about the Organizational Unit, such as its name and address. BWX allows users to define their own method of organization, so Organizational Units may not necessarily be companies with a physical address. Therefore, most of these fields are not mandatory to fill out.
- Name: Defined by the user, this is the chosen name for the Organizational Unit. Initially set up at the creation, it can be changed at the user's convenience. This field is mandatory and can not be left empty.
- Organization: It is the level above the unit in the hierarchy. The unit's "parent". It is defined at the time the Organizational Unit is created and cannot be altered later. This field is mandatory and it cannot be left empty.
- Memorandum: It is a field where more extensive details about the unit can be entered. It may include information about what the Organizational Unit is about, what types of projects will be created from it, and any other relevant details deemed necessary.
- Timezone: It provides information about which timezone that unit is located in. It is used to align delivery dates with those of other users if they are in different time zones. Also set during the creation of the unit, it can be changed later on. This field is mandatory and it cannot be left empty.
- Tags: Created by the user, they are used as a way to categorize Organizational Units and their projects. They are also present for users and are used as a means of searching for correspondences between specialties and areas of expertise among projects and linguists.
- Contact Notes: A field available to receive relevant information or any details worth noting about the client, that can be needed in any communication. The user can check the Organizational Unit whenever needed and have important info displayed right in front page.
- Address: Fields for providing the Organizational Unit's address, as well as a digital address, such as a website or homepage.
- More settings: Includes other configurations. They are detailed below.
- Show Payment Policy (PDF): Applicable only to Bureau Works Organizational Units; you may disregard it.
- Contract: Currently applicable only to Bureau Works Organizational Units, you may disregard it.
- Autopilot: It will enable autopilot as the default setting for all projects.
- Quote Automation: It will enable quote automation by default for all projects.
2. Project Configuration
Within this tab are settings that function as default configurations for the Organizational Unit. These settings will be automatically applied across all projects. However, during project creation, you will still have the opportunity to modify them as needed.
1. Source Language: Set the default source language. This setting speeds up project configuration by defaulting to the language indicated below, however it can be changed manually for each project if necessary.
2. Target Languages: Set the language to which the project should be translated to. Multiple languages can be selected. This setting speeds up project configuration by defaulting to the language indicated below, however it can be changed manually for each project if necessary.
3. Regular expression: Also known as Regex, they are a sequence of characters that define a search pattern, allowing you to perform complex search and replace operations in strings. Essentially, the regex will determine which segments of your content need to remain accessible for translation and which segments should be transformed into tags.
4. Override Default Regex: When enabled, the informed expression will override the default configuration.
5. Continuous Tags: You can inform which will be the corresponding tags for projects created via connectors.
6. Send Project Automatically: Automatically notifies the Project Manager when a project is created by a client. Applicable only to Bureau Works Organizational Units.
7. Enable Project Handoff: When enabled, informs stakeholders of project's updates via email.
8. Enable Email Notifications: Notifies the project's Contact automatically through email.
9. Count 100% TM Match Over Repetition: When enabled, the system will not consider 100/101% matches as repetitions.¹
10. Ignore Subsequent Non-Translatable(s) as Repetitions: When enabled, the system will not count repeated non-translatable as repetition.¹
11. Continuous Project Configuration: This option allows you to standardize the prefixes/suffixes that should be included in the translated file name based on the language. When downloading a translated file in the pt-BR language, for example, the translated file name can be pt_br/filename>, standardizing file nomenclature.
¹ Depending on the logfile and net rate settings, it may have an impact on the project's overall cost.
This tab allows you to configure information about project expenses.
1. Charge By Words or Pages: A project can be charged by the number of words or by the number of pages. Charging by pages is mostly used for DPT workflow.
2. Words per Unit: It is possible to specify the number of words that the system considers each billing unit to contain. If pricing per word, for example, this setup is set to one word per unit. If you are charging per page, you can assume an average number of words per page and enter that value here, for example, 50 words per page.
3. Currency: Specify in which currency the value will be set.
4. Show Requester Name: When enabled will display the Client's name on the invoice, after the delivery of the project.
5. Delete/Add: At least one price list needs to be included for the Organizational Unit. The price lists must first be linked to the parent Organization of each unit.
6. Price list: Displays any price list that is associated to Organizational Units. It is possible to verify its Name, its Currency, its Minimum Fee setting, its Default Price per item and its Minimum Fee value.
7. Default: To expedite project formation criteria, you can make a price list the default one.
If you need to learn more about price lists, please refer to How to create a Price List in BWX.
The billing information can be specified on this tab. This is where you can provide the recipient's information to be included in the invoice generated after the job is completed.
1. Auto Billing Enabled: When enabled, the system will automatically send an invoice for the billing contact.
2. Require Purchase Order: When enabled, the platform will require a PO number in order for the project to be approved. The PO number is informed in the project creation or in it's Costs tab.
3. Send invoice to Requester: When enabled, the invoice will be sent to project's requester, instead of billing contact.
4. Consolidate Invoice: When enabled, will display a consolidated information, if more than one project is considered for invoicing.
5. Billing Contact information:
- Invoicing Type: It is possible to define the frequency that the Unit's project must be invoiced. It can be invoiced weekly, bi-weekly, monthly, quarterly or by project.
- Payment Method: The payment method can be pre-set per Unit, reflecting in all projects. The available payments methods are banking ticket, deposit, credit card, Paypal, check, Wire or ACH.
- Acc. Code: Meant to inform the code for the service used by the Unit. It can be 400 for Translation Services or 401 to Software use.
- CPF/CNPJ/Tax ID: Meant to inform client's ID. Can be CPF/CNPJ for Brazilian citizens, or Tax ID for non-Brazilian.
- Tracking Category: Informs from which company the invoice should be tracked, corresponding for the accounting platform system settings. Applicable only to Bureau Works Organizational Units.
- Number of days Until Payment is Due: How many days from invoicing to payment is due. For exemple, if you set this field at 10, an invoice created on July 10th will have its payment due July 20th.
- Billing Emails: You can identify the email or emails responsible for the payment one per line.
- Invoice Information: Any useful information can be entered here. This content will appear on the invoice.
- Issue NFe: For Brazilian citizens only.
- Simples Nacional: For Brazilian citizens only.
- Retain IRRF: For Brazilian citizens only.
- Municipal Registration: For Brazilian citizens only.
If you want to learn more about the Accounting section, please refer to How to manage the Accounting Section.
In this tab, we can add users associated with the Organizational Unit and also see the listed existing associations.
1. Search/Add User: You can search a new user by their name and associate them to the Organizational Unit by clicking on the Add User button.
2. The already associated users have their name and email listed.
3. You can easily remove an association by clicking on the delete button.
If you need to learn more about users, please refer to Creating a User in BWX.
6. Translation Settings
We have numerous translation settings and a greater number of combinations that can be applied.
These settings can be pre-defined per Organizational Unit, but can also be altered directly on the project.
- Translate empty segments only: Enabled by default. When any auto translation provider is enabled (TM, MT or AI), only empty segments will be translated by it.
- Translate not confirmed segments only: Enabled by default. When any auto translation provider is enabled (TM, MT or AI), only not confirmed segments will be translated by it.
- Complete task once all segments are confirmed: Enabled by default, will automatically deliver the task once all segments are confirmed.
- Penalty for multiple 100% match: You can set a penalty percentage to be applied on to matches when a single segment have more than one TM entry with 100% match, in order to avoid context error. By setting the penalty at 5%, for exemple, the multiple 100% matches of a segment will assume the new value of 95%, avoiding the automatically fill of that entries.
2. Auto Translate From
- Translation Memory: Enabled by default. Allows segments to be automatically populated by content saved in the TM.
- Threshold: Set by default at 80%. Defines the minimum match percentage the segment must adquire in order to be automatically populated by TM content.
You can choose to standardize the expected behavior of segments with high matches. This can optimize the linguist's work, preventing the translation of already saved TM content, for example.
- Confirm segments with 100% match: A segment with 100% match will be confirmed automatically by the system.
- Confirm segments with 101% match: A segment with 101% match will be confirmed automatically by the system.
- Lock segments with 100% match: A segment with 100% match will be locked automatically by the system.
- Lock segments with 101% match: A segment with 101% match will be locked automatically by the system.
4. Unlock options
This features only applies to the Organizational Unit, although they are visible at the project level, and only affects the project once it is been created. After creation, changing this settings will have no impact on projects.
- Unlock segments with numbers: When enabled, maintain segments that contain only numbers as unlocked and unconfirmed.
- Unlock segments with special characters: When enabled, maintain segments that contain only special characters as unlocked and unconfirmed.
- Unlock segments with numbers and special characters: When enabled, maintain segments that contain only numbers and special characters as unlocked and unconfirmed.
5. Mismatch Warnings
- Ignore the glossary mismatch warnings: When disabled, the editor will display a warning the moment a segment with a glossary mismatch is confirmed. When enabled, the segment will be confirmed without any visual warning.²
- Ignore the tags mismatch warnings: When disabled, the editor will display a warning the moment a segment with a tag mismatch is confirmed. When enabled, the segment will be confirmed without any visual warning.²
²Does not affect the QA checks warnings.
To learn more about the settings at the project level, please refer to Project's Translation Settings.
7. Translation Memories
In order for a project to have an associated translation memory, it must first be associated to their Organizational Unit. This can be done by going to the Translation Memories tab.
1. Delete/Add: You can select and delete an already associated TM, or search and select a new one. The TM must first be linked to the parent Organization of each Organizational Unit.
2. Translation memory: Displays any TM that is associated to the Organizational Unit. It is possible to verify its Name, and its Source and Target languages.
3. Default: Make this the default TM for all projects.
4. Read: Make its content available in the Editor, to be used to populate segments.
5. Write: Allow the confirmed segments content to be saved in the TM.
6. Penalty: Applies a percentage penalty in the TM matches.
7. Threshold: Establishes a minimum percentage match threshold for segments to appear in the Editor's suggestions tab, making them accessible for application by linguists.
8. Creation date: Displays the creation date of the TM.
To learn more about translation memories, please refer to How to handle Translation Memories in BWX.
In order for a project to have an associated glossary, it must first be associated to their Organizational Unit. This can be done by going to the Glossaries tab.
1. Delete/Add: You can select and delete an already associated glossary, or search and select a new one. The glossary must first be linked to the parent Organization of each Organizational Unit.
2. Glossary name: Displays any glossary that is associated to the Organizational Unit. It is possible to verify its Name, and its Source and Target languages.
3. Default: Make this the default glossary for all projects.
4. Creation date: Displays the creation date of the glossary.
To learn more about glossaries, please refer to How to create a Glossary.
9. Net Rate Settings
It is possible to personalize the Net Rate Settings at the Organizational Unit level.
This configuration can impact how project costs are calculated and how much should be charged and paid for a service. The percentage to be paid to linguists based on TM and MT/AI utilization can also be adjusted.
Account_admin users do not have access to this setting; nevertheless, if you need to update it, please contact the Bureau Works support team at firstname.lastname@example.org.
10. MT Settings
Our platform allows the user to personalize it's Machine Translation provider. This setting needs to be done first at the Account level, by inserting and saving the user's provider API key into BWX. After that, it can be granularly defined by the Organizational Unit level.
There are two ways to configure the MT: one is defining the new default provider, and the other is by setting it by language pair.
1. MT Settings by default: Allow the user to select a new default provider among those previously configured in the account.
2. MT Settings by language pair: Displays the already set language pairs.
3. Add Lang Pair: A pop-up window will show up for configuration. See below:
1. Select the new provider;
2. Select the source language and the target language;
3. Set as an active configuration.
It is possible to use different providers to different language pairs.
To learn how to configure the MT provider in you account, please refer to the article BWX Machine Translation integration.
11. Segmentation Settings
This last tab allows you to personalize the segmentation of the files at the Organizational Unit level.
The BWX Editor has several common segmentation criteria that determine how the file's information is split in order to fill the segments for the linguist to work on. It is possible to personalize these rules to adjust this behavior, allowing segmentation to work alongside translation while maintaining the content's sense.
If you need to customize these rules, please contact our support team at email@example.com and we will assist you in determining the best approach to do so.
If any questions were not answered in this article, please don't hesitate to contact our support team at firstname.lastname@example.org.