New to Bureau Works? This article will go over some important things to help you get started with us smoothly!
1. Getting started
1.1 What is already set up?
2. Your first project
2.1 Step 1
2.2 Step 2
2.3 Step 3
3. My Account
3.1 Quote Automation
3.2 Artificial Intelligence
3.3 Machine Translation
4. Organization
5. Organizational Unit
6. Translation Memories
7. Glossaries
8. Prices
1. Getting started
Well, you've just created your Bureau Works account, and now you're eager to kick off your journey and streamline the translation process for your documents or your client's. By starting here, you'll get an overview of what needs to be set up to fully leverage what Bureau Works can offer you. Additionally, keep in mind that throughout the text, we'll be linking various articles that can provide a deeper dive or broader coverage of the topics discussed to enrich your understanding.
1.1. What is already set up?
The moment you create your account, a few settings are simultaneously created in Bureau Works. You will find:
- Default Organization;
- Default Organizational Unit;
- Default Translation Memory that is already associated with the Default Organizational Unit;
- Default Glossary that is already associated with the Default Organizational Unit.
Having these assets supplied allows you to use Bureau Works from the start, making it easy to start creating your first projects.
This means that if you are in a hurry or your use case dismisses any intricate setting, you are already good to go and create your first project.
2. Your first project
Creating a project in Bureau Works is easy! It is a three-step process, and you can start by clicking on the “Start a new project” button located in your home or by expanding the Projects menu and then clicking on the “New Project” option.
Step 1.
To begin a project, you must first choose if you want to start a Single Project or Multiple Projects. In a Single Project, only one project is created for a single Org. Unit, where all the target languages are within this project. As for Multiple Projects, you can specify a Multi Project Configuration to route these language pairs to each configured Org. Unit. If you want to know more about Multiple Projects, there's more information about it here.
For this guide, we will use the Single Project option.
By clicking in Creat Single Project, you'll be prompted with some information fields that need to be filled.
Note that some fields are required, like selecting a contact person, defining the project name (Project Reference), and informing the source and target languages.
Another required field is the organizational unit, which has already been completed for you.
Furthermore, your default translation memory and glossary are already set.
Step 2.
Now you must upload the source files that will be translated.
Bureau Works will accept several files per project, and they can be in different file formats. You can check out the supported file extensions here.
To upload files, you may either browse for them on your computer or drag and drop them into the box.
Bureau Works will process your files in just a few seconds. Please wait until the load bar reaches 100% before clicking Next.
Step 3.
The third and last step allows you to define and personalize the target language and the workflow for each file.
Bureau Works already has a default workflow built for the most popular file extensions, but you can completely customize it.
After making the necessary modifications, click Create, and your project will be completed!
Bureau Works will then create the work units and start quote automation in order to calculate the project costs.
When the costs are calculated, the project status will be changed to Pending.
This allows you to go over everything and approve the project whenever you decide on.
To get a more detailed content on how to create a project and the project details, we recommend you to read How to create a translation project in Bureau Works and Project Overview.
Now let's explore some key elements that can streamline your journey if you want to broaden your options and go a little more into what Bureau Works has to offer for you.
3. My Account
3.1 Quote Automation
You won't need to worry about getting your projects manually quoted. Quote automation in Bureau Works is enabled by default. This implies that after you create your projects, the expenses will be calculated automatically for you.
The default quotation is based on Bureau Works Standard Pricing - Global, with costs per word calculated in $USD.
3.2 Artificial Intelligence
Have you heard that Bureau Works can be powered by an artificial intelligence provider? It is entirely up to you whether or not to activate it.
To begin improving your Bureau Works experience, go to My Account and enable the AI to gain access to all of its features.
📑 To learn more about the AI and all its functions and also about the other settings available in My Account, please visit the following articles:
3.3 Machine Translation
You won't have to worry about machine translation for the time being. Bureau Works provides machine translation as a standard feature already activated for all users. No configuration is required, and you can choose to apply it arbitrarily to your Organizational Units and projects.
📑 If you want to read more about Bureau Works standard MT or other certified providers, please go to: Bureau Works Machine Translation integration.
4. Organization
Bureau Works is designed to work on four hierarchical levels: account, organization, organizational units, and projects.
You have a single account, but you can have several organizations, organizational units, and projects.
📑 To better understand the Bureau Works hierarchical structure, please visit: Accounts, Organizations and Organizational Units.
As previously said, your first Organization has already been created for you! There's no need to change anything to start using it, but you can customize it if you like.
It is possible to edit the Organization name and its location.
📑 You can create a new organization at: Creating an Organization.
5. Organizational Unit
Great! Your first organizational unit is already created and ready to be used. Just like in an Organization, it is possible to personalize it by changing its name and other details.
Nevertheless, here are some key settings that could help expedite your process:
1. In the Project tab, predefine your most frequently used source and target languages. This information will be utilized to automatically insert these languages into each new project created through this Unit. It is possible to add one single source language, but various target languages. This setting can be altered at any time.
2. Allow machine translations to appear in the editor's suggestion tab. To populate the target segments, these suggestions must be clicked.
3. Enable machine translation auto-translation. If enabled, the machine translation results will immediately populate the segments once the project is approved.
4. Despite the fact that the default translation memory has already been created and assigned to the default organizational unit, it is worth noting that some extra parameters are already in place:
- Default: Automatically attach the TM to the project in the project creation;
- Read: Allows the project to read the TM content, presenting matches in the editor's suggestion tab;
- Write: Allows new and updated content to be saved in the TM when the target segments are validated.
5. The default glossary is likewise linked to the default organizational unit, and it is already set as the default. This indicates that the glossary will be included in the project creation process automatically.
6. After enabling the AI in your account, there is a granular setting that can give you the choice to enable the AI in the organizational unit level. If disabled, AI features will cease to function in every project derived from that unit.
⚠️ Note that if the AI features are disabled either from the account or the unit, a warning will show in the editor.
📑 More detailed information about Organizational Unit settings can be found here: All about Organizational Units.
6. Translation Memories
Although your first translation memory is already set up and ready to go, you might wish to give it a personal touch. You can make a few adjustments by going to the translation memory page and then clicking the Actions button.
On the edit page, you will be able to alter:
1. TM name: It is possible to change the TM name after it's been created.
2. Target languages: You can change or add as many target languages as needed. Note that it is not possible to change the source language of an already existing TM.
3. Import file: It also possible to import a .TMX file into this existing TM, leveraging Bureau Works with TM content that you may already have.
📑 To learn more about translation memories, please refer to: All about Translation Memories.
7. Glossaries
As mentioned before, the first glossary has already been created on your behalf. It is already associated with an Organizational Unit and set as the default, to be automatically applied to all your future projects.
It is possible, though, to also personalize it.
By clicking on Actions and then Edit, you will be able to:
1. Alter the glossary's name.
2. Change the languages in the glossary. It should be noted that, unlike TMs, glossaries do not have source/target languages. This allows you to add new languages or remove ones that are already configured. You can add as many languages as you need to use as both a source and a target.
3. Back on the glossary page, you will be able to import a .TBX file to populate the Bureau Works glossary with any glossary material that you might already possess.
You can read more about glossaries here: Bureau Works Glossaries.
8. Prices
As previously stated, you can start creating projects as soon as you register your personal account. Bureau Works provides a standard price list allowing you to quote your projects.
This price list is set up to charge in US dollars at a rate of $0.01 per word. Nonetheless, you are free to draw up your own price list if you so desire.
This is a more intricate configuration, but it can be completely tailor-made.
To learn how to create your own price list, please refer to How to create a Price List.
If any questions were not answered in this article, please don't hesitate to contact our support team at help@bureauworks.com.
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