This article will show you how to set up the Auto Task Placement feature.

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What is the Auto Task Placement feature?

The Auto Task Placement feature is designed to facilitate seamless matches between linguists' capabilities and agencies' job requirements, automating the process of offering available translation tasks to translators and enabling them to apply for assignments promptly.

So once the Auto Task Placement is set, vendors can view and manage jobs on the dashboard.

 

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We split the Auto Task Placement feature into a few topics to facilitate understanding. Please see below:

1. Enabling the Auto Task Placement
   1.1 Organizational Unit level
   1.2 Project level
2. Setting Permissions
   2.1 Vendor's Permissions Tab
   2.2 Vendor's Auto Task Placement Tab
3. Languages Tab
4. Task Details
   4.1 Minimum score required
   4.2 Assignment Log
5. Auto Task Placement Settings
   5.1 Quality Filter
      5.1.1 Minimum Translator Score
      5.1.2 Minimum Translator Score to Skip Review
   5.2 Rate Filter
   5.3 Tag Filter
   5.4 Minimum number of jobs performed to Skip Review
6. Vendor's View
  6.1 Auto-assignment
  6.2 Notifications
     6.2.1 Organizational Unit
     6.2.2 User’s profile

 

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1. Enabling the Auto Task Placement

The Auto Task Placement feature can be enabled in both Organizational Units and projects.

 

1.1 Organizational Unit level

After opening your Organizational Unit, from the General tab, you must click on More Settings:

 

Once you click on More Settings, a new section will appear, and you will see an option called Auto Task Placement. If you want all projects created under this Organizational Unit to have the Auto Task Placement feature automatically enabled, you must enable this option.

After making the adjustment you need, don’t forget to click on Save.

 

1.2 Project level

It is also possible to enable or disable the Auto Task Placement feature directly on your project.

Once it is created, from the Overview tab, you must click on More Info and then enable or disable the feature. Your changes will be automatically saved.

 

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2. Setting Permissions

To ensure the smooth operation of the process, vendors must possess the appropriate permissions and have the Auto Task Placement configurations set correctly. This responsibility lies with an Account administrator (account_admin) or Project Manager (project_manager), who should meticulously verify the following settings to guarantee optimal performance.

 

2.1 Vendor's Permissions Tab

At present, the Auto-Assign Tasks permission, which enables the automatic assignment of tasks, particularly within the context of the Auto Task Placement feature, is universally granted to all users with the vendor role and cannot be deactivated. This permission is pivotal as it empowers vendors with the capability to accept tasks made available through the Auto Task Placement functionality.

 

2.2 Vendor's Auto Task Placement Tab

Task auto-assignment encompasses several configurable options that can be tailored based on a vendor's proficiency and expertise in a particular domain. For instance, if you prefer to have experienced reviewers handle review tasks, specific settings can be configured accordingly.

Within this tab, you gain the capability to administer Auto Task Placement permissions for individual users: 

Translator: Allows you to become eligible for the workflows: Translation, Feedback Implementation
Reviewer: Allows you to become eligible for the workflows: Review, Review 2, Review 3, Proofreading
Voice Talent: Allows you to become eligible for the workflows: Voiceover
Sworn Translator: Allows you to become eligible for the workflows: Sworn
ICR: Allows you to become eligible for the workflows: In-Country Review, In-Country Review 2
DTP: Allows you to become eligible for the workflows: DTP, Subtitling, and Video Editing
Interpreter: Allows you to become eligible for the workflows: Interpretation
Regional Approval: Allows you to become eligible for the workflows: Regional Approval
Transcriber: Allows you to become eligible for the workflows: Transcription
QA:  Allows you to become eligible for the QA workflow

⚠️ Note that if you disable all options above, the vendor will not be able to assign themselves to any tasks.

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3. Languages Tab

To enable a vendor to work in a particular language pair, it is essential to set up that specific language pair in the Languages tab.

To add a new language pair, simply select the source and target languages, click on Add lang pair, and then confirm the addition.

Conversely, if you wish to remove any language pair, it can be done effortlessly by clicking on the ❌ icon aligned with that pair.

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4. Task Details

To make sure vendors' abilities are tuned to necessary projects and task details, it is necessary to check the requirements. There, you will also be able to see the eligible linguists and change the required minimum score for that specific task.
From the Tasks Tab of your project, you can easily access this section by selecting the task for which you want to change the requirements and going to its Details.

 

4.1 Minimum score required

The translator's previous jobs are evaluated, and an average from 0 to 100% is calculated based on the correctly translated content. So, this score goes from 0 to 100, and only vendors with the minimum accuracy determined in this box will be able to view the job. 

Within the Task Details section, specifically on the Auto Task Placement tab, Project Managers and Account-Admins are empowered with the ability to customize values for each task according to their specific needs. The default value is initially set to 60, providing a starting point for task assignments.

 

4.2 Assignment Log

The section doesn't require any settings but enables the Account-Admin or Project Manager to view how many linguists have the requirements necessary to take on a task (Eligible Linguists), how many vendors have viewed the task (Viewed By), and the ones who didn't accept it (Rejected By).

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5. Auto Task Placement Settings

Users can adjust the settings of the Auto Task Placement, adapting the automatic task allocation to the Organizational Units's specific needs and thus optimizing operational efficiency. 

The system will automatically use the default platform settings if the user doesn't make any changes to the settings.

5.1 Quality Filter

The Minimum Translator Score and the Minimum Translator Score to Skip Review are included in the Quality Filter; you can change either one with your preferences, or you can leave it at the Bureau Works platform's default values.

5.1.1 Minimum Translator Score

After evaluating the translator's prior work, an average ranging from 0% to 100% is determined depending on the content that was accurately translated. Thus, only vendors that meet the minimal accuracy requirements shown in this box will be able to access the tasks. The score ranges from 0 to 100. Project Managers and account administrators can set settings for each of their tasks individually in the Task Details section of the Auto Task Placement tab. The initial value is preset to 60 by default.

⚠️ For Vendors who have never done any work on the Bureau Works platform, we recommend disabling this option. Initially, it's good to keep it off until they have completed some projects.

 

5.1.2 Minimum Translator Score to Skip Review

If any vendor with the minimum score selected in this box works on the translation step, the following review step can be skipped after translation.  In other words, the following workflow won't be offered via the Auto Task Placement feature.

 

5.2 Rate Filter

Linguists would have to supply Word Rate data, taking into account pricing list pair values or Stop Loss, if this option was selected.

 

5.3 Tag Filter

If this is selected, linguists will not be eligible for the tasks unless their tags match those of the corresponding projects.

 

This tag feature makes the job available to vendors only in the event that they possess at least one of the project's tags:

 

Should it be absent, the vendor will not be able to work on the project. 

 

These settings are optional; if you would rather not set them, simply leave this field empty and do not enter any tags.  

 

5.4 Minimum number of jobs performed to Skip Review

The ability to bypass the review workflow will only be granted to vendors who have completed the number of tasks specified in this box. Your account settings allow you to modify that configuration to specify the minimum number of jobs—up to a maximum of 100—that need to be finished before the vendor can bypass the review workflow. 

 

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6. Vendor's View

6.1 Auto-assignment

When all the necessary settings are done, new projects up for grabs will appear on the Available Project tab.

The vendor can also see ongoing projects in the My Projects tab.

 

In order to accept the tasks, the vendor should click on the task, then on the I Want it! button:

Subsequently, the vendor shall proceed to select all items enumerated in the following list. This concise guide serves as a reminder for professionals to remain committed to the task:

Note: The Auto Task Placement feature works on two sides. In order for a project to become available to a vendor, the Project Manager must also set the Auto Task Placement in project settings.

 

6.2 Notifications

It's possible to be notified by email of the availability of new, eligible tasks.

These notifications are sent to the email address specified in the user's profile. Every hour, a new email is sent to notify you of new assignments that are available. If there are no tasks, no messages will be sent.

The email will list up to three available tasks. You can find an example of what it looks like below:

 

6.2.1 Organizational Unit

To enable the exchange of notifications between projects with Auto Task Placement enabled and eligible vendors, you must first authorize the sending of notifications from the organizational units. This can be done by a user with the corresponding permission, accessing each necessary Organizational Unit, going to the Notifications tab, and enabling the function Enable Email Notifications For Available Tasks.

 

This configuration will allow each task in projects created under this Organizational Unit to generate a notification. These notifications can be sent to the vendors who have authorized them, informing them when new tasks are available.

 

6.2.2 User’s profile

Each user can choose whether to receive these notification emails for available tasks. To find this configuration, simply access the user's profile and go to the Notifications tab.

In the Notifications tab, the user will find the configuration for activating notifications. By default, this feature is already enabled, but to start triggering notifications, users will need to define a notification schedule.

For a more personalized experience, it is possible to choose and set specific time periods during which communication emails can be sent.

1. Select days to be notified: Choose which days of the week you want to receive emails. If no day is selected, emails will not be sent. 

2. Choose your quiet hours: Choose a time range during which you do not want to be notified. Emails will not be sent during this period.

To clear the time configuration, simply click the trash can symbol.

 

Remember to save any changes you make.

 

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If you have any further inquiries that remain unanswered by this article, we encourage you to reach out to our dedicated support team via help@bureauworks.com.