This article will guide you, the Project Manager, on how to assign your Project's Tasks to Vendors.
If you wish to understand more about the Task Assignment Rules, please refer to this article.
1. Tasks - Overview
When a project status is changed from "Pending" to "Approved", this will trigger the creation of the Tasks for the WU (Work Units*) that are part of the project and these Tasks can be assigned to the resources responsible for them.
⚠️Work Unit: A Work Unit is a combination of a Language pair, a file and a Workflow step
You can see all Tasks created in a given project from the "Tasks" tab.
In the example below, we have a project with:
- One language: Spanish
- Two files: “Movie Quotes.docx” and “strings_itl.xml”
- Three Workflow steps for “Movie Quotes.docx”: Translation, In-Country Review and Regional Approval
- Two Workflow steps for “strings_itl.xml”: Translation and Review
With that, the platform generated three tasks for one file and two tasks for the other. These tasks can be assigned to different (or the same) resources that will be responsible for completing them.
1a. Tasks tab
When accessing the Tasks tab, the Project Manager will have access to the Profit Margin and to key information related to each task.
- The Profit Margin is the Receivable amount less the Payable amount of the Project.
The Task's information is available in the following columns:
File: The name of all files that are part of the project and have Tasks associated with them
Source: The Source language of the task
Target: The Target language of each task
Sequence: The order of the Tasks* in a given project. In the screenshot available in the previous session of this article, the sequence would be: Translation(1), In-Country Review(2) and Regional Approval(3) for the Movie Quotes.docx file and Translation(1)and Review(2) for the strings_itl.xml file.
Budget: The total amount the vendor will receive for the task. The currency will be the one predefined by the vendor
Status: This column will display the status of the tasks. The current status available are:
Pending - requires assignment
Assigned - Assigned to a resource (in progress)
Completed - Marked as completed by the resource assigned
Due Date: The final date for the completion of the task by the resource assigned
Assigned To: The name and registered email of the resource assigned to the task
2. Assigning tasks to users
To assign a Task to a resource, you have to:
1 - Set a Due date for the task
2 - Enter the name of the Resource that should be assigned to a task
3 - Click on the Confirmation ✅ button. This will change the status of the task to "Assigned" and the task will be immediately available to the resource assigned
A project can have from one to hundreds of Tasks available for assignment and to assist the users responsible for the tasks assignment and monitoring, we have two features available in the Tasks tab.
You can use the filters to easily filter tasks by Target language, Workflows and Status
2b. Bulk Task Update
You can also change the status and/or the due date of multiples tasks by:
1 - Selecting all tasks you want to make the change (if you wish to assign several tasks simultaneously, you will need to only select tasks that belong to the same Workflow step)
2 - Clicking on the Edit button
3 - Setting the Status / Due date / Status / Instructions
4 - Clicking on Save
You can check the progress of the task from the Overview tab