This article will guide you through the process of creating a Project on our platform, having your project quoted, and approving it.
Below, you can check our video tutorials related to this topic:
- Create a new Project
- Upload the documents you need to translate
- Fill in the project information
- Select which Target Language and Workflows Steps you need for each file in your project
- Get your Project Quoted
5.1 Automated Quote
5.2 Quote Performed by a Project Manager
5.3 Check your Quote - Approve Your Quote
1. Create a new Project
From the lateral menu, click on Project and then on New Project
2. Upload the documents you need to translate
- Click on Browse to select all the documents to be translated and click on Continue.
Alternatively, you can drag and drop the files you would like to upload
Our platform natively accepts 21 file formats: .csv, .docx, .odt, .txt, .htm, .html, .idml, .json, .php, .po, .pptx, .properties, .srt, .vtt, .strings, .tsv, .xlf, .xliff, .xlsx, .xml and .yaml
Our team can also handle other types of files, which require some preparation work prior to the translation process, for example Articulate Storyline, Adobe Captivate, Adobe Premiere and others.
3. Fill in the Project Information
The “Create New Project” view will open with the following options:
- Organizational Unit: In case you are part of multiple Organizational Units, select the one where you would like to create the project and move to the next step (this option is designated for companies that have many Units like departments/cost centers that will access the platform and may need to separate costs, billing and invoices).
- Contact Person: The person who will receive project notifications.
- Project Reference: This is the name of the Project, and how you will find it in the system.
- Project Notes: Notes or instructions here will be available for project managers and stakeholders that will have access to this project.
- Source Language: Select the source language of your uploaded files. All your assets should have a single source language.
- Target Language: Choose all the languages you want your files to be translated into. You may assign different targets for different assets in the next step.
- Translation Memory: You may select the Translation Memory you would like to use in this project if you already have one. The Translation Memory is where all your past translation segments/sentences are stored.
- Glossaries: You may select the Glossary you would like to use in this project if you already have one. The Glossary is where your terminology will be stored.
- Price List: It will be automatically selected based on the Price list associated with that Organizational unit.
- Invoice info: Here you can add your purchase order information for future Project’s invoicing.
4. Select which Target Language and Workflows Steps you need for each file in your project
The Workflow view will open showing the default options and you can change it according to your preferences:
By default, Bureau Works projects have only the Translation Step, and the exception would be Projects that request Formatting/Design or any other Engineering Step (charged separately).
In case your Project needs additional Review Steps, like In-Country Review or any other Step, you may select it from the drop-down list and add it to each file. When finished, click on “Create”.
⚠️ Please note that adding more workflow Steps other than the default one, may require the costs to be recalculated by our team and added to the quote, to reflect the additional effort/work required to perform multiple non-standard workflow steps
5. Get your Project Quoted
In BWX, we have two ways of quoting a Project. While the Automated Quote is practical and immediate, the Quote performed by a Project Manager sometimes will be needed, specifically for a few file formats.
The next two sections will explain how each option works and its requirements.
5.1 Automated Quote
Our platform can now perform an automated quote. This will speed up the process of getting your Project Quoted.
Once you finish creating your Project, the process will automatically begin and in a few moments (depending on your file sizes, selected workflows and target languages), you will visualize your Project’s cost.
Right next to its name and status stamp, you will see the “Project automation in progress” message. When finished, it will be updated to “Project automation finished” and you will see the cost change from zero to the actual cost.
After that, the Project Status will automatically change to “Pending”, meaning that you need to approve it to move forward with the translation process.
Please, be aware that:
- The Automated Quote covers almost all of our supported file extensions, with the exception of PDF, IDML and MD formats. Here you can read more about our supported and unsupported file extensions.
- Currently, the Workflows that are not accepted are QA, Subtitling, Video_Editing, Voiceover, Sworn, Interpretation and Development.
⚠️ If applied, the DTP Workflow will need to be associated with one or more of these file formats: PPTX, PPTM, POTX, POTM, PPSX, PPSM (i.e., PPTX and its variations).
5.2 Quote Performed by a Project Manager
In case the Automated Quote fails, it will mean that you probably uploaded a nonsupported file extension and/or chose a nonsupported Workflow step.
When it happens, you will see the “Project automation failed” message right next to the Project’s name and status stamp, in red:
Don’t worry about it. Your project will be analyzed by a Project Manager, and you will be informed about your quote soon. Our team will get in touch by email once it is ready.
5.3 Check your Quote
Your quote will be available also on the platform, with detailed information such as the number of words and the cost for each target language.
6. Approve your Quote
You can formally approve it by replying to the email notification that contains your quote or accessing our platform and following these two steps below:
- Click on the Project Menu
- Click on Approve Project
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