Introducing the tools and responsibilities as Manager on Wezen

The Manager role

A new way of managing your localization projects

Learning Objectives

After completing this activity, you will be able to:

• Understand the "Production Manger" role on Wezen.
• Log into the Wezen instance of your project.

Duration: 5 minutes

After having completed Wezen 101 course, you now know the purpose of Wezen and how it works. You know that customers, linguistic producers and production managers work altogether on the platform in order to localize content.

Your role usually starts when the client sends some content which needs to be translated (product description pages, files). The imported source content is automatically converted into translation tasks, and enters the project-specific modular workflow of translation tasks (ex: translation, review, validation by customer).

This is where you, as a Production Manager, come into play. You are the one responsible for making sure the content is localized and delivered on time. To do so, you will manage your team of translators/reviewers, make sure translation tasks are assigned to them, and act as a primary contact to users who need support regarding Wezen.

Through this course, you will acquire the following skills to do your daily tasks smoothly.

• Manage the translation tasks of your projects.

• Understand the working environment of your translators.

• Use reporting tools.

• Manage your team of translators.

Manage the translation tasks of your projects: Tasks

Learning Objectives

After completing this activity, you will be able to:

• Filter translation batches relevant to your scope.
• Sort translation batches by attributes.
• Assign/Reassign translation batches.
• Perform operations on multiple translation batches at once.

Duration: 15 minutes

All the translation batches which are or have been transiting through Wezen can be found in Tasks. Most of your workload regarding the management of translation batches will occur here.

Filter translation tasks

To work on ongoing translation batches, head to the Tasks section. By default, all the translation tasks are shown in all target languages. When you first log in, you should filter only the batches that match your target language by clicking in the search bar and searching by "target language" then selecting your target language in drop-down list.

Then, click on the status filter to activate or deactivate filters. Usually, if you want to focus on the translation batches, you can set filters on these batches; depending on the scope:

• For your translators/reviewers, you will want to filter only the "Translation" and "Review" ones.
• For your client, you will want to filter only the "Validation"

You can also order tasks by "Suggested Delivery". A good practice to order them with the earliest "Suggested Delivery" date shown first so that you know which ones must be delivered first.

Filters you have set are automatically saved for the next time you go to Tasks, unless you clear them with the button.

After you first login and setting up the filters, you should be able to work on the translation batches relevant to your scope. Below we show you how to setup your Current Tasks section to focus on the translation batches for your translators/reviewers.

Tasks Assignation

Depending on projects, you will either manually assign translation batches to users or let them assign tasks to themselves. You can filter the unassigned tasks by searching it to the Search filter under assignee attribute and select "Unassigned". Don't forget to deselect the "Unassigned" filter when you want to see all the batches. 

Then assign translation batches to users by clicking on the "Unassigned" button. A pop-up window will appear and you then have to select the user who will handle the chosen task in the drop-down list. Note that depending on the status in the workflow of the selected translation batch, only users with the right roles can be selected (e.g. translators cannot be assigned batches in "Validation" step.).

Search by Task Name

To filter tasks by their name, head to Search filter, select the name attribute then tasks names will appear in the drop down. Select the desired tasks name. You can search for several tasks at once by selecting another tasks name which is separated with comma. It will look for the characters you input among the names of all the translation tasks. If you can't find a task in Current Tasks, you can check in the Archives section the same way as you did in Current Tasks with Search filter.

Perform operations on multiple translation batches at once

Once a translation batches are selected in Tasks, is the following button will appear at the top right corner. 

From Left to Right:

• Assign task 
• Restore tasks 
• Change priorities 
• Change deadline 
• Unlock tasks 
• Rename tasks 
• Merge tasks 
• Delete tasks 
• Change status

Beware that some operations can only be successfully done if some conditions are met:

•  Merge selected batches: all the batches must be in the same status and unassigned.
•  Assign selected batches: all the batches must be in the same status
• Restore tasks only applies to restoring deleted tasks
  

 Below, we show you how to assign multiple batches in "Translation" step to a translator.

Understanding the user environment 

Get to know the translators' working environment: Translation Studio

Learning Objectives

After completing this activity, you will be able to:

• Use the Translation Studio as if you were a linguistic producer.
• Check the activity history of a translation batch.
• Manage the Translation Memory and Term Base

Duration: 35 minutes

You now know how to assign translations tasks to users. Wezen includes a translation workbench for them to work on their translation tasks, which we call the Translation Studio. In this chapter, we will show you the key functionalities of it so that you can provide support to your translators or clients in case they have trouble using the Translator Studio. We will also show you how you can edit entries in the Translation Memory or Term Base.

Translation Studio

To open the Translation Studio, you need to double click on the task you want to view("Open"). Only the user that was assigned to the task can make edits to the target segments. The Translation Studio is an environment that includes Computer Assisted Translation (CAT) tools to speed up the translation process. The Translation studio's interface is the same for translators and customers. The main sections you need to know are the following:

Source segments

It is the source content included in the translation batch which needs to be translated. The source content is split into translation units which have a name (such as description, details, etc.) and a number of words.

Target segments

It is where translators will input their translations for each segment. 

We have seen that translation batches go through a predefined workflow. It is also the case for segments. 

Basically, a segment has 3 main statuses: Waiting (not saved), In Progress (saved), Done (validated).

Here are the segment workflow operations:

• Save a segment: Ctrl/Cmd + S or . This will change the status color of the segment to .
• Validate a segment: Ctrl/Cmd + Enter or . This will change the status color of the segment to .
• If you edit a validated segment again this will change the status color of the segment to   and must be validated again once editing is complete.

Once all segments are validated () and you don't want to make any other modifications to the translation task, you can deliver it by clicking on the button showing the current status of the task. A drop down menu will appear with options to push to Review / Delivered status.

Project configuration

Resubmission and Dependency: Current Tasks

Learning Objectives

After completing this activity, you will be able to:

• Understand how Wezen manage the resubmission.
• Understand what are the correlated tasks and the anticipated translation.
• How to break a correlation. 

Duration: 10 minutes

Re-submission

A re-submission is a translation task that has the same key as a previous translation task and the same source-target language pair. You can see the "key" value as an attribute that allows Wezen to flag the different versions of a same piece of content (eg. a product information page, a website's home page, an article). Re-submissions usually occur when a piece of source content has been modified after being sent for translation once already. 

• If the old translation task hasn't been set to "Delivered" before the re-submission happened, its translation should be aborted as it's the latest version that should be translated instead. However, the old translation task can still be translated but will not be considered as the most recent version.
• If the correlations mechanism is enabled and its context scope set to "Re-submission", the new translation task will be filled with translations from the old translation task for source segments which are identical in both tasks.

In the example below, the two translation tasks "test task 5 - test" have the same External Id 'test task 5'. You can see from the icon on the right task 3094 is the most recent duplicate of the same task.

•    The Most Recent Duplicate : The most recent translation task referring to the indicated key with respect to the date of creation.
•    The Middle Version : A translation task that was created between the most recent duplicate and the first version.

• The First Version : The first created translation task which is referring to that key.

Translate Correlations Mechanism - Translations Anticipation

Correlations Mechanism comprises automated processes which are running in background during translation tasks "Analysis" phase to help decrease translation times as translations of segments which exactly match previous segments in the project can be anticipated and filled automatically.

This is different than using Translation Memory to fill automatically such segments (which would usually be segments with a TM match of 100%). With correlations mechanism, segments are analyzed and linked to a parent segment. They will then reuse translations from their parent segment and be set to "Out Of Scope" status if such parent segment exists. "Out Of Scope" means that the segment will not be taken into account in the words volume processed by a user, hence not considered in "Purchase Order" data for that user. This mechanism is similar to the concept of repetitions in translation industry.

Correlations Mechanism Breakdown

1. Upon creation, segments of a translation task are analyzed (during the Analysis step of the workflow) and compared to existing segments of the project's existing translation tasks first, then to the Translation Memory segments in a second phase.
   
   
2. Once "Analysis" is done, all the segments which are linked to a parent segment in the project are set to "Out Of Scope". The results of the "Analysis" phase can be fetched for selected translation tasks in Current Tasks.
3. The results display the following information: 
   • Tasks Number:  Number of selected tasks.
   • Word Count: Total word count within the selected tasks.
   • Repetition: Number of words which are already translated thanks to the correlations mechanism.
   • Anticipated: Number of words which are not translated yet but which are waiting for parent segments to be translated.
   • Until 99: Number of words coming from segments with a TM match between 95% and 99%.
   • Until 94: Number of words coming from segments with a TM match between 85% and 94%.
   • Until 84: Number of words coming from segments with a TM match between 75% and 84%.
   • Until 74: Number of words coming from segments with a TM match between 50% and 74%.
   • Until 49: Number of words coming from segments with a TM match below 50% (New). 
      
4. Depending on the context scope set in the Settings of a project, these translations tasks can be blocked to prevent them from moving forward in the workflow as they need to wait for the parent segments to be translated first (see the translation task in red font in the screenshot above).
   
   
5. When a user that is assigned to a translation task starts processing it, the segments which have a parent segment will be already filled with translations and set to "Out Of Scope". Such segments can however still be modified and the dependency between the segment and its parents segment will be broken. 

The Benefits of Correlations Mechanism are: 

• Deadline anticipation
• Balanced volume assignation per user
• Less segments to translate
• Estimate potentially reachable TM matches and anticipations

All of these lead to savings in time and money.

Correlations Mechanism Context Scopes

The Correlations Mechanism scope can be change in the setting depending on how this functionality should be use:

• None: Correlations mechanism is disabled.
• Project: Translation tasks in "Analysis" phase will be compared to all the translation tasks in the project.
• Labels (not implemented yet): Translation tasks in "Analysis" phase will be compared to translation tasks sharing the same labels. 
• Re-submission: Translation tasks in "Analysis" phase will be compared to the translation tasks sharing the same Key/External Id. 
• Task: Only segments within the same translation task can be re-used to anticipate segments.

The context scope should be chosen wisely to find the right balance between translation quality and time savings:

• If we anticipate the translation of a segment using another translation task that doesn’t share the same context, the translation might then be wrong.
• On the contrary, not using a segment that share the same context and which would most likely a relevant translation would lead to a profit loss.

Depending on the use of labels, having different content contexts in the same project, the use of resubmissions... different projects may need different context scopes. Finding a generic rule that would suit every project seems quite complex, thus a multi-level context scope configuration seems to be the best solution.

Constraints & Consequences of the Correlations Mechanism

The Correlations Mechanism have several constraints and consequences:

• A user cannot work on translation tasks whose parent tasks are not at least one step ahead in the workflow (e.g a translation task which is in "Review" and whose parent task is also in "Review" cannot go to "Validation" before its parent task).
• Child segments will retrieve translations of their parent segments if the later ones are modified.
• The list of translation tasks which a task depend on can be viewed in Current Tasks by hovering the lock icon:

Track and follow up your projects

Monitor your localization projects: Reporting, Platform Statistics, Query Factory & Purchase Order

Learning Objectives

After completing this activity, you will be able to:

• Get insights about the performances of the localization process.
• Get an overview about the progress of your projects.
• Get specific raw data from the database.

Duration: 15 minutes

As a production manager, you have access to several tools to monitor your localization projects. You can find them in three different sections: Reporting, Platform Statistics and Query Factory.

Reporting: Get insights about the translation tasks

The Reporting section comprises several tabs to assess the KPI about the production: Average Translation & Review Time, Translators Performance, Translation Memory Usage, Translator Review, Translation Memory Usage History. This section is only visible to production managers, not to customers nor freelancers.

Platform Statistics

If you are looking for insights about the overall platform rather than about the production, you can head to the Platform Statistics section. There are three tabs: Project Workload Status, Content Reception, and Burndown Chart. This section is visible to production managers and to customers.

Let's explain them one by one. You can check the short description of each tab by hovering over the  icon in case you need a quick reminder.

Project Workload Status

This tab allows you to draw a doughnut chart to visualize the distribution of all the translation batches in Current Tasks by their status in the workflow and by their assignment status.

The units of volume can be of two types: "Word Count" or "Translation Batch Count". You can also filter by "Target languages".

You can hover over sections of the chart to have more details about each status.

Content Reception

This tab allows you to draw a chart to visualize the evolution of content volume sent to Wezen during a time interval. For each date step, the chart specifies the proportion of urgent and non urgent translation batches.

The units of volume can be of two types: "Word Count" or "Translation Batch Count". You can also filter by "Source languages" and "Target languages".

You can hover over sections of the chart to have more details about each status.

Burndown Chart

This tab allows you to draw a chart to visualize the evolution of the volumes of content in Current Tasks in each status of the workflow during a time interval. 

The units of volume can be of two types: "Word Count" or "Translation Batch Count". You can filter by status in the workflow and by "Target languages".

You can hover over sections of the chart to have more details about each status.

Query Factory

In case you need to extract raw data directly from the database and retrieve an excel file with the data to perform further computations, you can use the Query Factory section. This section is only visible to production managers and project managers. Here is a video to show how it works:

Below are some of the most used queries:

• Translation Batch / Created from time frame: retrieve the accumulated "Word Count" and the "Batch Count" for each hour of the day during the selected time interval.
• Translation Batch / Current Task Statistics: retrieve the raw information about the distribution of all the translation tasks in Current Tasks by their status in the workflow and by their assignment status. 
• Translation Batch / Contribution from id: retrieve the percentages of contribution for a specific batch by its ID (not by "Task Name").
• Translation Batch / Contribution from time frame: retrieve the contributions to the delivered translation batches from each actor of the translation workflow (e.g. Translators, Reviewers, Customers).
• Task / From Username & Time frame: retrieve the list of all the translation tasks whose status were changed by the selected user during the time interval.
• Suggested Delivery Date: simulate the impact of modifying the Suggested Delivery Dates in the the Settings section by calculating the Suggested Delivery Dates for translation tasks sent to Wezen, hour by hour during one single day.
• Purchase Order / Volume by Username & Time frame: retrieve the volume processed by a specific user during a given time frame. Used to manually generate purchase orders.

You can also search your results:

You can also download your results into an excel by clicking on

Purchase Order

You can use the Query Factory to create purchase orders for your Linguistic Producers.

Here you can select lots of different parameters, Username, Date, Status transition, Languages. You can also set the price you want to pay for each type of word, different for fuzzy matches or new words, and Wezen will calculate it for you. Then simply download.

Workspace and project management

Manage your team of translators: Team & Workspaces

Learning Objectives

After completing this activity, you will be able to:

• Check the activity of your translators.
• Manage access rights of your translators.

Duration: 15 minutes

Team

If you need to track the activity of a translator, you can click on the Team icon . There, you will find the list of all the users on the platform with their online (green)/offline status as well as the number of tasks they are currently assigned to. This enables you to know which translators are available and contact them (by phone or email) in case you need to process urgent tasks. Here you can see that nburgess is online and has 5 tasks assigned to them already. You can also search by languages and roles to find exactly who you need for urgent tasks. 

Simply click on the person you want and you can see the tasks they are already assigned to and what tasks you can assign to them based on their role and languages.

If you want to find out more about each linguistic translator simply click on their username. Then you will be taken to their profile and statistics.

Here you can see how frequently they have been on the platform, how much work they have done on each project they are on; what their languages are and what resources they have access to. This can help you assess efficiency and work load and if you need to add them to any new projects or workspaces. 

Workspaces

A workspace consists in a list of resources (translation projects, books, translation memories, term bases, repositories and dashboards), a list of members, and permissions groups. Only members of the workspace can access the resources contained in the workspace and resources can only be in a single workspace.

Therefore, resources of a workspace can only be shared with other resources within the same workspace. For example, a translation memory belonging to a Workspace A cannot be associated with a translation project in a Workspace B.

Resources, members and groups of a workspace are managed by Workspace Managers. They can add new members, create resources, manage permissions...

How to access workspaces

You can navigate between different workspaces you are a member of either on the "Home" page of the application, or via the navigation bar on the left of the screen. Each workspace is represented by a colored badge containing the first letter of the name.

How to manage a workspace