Large jobs over 300 total words are sent only to the task list of the Translation Lead for allocation to a Translator or Vendor.
Before you begin
You must be a Translation Lead with the appropriate permissions within the group matrix to be able to view tasks sent from Project Management Offices.
Procedure
- Within your Helix task list, navigate to the job and select the Assign Translation Tasks link.
Note that for each translation task there is an associated Review task. This review task shows as Pending until it has been assigned to a translator or vendor and the associated translation is complete.
- Review the details of the job in the Client Details, Job Summary and Job Extra Details sections.
- At the bottom of the page in the table, view the quoted word counts imported by the PMO.
- If a re-analysis has been completed and the word counts are now different then:
- Within the Next Steps section upload the new Studio word count analysis in a .zip file.
Note: Helix performs validation on the zip file and its contents. An import will fail for a variety of reasons, see the 'Zip file / XML validation' topic for a list of possible errors, and the 'Fuzzy Banding' topic for information on acceptable fuzzy banding.
Any re-analysis for a split job should consist of a single zip containing one XML per batch you want to send to different translators/vendors.
- Check the Client Division Filter to gain access to assign other team members as Translators or Reviewers in the translation task.
- Confirm if Machine Translation was used in the re-analysis. Chose Yes = NMT for Nural Machine Translation, Yes = SMT for Statistical Machine Translation or No.
- If you have the relevant settings activated in your Group Matrix you will see a GLO 24x7 Service section where you may choose which task(s), if any, you would like to be completed by the GLO 24x7 service team. Upon completion of the Assign Translation Task, the selected tasks will be marked with a green globe icon in the Activity Report and Task List.
- Enter any Target Language Instructions to communicate any requirements to the Translator and Reviewer. These will appear in the Statement of Work (SOW) for the Vendor - see Aggregate PO topic for more information.
- For tasks remaining in-house:
- Enter the name of the Translator who is going to complete the translation task with the expected Translation Due Date and time. You can optionally include a Start Date and Time.
- Enter the name of the Reviewer who is going to complete the review task with the expected Review Due Date and time. You can optionally include a Start Date and Time
- Once assigned, the name of the Vendor will appear in brackets after the name of the person who assigned the task in the Task List and Management Tasks. For tasks being sent to Vendors:
- To assign the translation, tick the Send to Vendor checkbox and enter the name of the Vendor who is going to complete the translation task with the expected Translation Due Date and time.
- To assign the review, tick the Send to Vendor checkbox and enter the name of the Vendor who is going to complete the review task with the expected Review Due Date and time. You can optionally include a Start Date and Time
- Tick the Aggregate PO box to allow for this work to be combined into one month-end PO for the Vendor. See the Aggregate PO topic for further information.
- Enter the Job Parent Sector and Job Child Sector to represent the content of the work being completed.
Note: It is also possible to split a job between in-house and external resources. For example, outsource the translation to a Vendor but keep the review in house, or vice versa.
- From the Next Steps dropdown that appears for Vendor selections only, indicate the action you wish to take by selecting one of the following options:
- SOW: If a Vendor has the correct setting for Aggregate PO, this option will be available. Selecting this option against a Vendor initiates a Statement of Work email to the Vendor.
- Assign: Selecting this option against any part of the job assigns the task to the Vendor and initiates a Create Translation/Review PO task in the job for further action.
- Click Next.
Results
For in-house work, the task now appears in the task list of the assigned Translator for action.
For Vendor-assigned work, the job proceeds depending on the options you set for the language:
| Vendor action | Result |
| SOW option selected in Next Steps | Helix assigns the vendor to the task, and issues an SOW email to the vendor and to the person who assigned the job. |
| Aggregate PO checked | The PO details for that Vendor are logged in the Aggregate PO Report. At a later date, run the report to calculate total spend for that Vendor on multiple Aggregate POs during the time-frame. A single Empower Vendor PO should then be created to cover the work. See the Aggregate PO topic for more information. |
| Assign | The task is assigned to the Vendor in Helix and a Create Translation/Review PO task is generated for that task. |
If after submission of the Assign Translation Task, the job still displays as Assign Translation Tasks in your task list, then the Zip/XML upload was unsuccessful for one of the reasons detailed in the 'Zip file / XML validation' topic. Proceed to re-upload a corrected zip.
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Notes
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When a Translation Lead works on an Assign Translation Task, they have to at least:
• For jobs requiring translation and review, assign either a translator or reviewer (for example, Standard, Standard + jobs)
• For jobs requiring only translation, assign a translator (for example, Translation only jobs)
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• For jobs requiring only review, assign a reviewer (for example, Target Only Review jobs)