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Due Dates

Overview

You use due dates to manage SLAs and ensure clients receive their content when they need it. They also power many of the intelligent workflow features we provide. Setting phase due dates manually takes time, especially when managing a large number of documents. To alleviate this burden, we provide provided a way to automate due dates in the Setup phase of the workflow. The Configure the Due Dates tab can be configured before and after they are stamped on a projectat any point to begin automation. 

Components of due date configurations

• Target ConfigsConfigurations - Use the default settings to keep all due dates standard, or configure specific due date settings for a specific target or group of targets. 

• Automation Method - Choose how you want to set your due dates to be set. Your options are Manual, Fixed Hours, and Percentage Based. 

• Due Date Settings - This  This section varies based on which automation method you use but generally it is where choose, but you set up how much time should be allotted to each phaseyour phases get. It can also determine the target and document due dates. 
• Durations - Duration refers to the amount of time that is given you give to the phase or and target. The We calculate the due date is calculated by adding your duration hours to point in time the due date should be setfrom the condition.

• Weekend settings - If you want to give linguists extra time for the weekend, you can configure the start and end of the weekend and the timezone.  

Target Configurations

A Target Configuration should include targets that can share the same weekend settings and due date configurations. You can choose targets selected in the Document Tab of your workflow. When the workflow sets due dates for a target, it will see if the created target has settings under a Target Configuration. If it finds a matching Target Configuration, it will use those settings

. If it doesn't find a matching target configuration, it will use the Default Settings. You must have Default Settings configured to ensure that unmatched targets will have configurations to fall back on. The Automation Method can be different for each Target Configurations. 

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Setting up a Target Configuration

1. First, configure your Default Settings. 
   

   1. To create a new Target Configuration, select the plus button next to the Target Configurations header, or you can copy an existing Target Configuration. The plus will be disabled when you have added all the targets in the document tab. 

   2. Choose which targets should belong to the configuration using the Targets drop-down. 
   3. Fill out the remaining due date settings.

Target Configuration Actions

To open the available actions of a Target Configuration, select the 'more' icon at the end of the row.
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1. Copy Group - Creates a new Target Configuration with the same settings as the original Target Configuration except for the chosen targets. 
2. Rename Group - Create a custom name for the configuration. Save when you finish. 
3. Delete Group - Remove a Target Configuration.

Fixed Hours Automation

You should use the Fixed Hours method when there are set SLAs with the LSP or Linguists. In this method, the end-user does not need to set provide a due date when they upload content. The system will set the due date will be set automatically based on the duration of the phase due dates. 

1. Set up Target Configs Configurations as necessary.  

2. Set up your Weekend Settings.
3. Under the Phase Due Dates section, you will set how choose to adjust the phase duration should be adjusted based on source or weighted word count and a minimum duration.  
   1. First set , choose the condition that will determine when trigger setting the due date will be set.
      1. You can choose between Target Creation or Leverage Completes. 
      2. You cannot select Leverage Completes before the first leverage phase in the workflow. 
      3.  After you select Leverage Completes all phases after that point will be forced into also use that condition. 
      4. When you set your phase's condition is set to Leverage Completes you will be able to can choose to key off of adjust phase duration based on Source Word Count or Weighted Word Count.
      5. If you use Leverage Completes as a condition, phases, targets, and documents will not receive a due date until that condition is metleverage completes. They will display pending in the due date field and will not appear in the Exceptions Dashboard. 

   2. Set the phase to add x hours every y source/weighted words with a minimum duration of z. 

      InfoFor

       For example, if your setting for the phase is to add 1 hour every 200 words with a minimum duration of 6 hours:

      1. Source word count equals 400 words
      , the
      1. – the phase duration will equal 6 hours since 2 hours is less than the minimum duration. 
      2. Source word count equals 1,600 words
      ,
      1. – the phase duration will equal 8 hours since you added 1 hour every 200 words, and the result was
      greater
      1. more significant than the minimum duration. 
      If

1. 1. Set the hours and source words to 0 if you do not want to adjust the phase duration based on
word count then leave the hours and source words equal to 0. This is useful for system phases and phases that are not affected by
2. 1. word count
(such as client approval)
3. 1. .
Durations
4. 1. You can
be
5. 1. set your duration in 15-minute increments (EX: 1.25 hours).
Due dates are set
6. 1. The system sets due dates for all phases, targets, and documents when the
target is created. The due date of the second phase is not set when the second phase starts. The duration of the second phase adds its duration to the due date of the first phase. That way if the first phase is completed late, the assignee of the second phase still needs to attempt to deliver by their due date. This prevents the due date of the target from continually being pushed back.
The target due date is set by adding the total duration of the phases.
If you have multiple target configurations with different time settings, the
7. 1. workflow meets the final condition. 
   2. The target due date equals the final phase's due date. The document due date will be set
to equal
8. 1. based on the target due date
set farthest into
9. 1. furthest in the future. 
   2. Automated due dates will replace
any
10. 1. manually set due dates
that were set manually
11. 1. . However, you can manually adjust
automated
12. 1. due dates after
they are set
13. 1. the system automates them if necessary. 
    2. Save your settings.

Percentage

Based Automation

Use the Percentage Based automation method when you don't have fixed SLAs with your client or linguists or if content managers need the freedom to request different due dates each time they upload content. This method works best if you request a due date is requested upon upload. 

1. Set up Target Configs Configurations as necessary.  

   1. Set up your Weekend Settings.
   2. Target Duration Limits are used as contingencies when a due date is set too low
   and when
   1. or when the user doesn't request a due date
   is not set at all
   1. . 
      Set the minimum target duration.
      1. Minimum – If a user
      sets
      1. requests a due date
      that is fewer hours
      1. lower than the minimum,
      then
      1. the system adjusts the target due date
      will be adjusted accordingly and phase due dates will be given their allotted time. 
      1. .  
         1. The
         target and
         1. document due
         dates will be adjusted if their due dates are below the minimum. The document due
         1. date will equal the target due date set farthest into the future.
      2. The system uses the default duration
      is used
      1. if the content manager
      forgets to
      1. doesn't specify a due date when they upload content. 
      1. Under Phase Due Dates
      set the percentage
      1. , give each phase the percentage of the
      duration that should be given to each phase
      1. total duration you want them to have. 
      2. Save your work.

   Target Configs

   A Target Config should include targets that will share the same weekend settings and due date configurations. You can specify configurations for the target languages you have set under the Document Tab of your workflow. When the workflow is setting due dates for a target it will look to see if the created target has settings under a Target Config. If it finds a matching Target Config, it will use those settings, if not it will use the Default Settings. You must have Default Settings configured to ensure that unmatched targets will have configurations to fall back on. The Automation Method can be different for each Target Configs. 

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   To set up a Target Config:

   First, configure your Default Settings. 
   

   To create a new Target Config, select the plus button next to the Target Configs header or you can copy an existing Target Config. 

   Info
   If the plus button is disabled, that means that you have assigned all targets from the Document Tab to Target Configs.

   Choose which targets should belong to the config using the Targets drop-down. 
   
2. Fill out the remaining due date settings.

Target Config Actions:

To open the available actions of a Target Config select the 'more' icon at the end of the row.
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1. Copy Group - Creates a new Target Config with the same settings as the original Target Config with the exception of the chosen targets. 
2. Rename Group - Create a custom name for the config. When you are done, select the save icon. 
3. Delete Group - Remove a Target Config. 

Weekend Settings

For both

Weekend Settings

You can set up weekends for fixed hour and percentage-based Automation Methods, we allow you to set up weekends for your linguists so that automated due dates consider the work/life balance of your linguists.



1. Set Select the checkbox next to the Weekend Settings header to TRUE.
    
   
   1. Set up the weekend start day and time. 
   2. Set up the weekend end day and time. 

   3. Choose which Time Zone you want to base the time and day

   to be based

   1. on.

     TipIf you are using linguists who are

   1.  If you use linguists living in their native country, you can choose a time zone that corresponds to their work schedule rather than the end-user uploading content. 

Fixed Hours Automation

Method

Weekend Examples

Weekend awareness will increase the amount of time that a linguist has to complete a task. If they

are allotted

have 36 hours to complete a phase, but their due date initially falls after the weekend start time,

then additional weekend hours will be added

the system will add hours to their due date. 

Info
title Example
If your weekend start is on Friday at 5:00 PM, and the weekend end is Monday at 9:00 AM

that is an additional 64 hours given to the user

, the user receives 64 additional hours.  If their due date initially falls on Friday at 7:00 PM, then

their

the due date

will be

is Monday at 11:00 AM after

taking into account

the system adds the weekend

settings

hours.

The target due date will also be set back an additional 64 hours.

Percentage Based

Automation Method

Weekend Examples

Weekend awareness will decrease the amount of time a linguist has to complete a task.

If they are allotted 25% of the total duration, and you are allowing linguists to take the weekends off, then the

The total number of working hours

will decrease

decreases if the client sets a due date two weeks from

the time

when they uploaded the content since the system will subtract two weekends from the duration. 

Info
title Example
If your weekend

start is

begins on Friday at 5:00 PM and the weekend

end is

finishes Monday at 9:00 AM, that is 64 hours removed from the number of working hours in a week.  If the user uploads a document and sets the due date

exactly

precisely 14 days from the time they uploaded,

phase due dates would be given

the system will give each phase their allocated percentage of the 14 days minus the 128 hours (~5.33 days), which

would leave

leaves roughly 8.6 days. If

, after

the

weekend hours are taken into account, the

duration is less than the minimum

hours the due dates will be extended accordingly.