Automating Linguist Assignments

Assignments in the TMS

Individual Assignees

When you assign work to a specific linguist, they are the only ones who can see that phase on their task list. They are also the only ones with the linguist role who can make any edits to that task. Project Managers and Community Administrators can still access the phase from the Targets page and make any edits they think are necessary.

Group Assignments

It is not recommended that you assign work to a group of people without enabling the Allow task check-out parameter. If multiple users are assigned to the same phase:

• All the assignees will see the phase in their task list and they will be able to save translations for the same segment.  

• The latest submitted translation will overwrite older translations.

• Each translator can submit an unlimited number of translations per segment until the segment has a translation saved in a future phase.

Assign a translation assignment

To assign a translation assignment, follow these steps:

1. Select a workflow from the Workflow Templates page, and then click the Edit Workflow option.

2. When the Configuration tab opens, click the phase you want to assign to a user in the Workflow Preview section.

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3. In the Assignments table of the Settings section, enter the following details:

   • Source - Select the source locale or language.

   • Target - Select the target locale or language.

   • Vendor - Select the applicable vendor or language service provider.

   • Billable - Select whether the assignment is billable or not.
     If you select Default, the assignment follows your default configuration found in the Default row.

   • Billable Time Tracking - Select any of the following:

     • Default - Select this option to use your default configuration.

     • Use workbench time tracking - Select this option to use the workbench time for billing.

     • Manual entry on completion - Select this option to manually enter the billable time upon completion of the phase.

   • Assignee Groups - Click the groups link to open the Manage Assignment Groups window for an assignment.

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4. In the Manage Assignment Groups window, select a group to whom you want to assign the phase.

5. Click the plus icon to add communities, groups, or specific users to a group, and then click Update to save the changes you made.

Task Check-out

To enable task check-out, follow these steps:

1. Select a workflow from the Workflow Templates page, and then click the Edit Workflow option.

2. When the Configuration tab opens, click the phase you want to assign to a user in the Workflow Preview section.

3. In the Settings section, select the Yes option for the Allow task check out parameter to prevent linguists from being able to overwrite each other's translations.

4. Follow step #3 from the Assign a translation assignment section of this page.

5. Open the Manage Assignments Groups window.

6. Enter the following details to create an assignee group:

   • Search for teams and linguists here to add them to the group.

   • Select the Send email notification check box to send an email notification to the group.
     If desired, you can create a custom message by selecting Edit Message,
     Use the plus button to add more assignment groups. You can have 1 to 10 groups per target. Use the minus icon to remove any unnecessary groups. 

   • For the Second Group, you choose the number of hours the first group has to check out the task before the second group also has the opportunity to check out the task (the first group is added to the assignee pool when the target was created). You can decide if the timer begins when the target was created or when the phase starts.  

   • For the Third group and any succeeding groups, you choose the number of hours before they will be added after the previous group was added to the assignee pool. 

   • In Assignment Group Settings, select any of the following parameters:

     • Replace groups in the assignee pool - Select this if you want a group to be removed from the assignee pool when the next group is added to the assignee pool. The default is to have this unselected, which means that as time goes by, more linguists will have the opportunity to check out the task.  

     • Take weekends into account - Selecting this means if the group's time to check out a task falls on a weekend (based on UTC time) they will be given an additional 48 hours more to select the task. 

   • In Check-in Settings, choose if you want the system to automatically check-in tasks that linguists have not begun work on after: 

     • A fixed amount of hours. 

     • X hours before the due date. 
       Note: If the project manager includes themselves in the Assignee Pool, it will be easier for them to manage the tasks. They will see the tasks in their own Task List and they will be able to see which tasks have been checked out and by whom. 

7. Select Update to save your settings. 

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