User s Guide for Clients

Transcription

1 Streamline Collaborate Take Control User s Guide for Clients Powered by

2 Johnson & Johnson Global Translation Center

3 Contents Terminology... 1 Conventions... 1 Mandatory vs. Optional Fields... 1 Button Colors... 1 Alert Colors... 2 Intended Audience... 2 System Overview... 3 Workflow... 4 Accessing the System... 5 Browser Requirements... 5 Requesting an Account... 6 Signing In... 8 Forgotten Password... 9 Client Modules Quotes Module Quotes Module Overview Creating a New Quote Request Creating a New Quote Request From a Template Creating a Template Inviting Suppliers to Respond to Your Quote Request Opening and Viewing an Existing Quote Request Editing a Quote Request Reviewing and Awarding Quotes Quote Request History Projects Module Projects Module Overview Creating a Project Opening and Viewing an Existing Project Editing a Project... 22

4 Adding or Changing a PO in an Existing Project Creating and Sending File Packages Retrieving File Packages and Viewing File Package History File Package States Closing a Project Re-Opening a Project Creating a Project Team Editing a Member s Information on a Project Team Deleting a Member from a Project Team Notifications Add a Notification Project History Files Module Files Module Overview Downloading Files Uploading Files TM Module KPIs Module Quality Module Definitions - Service Types... 31

5 P a g e 1 Terminology For the purposes of this book, the Client is the individual or Johnson & Johnson department that is requesting translation services. The Supplier is the individual or company providing translation services. Conventions This section describes the conventions used throughout the software. Mandatory vs. Optional Fields Throughout the software, mandatory fields are marked with a pink or red bar at the left of the field. All other fields may be considered optional. Mandatory Field Optional Field Button Colors Red buttons are used to delete. These buttons are dangerous because they remove data from the system that may need to be re-entered if clicked by mistake. Use them conscientiously. Green buttons are used to add data to the system. These are typically less dangerous than red buttons, but still sometimes have potential to have a significant impact on the system or other users. White and blue buttons are used to trigger actions that neither add nor delete data. They are typically used for navigation and viewing data without changing it. They may initiate tasks that ultimately lead to data being added, modified, or deleted, but there s always at least one more button click needed to actually apply the data change.

6 P a g e 2 Alert Colors Red alerts represent a condition where an essential action failed to complete successfully, or mandatory information is missing. Green alerts represent success and are used to inform you that an action completed without errors. Yellow alerts advise you about conditions that are not failures, but that might affect the choices you make later. They often inform you that recommended (but non-essential) information is missing or incomplete. Blue alerts are informational only. Intended Audience This manual is for users of the Johnson & Johnson Global Translation Center who: Are typically Johnson & Johnson employees Have a business need for language translation services Need to request quotes from translation service suppliers Manage existing service requests, quote requests, and translation projects

7 P a g e 3 System Overview The Johnson & Johnson Global Translation Center is your one-stop hub for Johnson & Johnson translation projects. It s a central resource that allows Johnson and Johnson employees to request translation services, get quotes for translation services, and manage translation projects, using approved suppliers. It also acts as a shared repository for Johnson & Johnson translation memories. The system is divided into a series of modules. Please see the corresponding chapter describing each module for more information and detailed instructions.

8 P a g e 4 Workflow

9 P a g e 5 Accessing the System Browser Requirements The system has been tested with the following browsers: Chrome v67 Safari v11.1 Firefox v54 Internet Explorer v11 Note: The system is not compatible with Internet Explorer 8 and lower. Generally, the portal will work with browsers with versions higher than those tested. Please contact your IT department if you need to have a compatible web browser installed on your machine. To access the system, open the following URL in a compatible web browser: globaltranslationcenters.com Before you can use the system, you must sign into your account. If you don t yet have an account, you can request to have one created for you. Please see the section Requesting an Account for more information. If you already have an account, continue to the section Signing In.

10 P a g e 6 Requesting an Account You will use your Johnson & Johnson network credentials to sign in; however you will need to request an account first to gain access to the system. To request an account: 1) Open the URL in a web browser. (See the section Accessing the System.) 2) On the initial sign-in page, click the Request Account button. 3) The Request an Account page will appear. 4) Fill in the required fields with your information. All fields with a pink left edge are required fields, and must be filled in to continue. Make sure your address is correct. This is the address that will be used to communicate with you, including confirmation that your account has been created. 5) Select the Client radio button. More fields will appear below. 6) Click the Select Division field and select Johnson & Johnson. 7) Click the Select Region field and select your geographic region. 8) Click the Select Sector field and select your business sector. 9) Select the I m not a robot checkbox to confirm you are not a robot. 10) Click the Request button at the bottom of the page. 11) A confirmation message will appear stating that the request was successfully sent.

11 P a g e 7 12) Within 24 hours, an administrator will review your account request. When your request is accepted, you will receive a confirmation at the address you provided. 13) Click the link in that to be taken to the Sign In page. See the section Signing In. A Note About Passwords: The password requirements shown are minimum requirements. It s a good idea to go above and beyond to create a strong password when using any internet site. Passwords that used to be acceptable 10 years ago are no longer adequate. First and foremost, don t choose anything obvious. Automated password cracking software will attempt to use the 500,000 (or more) most common passwords before it does anything else, and it will try doing things like replacing letters with symbols that look the same. Passwords like Pa$$w0rd, I 0vecats, and f00tba!! will be found in less than a minute. Possibly even less than a second! Basing your password on a nonsensical word or phrase that only you know is the only way to go. Longer is better. There is inexpensive (< $2000) off-the-shelf equipment available that can make hundreds of billions of attempts per second at guessing your password. An 8-character password of any complexity can be cracked in about 2 hours. Every oddball character you add will make it take 96 times longer. That means a 12-character password would take an average of 9696 years to crack using today s technology. Don t use the same password everywhere. At least not anywhere that has private information. If a web site gets compromised and a malicious person gets your password on that site, you don t want them to be able to use it to access your , bank account, and retirement fund as well. Interesting Links:

12 P a g e 8 Signing In 1) Open the URL in a web browser. (See the section Accessing the System.) 2) On the initial page, click the Sign In button. 3) The Sign In page will appear. 4) Click on Single Sign On Johnson & Johnson. 5) You will be redirected to a screen to sign in using your Johnson & Johnson network credentials. 6) Enter your Johnson & Johnson WWID, address, or network username. 7) Enter your Johnson & Johnson network password.

13 P a g e 9 8) You will be taken to the Client Modules page in the portal. Note: You only have 24 hours after receiving the invitation to log in for the first time. If that time has elapsed, you will need to request a new account activation link. See Requesting an Account. Note: You will be automatically logged out of the system after 15 minutes of inactivity. Forgotten Password If you ve forgotten your password, or if you re trying to sign in and you keep getting an error message that says We were unable to sign you in, please contact Johnson & Johnson IT to reset your Johnson & Johnson network password. You will not be able to reset your password within the portal using the Forgot Password link on the portal Sign In page.

14 P a g e 10 Client Modules The Client Modules page is the main entry page for the system, and is what you will see immediately after logging in. You can jump back to this page from anywhere in the site by clicking the icon in the upper-right corner of the window. The Client Modules page shows you the modules that are available to you. Just click the icon corresponding to the module you want to use to navigate to that module s main page. The functionality of each module will be covered in the sections that follow.

15 P a g e 11 Quotes Module Quotes Module Overview The Quotes Module allows you to request service quotes from the approved suppliers in the system and view or manage existing quote requests. The initial display of the module will show you all of the Quote Requests you ve created, if any. Each one shows useful information, including the number of invitations sent, the number of responses, and the status. Clicking one of the quote requests in this list will show you detailed information about it. Note: New users that have not yet created a quote request will simply see a message stating that there are no translation quotes available. Creating a New Quote Request 1. From the Quotes Module main page, click the Request Quote button in the upper-right corner. (The Request Quote button is also available in the Quick Links section of the Home page.) 2. The Request Quote page will appear, with a series of form fields for you to fill in. All fields with a pink-colored left edge are required fields and must be filled in.

16 P a g e Under The Basics, fill in the following fields: Requestor: Filled automatically with your name and cannot be modified. Request date: Filled automatically with today s date and cannot be modified. Client: The company you are representing (Defaults to Johnson & Johnson). Sector: The J&J business sector the quote request applies to. Region: The geographic region the quote request applies to. Division: The Johnson & Johnson division or operating company you are representing. Currency: The currency you need the supplier to use when creating the quote. The address the supplier should use to contact you. This defaults to the address provided when you registered for the system. Phone: The phone number the supplier should use to contact you. Quote deadline: The deadline for suppliers to provide their quotes. Is Quote Deadline Flexible?: Select this checkbox to notify the suppliers that the quote deadline is flexible. Project deadline: The deadline for project completion if awarded. Is Project Deadline Flexible?: Select this checkbox to notify the suppliers that the project deadline is flexible. emarketplace ID: Enter the emarketplace ID in this field.

17 P a g e Under Languages, Formats, & Services fill in the following fields: Note: To add values to the fields in this section: 1. Click the Add button below the field. 2. A Select dialog will appear. Select the items from the list you wish to add. Hold the ctrl key down on your keyboard if you wish to select multiple items at once. If you only need to select one item, you can just double-click it. 3. Click the Add button. The dialog box will disappear and the form field will be populated with the values you selected. Source Languages: The source languages that will be translated. Target Languages: The target languages that the sources will be translated into. Source File Formats: The file format/formats of the source files being provided for translation. Target File Formats: The file format/formats of the translated files that the supplier must provide as project deliverables. Services: The services that the client is requesting. o This list represents all of the services these Johnson & Johnson approved translation suppliers are allowed to perform under the MSA. If you need to use one of these suppliers for a service that s not on this list, make sure you follow the proper channels to ensure they are approved by Johnson & Johnson for that service. o For a description of each service, click the service name and the description will come up below. For a complete list, refer to the section Definitions - Service Types. 5. Under Description & Notes fill in the following fields: Project Description: Use this field to provide a summary or detailed description of the project being requested. (optional) Additional Notes: Use this field to provide additional comments or miscellaneous information. (optional) Is this an Update Project?: Select this checkbox to notify the suppliers that the project is being updated and is not being translated from scratch. Do Graphics or Illustrations Need to be Translated?: Select this checkbox to notify the suppliers that the project contains graphics or illustrations that need to be translated. Is a Translation Certificate Required?: Select this checkbox to notify the suppliers that the project requires a translation certificate. Do Speaker s Notes Need to be Translated?: Select this checkbox to notify the suppliers that the project contains speaker s notes that need to be translated.

18 P a g e Under Files, click the Add Files button to attach any files that might help the quote providers to accurately assess your needs. You may upload a.zip archive containing multiple files if you need to upload more than one file at a time. 7. Confirm you have read and adhered to the Johnson & Johnson Information Asset Protection Policies (IAPP) regarding redaction of Personal Identifiable Information (PII). Clicking the link in the confirmation dialog will take you to the latest policies on the Johnson & Johnson network. 8. Click the Submit Quote Request button to submit the information you entered and create the quote request. 9. Skip Directly to Project: Select this checkbox only if you don t intend to request quotes for this job. When the Skip Directly to Project checkbox is selected, the Submit Quote Request button becomes the Create Project button. The system will completely skip creating a quote request and will use the information entered in the form to create a new project instead. When you click Submit Quote Request, you will first be prompted to select a supplier, and then taken directly to a new Project in the Projects Module. See the Projects Module section for more information about creating projects. 10. Save As Template: Select this checkbox if you would like to save this quote request as a template for future use. For information about templates, see the section Creating a Template. Creating a New Quote Request From a Template The Templates feature allows you to quickly and easily create quote requests if you often create ones that are very similar. For information about how to create a template, see the section Creating a Template. 1. From the Quotes Module main page, click the Templates button in the upper-right corner. 2. The My Templates dialog will appear, with a list of saved templates. 3. Click the icon to the right of the template you want to use. You can also click the name of the template to see more information about it. 4. The fields on the Request Quote screen will be populated based upon the saved fields in the template. Ensure that all of the values are correct or update them as needed. 5. Click Submit Quote Request to create the new quote request in the system.

19 P a g e 15 Note: If you do not want to use the template you selected, you can click the Clear Template button on the Request Quote page and enter information manually, or choose another template. Creating a Template 1. From the Quotes or Projects Module main page, click the Templates button in the upper-right corner. 2. Click the Create Template button. 3. Click OK on the Save as Template dialog that appears. 4. You ll be presented with the Create Template screen. When you use this template in the future to create a quote request, it will be automatically populated with the values you enter here. For more information about these fields and their meanings, see the section Creating a New Quote Request. 5. At the bottom of the page, there is a text box titled Template Name. Enter a descriptive name into that box that you will use to refer to the template in the future. 6. Click Create Template. Your template will be created, and you will be brought back to the Request Quote window. Note: You can edit a Template name by clicking the Edit icon in the My Templates dialog. You cannot edit any other information in the template except for the template name. To delete the template from My Templates, click the Delete icon in the My Templates dialog. Inviting Suppliers to Respond to Your Quote Request Once your quote request is created the Send Invitations page appears. This gives you an opportunity to send invitations to the suppliers you would like to receive quotes from. To send invitations: 1. From the Send Invitations page, select the suppliers you would like to invite by selecting the checkbox next to each provider s name, or click the checkbox at the top of the column to select them all. 2. Enter a brief message to send along with your invitation if you desire. 3. Click the Send Invitations button. 4. A confirmation message will appear on the screen once the invitations have been sent successfully.

20 P a g e 16 Opening and Viewing an Existing Quote Request 1. Open the Quotes module. 2. Select your search filter criteria from the menus. If you select no search criteria, all of the quote requests in the system that are available to you will be displayed. The more items you select, the stricter the filtering will be. Press the Clear button to clear all search criteria, if needed. 3. Click the Search button. 4. Scroll down to find your Quote Request in the list. If you can t find the quote request you re looking for, try using different or fewer search criteria. 5. Click an item in the list to open the View Quote Request page for that item. Editing a Quote Request Note: You cannot edit quote requests that have already been awarded and/or used to create a project. 1. Open the quote request. (See the section Opening and Viewing an Existing Quote Request.) 2. From the View Quote Request page, click the Edit Quote Request button. 3. If the quote request is editable, the Edit Quote Request page will appear. The fields on this page are similar to the ones used to create a quote request. See the section Creating a New Quote Request for more information. 4. Edit the fields as needed. 5. Click the Save Quote Request button to save your changes. The Send Invitations page will appear. 6. Use this page to send an notification to the suppliers to let them know that changes have been made to the quote request. 7. A message will appear indicating that the quote request has been updated and the suppliers have been notified. Reviewing and Awarding Quotes Once the suppliers have responded to a quote request, you can review their responses, and award a project to one of them based upon their quote. 1. Click the quote request from the list that you wish to view. (See the section Opening and Viewing an Existing Quote Request.) Quote requests that have been awarded will say Closed in the Status column. Closed quote requests will also show the name of the awarded supplier in the Supplier column.

21 P a g e 17 A quote request must have at least one response before it can be awarded. The Responses column shows the number of responses to each quote request. 2. The View Quote Request page will open. Click the Responses tab. 3. The Responses tab displays a list of the responses that the suppliers have sent in reply to this quote request. 4. Each response has files bundled with it that contain that supplier s quote. To download the files, click the Download icon to the right of each response. Your browser will prompt you to download a file. Download the file to your computer and unzip it using WinZIP or a similar file compression utility. This zip package contains a completed quote template spreadsheet, along with any supporting files they may have included with the response. 5. Open the downloaded files on your computer and decide which suppliers you would like to award the job to, if any. 6. Go back to the Responses tab. 7. Once you ve decided which quote to accept, select the corresponding radio button in the Select? column. 8. Double check that only the correct supplier is selected, and then click the Select Supplier button. 9. A Select Supplier confirmation dialog will appear. 10. You must enter the purchase order (or PO ) number you wish the supplier to use.

22 P a g e Click the Confirm button to finalize your acceptance of the quote in the system and send notifications the suppliers that were invited to send a quote. The winning supplier will be sent a notification that they won the job, and the others will be sent notifications that they did not. 12. You will be returned to the View Quote Request window. Click the Create Project button to create a project from the quote request. If you wish to send all files that were uploaded in association with the quote request or quotes to the newly created project, check the Transfer Files to Project box. 13. You will be taken directly to the home page of the Project Module. You should see your newly awarded project in the list. 14. Near the top of the window, a message will appear to inform you that a project has been created from the quote request. 15. You will be taken directly to the Projects window. You should see your newly awarded project in the list. Quote Request History On the Details tab of a quote request, you can view a history of activities that have taken place during the quote request process. Each time an action is performed, a new item will be added to the history list. 1. On the Details tab of an open or closed quote request, click on Show History. A full list of actions taken during the quote request process will appear with the following information: o Type: action taken o Details: summary of details of the action o User: who performed the action o Date: date and time the action occurred o Actions: additional information 2. Under Actions, click on the Details icon to view additional information associated with the action.

23 P a g e 19 Note: The Details icon will only be available to click if there is more than one detail to display. For example, records of editing multiple items in a quote request would cause the Details icon to appear because there would not be enough space to display all the information in the Details summary. Projects Module Projects Module Overview The Projects Module allows you to create, view and manage translation projects in progress and track workflow. You can also use file packages within a project to transfer project-specific files to the other users while the project is active. Creating a Project Note: If you re going to be requesting quotes from suppliers, please don t create your project from the Projects Module. Instead, use the Quotes Module to create a quote request. See the section Creating a New Quote Request for detailed instructions. 1. From the Projects main page, click the Create Project button in the upper-right corner of the page.

24 P a g e The Skip To Project dialog will appear to warn you that you re creating a project without first generating any quote requests. Click Ok. 3. The Create Project page will appear with a series of form fields for you to fill in. You can use the Templates button to populate these fields automatically from a Template. See the section Creating a Template for more information. 4. Under The Basics, fill in the following fields: Sector: The J&J business sector the quote request applies to. Region: The geographical region the project is for. Division: The Johnson & Johnson division or operating company you are representing. Currency: The currency you need the supplier to use when creating the quote. The address the supplier should use to contact you. This defaults to the address provided when you registered for the system. Phone: The phone number the supplier should use to contact you. Project deadline: The deadline for project completion. Is Project Deadline Flexible?: Select this checkbox to notify the supplier that the project deadline is flexible. 5. Under Languages, Formats, & Services fill in the following fields: Note: To add values to the fields in this section: 1. Click the Add button below the field. 2. A Select dialog will appear. Select the items from the list you wish to add. Hold the ctrl key down on your keyboard if you wish to select multiple items at once. If you only need to select one item, you can just double-click it. 3. Click the Add button. The dialog box will disappear and the form field will be populated with the values you selected. Source Languages: The source languages that will be translated. Target Languages: The target languages that the sources will be or have been translated into. Source File Formats: The file format/formats of the source files being provided for translation. Target File Formats: The file format/formats of the translated files that the supplier must provide as project deliverables. Services: The services that the client is requesting. o This list represents all of the services these Johnson & Johnson approved translation suppliers are allowed to perform under the Master Services Agreement. If you need to use one of these suppliers for a service that s not

25 P a g e 21 on this list, make sure you follow the proper channels to ensure they are approved by Johnson & Johnson for that service. o For a description of each service, click the service name and the description will come up below. For a complete list, refer to the section Definitions - Service Types. 6. Under Description and Notes fill in the following fields: Project Description: Use this field to provide a summary of the project. Additional Notes: Use this field to provide additional comments or miscellaneous information. Is This an Update Project?: Yes or no response to whether the project is an update to an existing or previous project. Do Graphics or Illustrations Need to be Translated?: Yes or no response to whether the project contains graphics or illustrations that need to be translated. Is a Translation Certificate Required?: Yes or no response to whether the project requires a translation certificate. Do Speaker s Notes Need to be Translated?: Yes or no response to whether the project requires that speaker s notes be translated. 7. Under Files, click the Add Files button to attach any files relevant to the project. You may upload a.zip archive containing multiple files if you need to upload more than one file at a time. 8. Confirm you have read and adhered to the Johnson & Johnson Information Asset Protection Policies (IAPP) regarding redaction of Personal Identifiable Information (PII). Clicking the link in the confirmation dialog will take you to the latest policies on the Johnson & Johnson network. 9. Check the Skip Directly To Project checkbox if it isn t already selected. The Skip Directly To Project checkbox tells the software to skip the quote request process and create a project immediately. This is useful in the event that you already know which supplier you re going to use to complete a project, and don t wish to request quotes from other suppliers. If you wish to request quotes before creating a project, see the section Creating a New Quote Request. 10. Save As Template: Select this checkbox if you would like to save this project request as a template for future use. For information about templates, see the section Creating a Template. 11. Click the Create Project button to submit the information you entered and create the Project. 12. The second Create Project window will appear. From here, you can select the supplier you wish to use.

26 P a g e 22 Enter the PO Number field. If not, you can always add one later. Select the radio button to the left of the supplier that will be performing the work. This awards the project directly to them without requesting a quote first. Optionally, type a message in the Optional message to lude in the Click Create Project. 14. Your new project is now created. You can add more files to your project, if needed. For those instructions, see the sections Creating and Sending File Packages or Adding or Changing a PO in an Existing Project, respectively. Opening and Viewing an Existing Project 1. From the Projects page, select your search filter criteria from the menus. If you select no search criteria, all of the projects in the system that are available to you will be displayed. The more items you select, the stricter the filtering will be. Press the Clear button to clear all search criteria. 2. Click the Search button. 3. Scroll down to find your project in the list. If you can t find the project you re looking for, try using different or fewer search criteria. 4. Click an item in the list to open the View Project page for that item. Editing a Project 1. Open the project. (See the section Opening and Viewing an Existing Project.) 2. From the View Project page, click the Edit Project button. 3. The Edit Project page will appear. The fields on this page are similar to the ones used to create a project. See the section Creating a Project for more information. 4. Edit the fields as needed. 5. Click the Save Project button to save your changes. 6. If the Notify Supplier? checkbox was selected, the supplier that was awarded the project will receive a notification of the project update. 7. A message will appear indicating that the project has been updated and the supplier has been notified (if that option was selected). Adding or Changing a PO in an Existing Project 1. Open the project. (See the section Opening and Viewing an Existing Project.) 2. Scroll down to the POs section. You should see the name of the supplier selected for the project. 3. Click the icon to the far right of the supplier you wish to add a PO to.

27 P a g e The Set PO Number dialog will appear. In the PO Number field, type the PO number you wish to use with this supplier. 5. Click the Update button. The new PO number will show up in the list next to the supplier you selected. Creating and Sending File Packages 1. Open the project. (See the section Opening and Viewing an Existing Project.) 2. From the View Project page, click the Send File Packages tab. 3. Under Send File Packages, fill in the following fields: From: Filled automatically with your name and cannot be modified. Send Date: Filled automatically with today s date and cannot be modified. File Package State: Specifies what the files are intended to be used for. See the section File Package States if you are unsure about which one to choose. Task Deadline: Click in the box to select a date and time for the task deadline. Source Language: Select the source language/languages of these files. Target Language: Select the language/languages these files will be or have been translated into. Description: Type a description of the files that are in this package. Optional Message to Recipients: Type a message that will appear in the that is sent to the recipients of this file. Recipients: Select the individuals that you want to send this file package to. 4. Click the Add Files button to attach a file to the File Package. You may upload a.zip archive containing multiple files if you need to upload more than one file at a time. 5. Click the Send File Package button. 6. A message will appear confirming that your File Package was sent successfully. Retrieving File Packages and Viewing File Package History 1. Open the project. (See the section Opening and Viewing an Existing Project.) 2. From the View Project page, click the File Packages tab.

28 P a g e Under File Package History, you will see the entire list of file packages associated with the project. This list shows all of the file packages sent from Client to Supplier and vice versa, throughout the course of the project. Note: See the section File Package States for more information about the values in the State column. 4. Find the file package you wish to open. Under the Actions column, click the download icon: a. Alternately, you may also click the Package Details icon to view more information about the file package. You can download the files from there as well. 5. Your browser will prompt you to download a file. Download the file to your computer and unzip it using WinZip or a similar file compression utility. This zip package contains the files that were sent as part of the file package. It will also include a file named PackageDetails.txt, which contains all of the information from the File Package Details page. File Package States This section shows the different states that can be assigned to a file package, and their definitions. Files for Translation: Any file or group of files being sent for translation. This is typically a transfer from the client to the translation supplier. To Review: Any file or group of files being sent for any type of review/verification step (e.g., in-country review, testing, etc.). This is typically a transfer from the translation supplier to the client or 3 rd party reviewer/tester. From Review Approved with Changes: Indicates that the files are approved pending implementation of changes requested by the reviewer. From Review Approved with No Changes: Indicates that the files are approved and that the reviewer has no changes. Not Approved: Indicates that the files are not approved and must be sent back to the reviewer for approval after implementation of requested changes has occurred. Final Deliverables: Any file or group of files being sent as the final deliverables for the project. This is typically a transfer from the translation supplier to the client.

29 P a g e 25 Closing a Project Note: While the portal does allow for the storage and transfer of files for projects, project files cannot not be stored in the portal indefinitely. Once a project is closed, download the files from the portal and store them on your system for safekeeping. 1. From the View Project page, click the Details tab. 2. Click the Close Project button. 3. The Close Project confirmation dialog will open. Click the Close Project button to close the Project, or the Cancel button to return to the previous page. Re-Opening a Project 1. Open the project. (See the section Opening and Viewing an Existing Project.) 2. From the View Project page, click the Details tab. 3. Click the Open Project button. 4. The Open Project confirmation dialog will open. Click the Open Project button to reopen the project, or the Cancel button to return to the previous page. 5. A message appears indicating that the project has been re-opened. Creating a Project Team Users can create a project team and assign tasks within a project to specific team members. When a team member is added to the project team, that member has full access to the project and can receive file transfers and notifications. Project teams are an optional feature that allow users to assign people to specific roles and languages. You can add, edit, or remove team members from a project team. On the Project Team tab of a project, you can view the team members on the project team.

30 P a g e From the View Project page, click the Project Team tab. 2. To add a team member, click the Add Team Member button. Fill in the following fields: a. Team Member: Select the team member you want to add to the project team. b. Team Role: Select a team role (options are contributor, project manager, reviewer, or other). c. Languages: Select the appropriate languages for the team member. d. Description: Enter a description of the role/responsibility for the project team member. (optional) 3. Click Add Team Member to add the team member to the project, or click Cancel to go back to the project team page. Editing a Member s Information on a Project Team On the Project Team tab of a project, you can edit information pertaining to team members or delete them from the project team. 1. On the Project Team page, click on the Edit icon next to the team member whose information you want to edit. The Edit Team Member page will open. The team member name will already be listed and cannot be edited. 2. Edit any of the following fields: Team Role: Select a team role (options are contributor, project manager, reviewer, or other). Languages: Select the appropriate languages for the team member. Description: Enter a description of the role/responsibility for the project team member. (optional) 3. Click Save Team Member to save the updated information, or click Cancel to go back to the project team page. Deleting a Member from a Project Team On the Project Team tab of a project, you can delete a member from the project team.

31 P a g e On the Project Team page, click on the Delete icon next to the team member you want to delete. The Remove Team Member page will open. 2. Click Remove to delete the member from the team, or click Cancel to go back to the project team page. Notifications On the Details tab of a project, you can view a list of notifications showing actions taken and who was notified of that action when it occurred. The portal allows users to choose whether a notification should be public and recorded, or whether a notification should remain private and simply go to the recipient s address. 1. On the Details tab of an open or closed project request, click on Show Notifications. A full list of public notifications made during the project request process will appear. 2. On the right side of the screen, click on the Details icon to view additional information associated with the notification. Add a Notification On the Details tab of a project, you can add a notification. 1. On the Details tab of a project, click the click the Add Notification button. 2. Fill in the following fields: Project Name: Filled automatically with the project name and cannot be modified. Team Members: Select team members by selecting check boxes that correspond with the person you want to add to the notification. Additional s: Add additional addresses that you want to receive a notification but that are not included in the list of team members. Subject: The subject of the message to be sent with the notification. Message: The message to be sent with the notification. 3. Click Send Notifications. Note: Notifications can be shared publicly or sent privately by selecting or clearing the Include in public notifications checkbox below the Send Notifications button. In both cases, the person being notified will receive an . However, the notification and its contents will only be stored on the Home page if the Include in public notifications box is selected.

32 P a g e 28 Project History On the Details tab of a project, you can view a history of activities that have taken place during the project. Each time an action is performed, a new item will be added to the History list. 1. On the Details tab of an open or closed project request, click on Show History. A full list of actions taken during the project request process will appear with the following information: o Type: action taken o Details: summary of details of the action o User: who performed the action o Date: date and time the action occurred o Actions: additional information 2. Under Actions, click on the Details icon to view additional information associated with the action. Note: The Details icon will only be available to click if there is more than one detail to display. For example, a record of editing multiple items in the project details would cause the Details icon to appear because there would not be enough space to display all the information in the Details summary.

33 P a g e 29 Files Module Files Module Overview The Files Module is a repository for reference material and other shared assets that are not specific to a single project and that need to be stored indefinitely. Files that are project specific should be uploaded and stored as a File Package within the project. See the section Creating and Sending File Packages. Downloading Files This procedure shows you how to download files from the portal to your PC. 1. Open the Files Module main page by clicking the Files Module icon. By default, all of the files available to you on the system will be displayed. 2. In the dropdown boxes, select values to filter and display only the files you wish to download. Divisions, Sectors, Regions, Owners: Select the respective Divisions, Sectors, Regions, and Owners you wish to download files for. Categories: Select the type of document you are looking for. 3. Click the Search button. 4. The system will search the file repository for files that match the selected criteria and will display them in the table at the bottom of the page.

34 P a g e Next to each file, in the Actions column, click the Details Icon to get more information about the file. 6. Click the Download icon to download the file to your computer. Note: You can also edit or delete files from the Files Module main page. Click the Edit icon to edit a file. Click the Delete icon to delete a file. Uploading Files This procedure shows you how to upload files from your computer to the portal. 1. Open the Files Module main page by clicking the Files Module icon. 2. Click the Upload Files button. 3. Click the Choose Files button. 4. Use your browser s file selection dialog to choose all of the files you wish to upload. 5. The names of the files you selected will be shown in the box to the left. 6. Enter a description of the files. 7. In the dropdown boxes, select the values appropriate to these files, to allow for searching and filtering to locate the files later. Client, Sector, Region, Division: Select the respective Client, Sector, Region, Division these files are related to. Categories: Select the type of document you are uploading. 8. Click the Upload button. 9. Your files will be uploaded to the portal. When the file transfer is complete, you should see a message that your file upload was completed successfully.

35 P a g e 31 TM Module Johnson & Johnson users cannot access this module. KPIs Module At the time of this writing, the Key Performance Indicators Module is not yet complete. Quality Module At the time of this writing, the Quality Module is not yet complete. Definitions - Service Types Back translation: Translation of a translated target language document back into the source language. The translator performing the back translation must work in their mother tongue and the back translation needs to be blind (i.e. no reference to the original source language or translation memories). The aim of the back translation is to allow the document owner to assess potential discrepancies between the original and back translated versions of the document. Desktop publishing & formatting: Text formatting in any desktop publishing software (Illustrator, QuarkXpress, PowerPoint, PageMaker, FrameMaker, Excel, etc.). Dubbing: Replacing the voices of the original actors shown on the screen with those of different performers speaking the target language. The audio segments are synchronized. Editing and updating: Entails working only on updated parts of an existing document and amending the translation accordingly. Changes are highlighted as Track Changes. Work is invoiced per hour. Interpretation: Simultaneous, consecutive, whisper and over the phone interpretation. Linguistic testing: For websites/software. After translation, testing in final environment to identify bugs. Includes testing of localized UI on native operating systems and browsers; spot translation and UI layout issues live and in-context. Localization: Cultural adaptation of previously translated content to a specific country or region. It is the second phase of a larger process of product translation and cultural adaptation to account for differences in distinct markets, a process known as internationalization and localization. Language localization differs from translation activity because it involves a comprehensive study of the target culture in order to correctly adapt the product to local needs.

36 P a g e 32 Marketing and adaptation (a.k.a. transcreation): Process by which new content is written or adapted for a given target audience. The main goal of transcreation is to create original content in the target language. The transcreation work is carried out by linguists who are experienced in creating marketing materials for local markets. To be successful, the linguists should have access to company-specific terminology, style guides and company branding guidelines as reference material. Other: Contract based work that doesn t fall into any other category. Proofreading: Unilingual review of text that has been converted into artwork, before the document is sent out for printing. This work is performed on the document in its final format. Review or in-country review: Verify an already translated document (i.e. 3 rd party documentation) against the original file in source language. Reviewer checks that all content is correctly translated. Source review: Unilingual review of an original document in source language. Reviewer corrects any grammar, spelling or punctuation mistakes and checks terminology. Subtitling: Can be used instead of dubbing, as different countries have different traditions regarding the choice between dubbing and subtitling. They can either be a form of written translation of a dialog in a target language, or a written rendering of the dialog in the same language. Transcription: Converting audio or video files into a written document, i.e. creating a script. This is not a translation task from one language to another. Translation: Conversion of text from one language into another. Voice-over translation: Actor voices are recorded over the original audio track such that the original audio can be heard in the background. The intention is to provide an audible translation while preserving the cultural queues of the original audio. Used mostly for interviews, documentaries, news reports, etc. Webcheck: Engineering testing and linguistic QA testing following the build of a website. Testing links to ensure they are functional, and checking that all content appears in the target language and is free of mistakes.