User s Guide for Suppliers

Transcription

1 Streamline Collaborate Take Control User s Guide for Suppliers 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... 7 Signing In Forgotten Password Log In Assistance Supplier Modules Quotes Module Quotes Module Overview Opening and Viewing an Existing Quote Request Downloading the Files Associated With a Quote Request Creating and Sending a Quote Editing Quote Details Updating a Quote Canceling a Quote Quote Request History Projects Module Projects Module Overview Starting a Project Opening and Viewing an Existing Project... 20

4 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 TMs (Translation Memories) Module TMs Module Overview Generating and Downloading TMs Uploading TMs Files Module Files Module Overview Downloading Files Uploading Files KPIs Module Quality Module... 34

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6 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.

7 2 P a g e 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 successfully. 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: Typically work for a translation service provider Are an approved supplier for Johnson & Johnson Are able to respond to translation service quote requests Need to view existing service and quote requests

8 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 & 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 and project reference materials. The system is divided into a series of modules. Please see the corresponding chapter describing each module for more information and detailed instructions.

9 4 P a g e Workflow

10 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

11 6 P a g e 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.

12 Requesting an Account To request an account in the system: 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.

13 8 P a g e 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. Select the Supplier radio button. More fields will appear below. 5) Click the Company field and type the name of your company. 6) Select the I m not a robot checkbox to confirm you are not a robot. 7) Click the Request button at the bottom of the page. 8) A confirmation message will appear stating that the request was successfully sent. 9) Within 24 hours, an administrator will review your account request. When your request is accepted, a confirmation is sent to the address you provided. Click the link in that to create a new password and complete your account registration. For security purposes, after 24 hours the link will expire and you ll no longer be able to use it. Once the link has expired, you must follow the procedure for resetting a lost password to regain access to your account. See the section Forgotten Password. 10) You will be taken to the Set Password page. Create a password for your account and type it in twice. Your chosen password must meet all of the following requirements: A minimum of 8 characters At least 1 uppercase letter (A-Z) At least 1 lowercase letter (a-z)

14 At least 1 number (0-9) At least 1 special character (e.g. ~!@#$%^&*()?=+) 11) Click the Set Password button. 12) The Thank You page will be displayed. Click the Sign In button. 13) You will 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 domain login, , bank account, and retirement fund as well. If you can t remember that many passwords, use a good password manager (like LastPass). Interesting Links:

15 10 P a g e Signing In 1) Open the URL in a web browser. (See the section Accessing the System.) 2) On the initial sign-in page, click the Sign In button. 3) The Sign In page will appear. 4) Enter the address you entered into the field when you created the account. 5) Enter the password you created using the activation link that was sent to your address. Note: You only have 24 hours after receiving the invitation to log in for the first time and change your password. If that time has elapsed, follow the instructions in the section Forgotten Password to gain access to your account. 6) If you want the system to remember your session the next time you open the portal from this computer, click the check box next to Keep me signed in. Of course, don t use this option on a computer that you share with others. 7) Click the Sign In button. 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 try the following: 1) Click the link that says Forgot Password? beneath the Sign In button. 2) The Forgot Your Password? page will appear. 3) Enter the address you used when you registered the account into the field. 4) Select the I am not a robot checkbox to confirm you are not a robot. 5) Click Send Confirmation.

16 6) An will be sent to that address directing you to a page where you can change your password. Log In Assistance If you re still unable to log in, you can contact the system administrator for assistance.click the Need Help? link at the lower right corner of the Sign In page. A dialog box will appear that will allow you to send an to the system administrator.

17 12 P a g e Supplier Modules The Supplier 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 upper-right corner of the window. icon in the The Supplier 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.

18 Quotes Module Quotes Module Overview The Quotes Module allows you and other approved suppliers, to send quotes in reply to quote requests, and view or manage existing quote requests. 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. 6. The View Quote Request page will appear, with the Details tab selected, which contains information about the request. A description of the information on this page follows. 7. Under The Basics: Requestor: The name of the person who created this request.

19 14 P a g e Request date: The date the request was created. Client: Automatically populated to Johnson & Johnson. Sector: The market sector the request came from. Region: The region the request came from. Division: The J&J division or operating company the request came from. Currency: The currency the requestor needs you to use when creating the quote. The address of the person who created this request. Phone: The phone number of the person who created this request. Quote Deadline: The deadline for suppliers to provide their quotes. Project Deadline: The deadline for project completion if awarded. Is Quote Deadline Flexible?: Signifies whether the quote deadline is flexible or not. Is Project Deadline Flexible?: Signifies whether the project deadline is flexible or not. 8. Under Languages, Formats, & Services: Source Languages: The source languages that will need to be translated. Target Languages: The target languages that the sources will need to be translated into. Source Format: The file format of the source files being provided for translation. Target 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. 9. Under Description & Notes: Description: A description of the project being requested. Additional Notes: 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. Downloading the Files Associated With a Quote Request The individual creating the Quote Request can attach relevant files to the request to help you provide an accurate quote. Files are needed so the supplier can analyze the content and provide a quote for the requested services. You can download the files using this procedure: 1. Open the Quote Request you wish to download files from. (See the section Opening and Viewing an Existing Quote Request for more information.)

20 2. On the Details tab, scroll to the bottom of the page. 3. Under Files, you ll see a list of files associated with the Quote Request. Click the Download Files button. 4. A.ZIP archive will be downloaded to your computer that contains all of the files. Creating and Sending a Quote The portal features a built-in template that can be downloaded and used for submitting quotes to the client. 1. Open the Quote Request you wish to reply to. (See the section Opening and Viewing An Existing Quote Request for more information.) Note that you can only send quotes in reply to a Quote Request with an Open status. 2. Download the most current Translation Memory in the database to create an accurate quote: Click the Generate TM button at the bottom of the screen. You will be taken to the TM Module. Fill out the form to generate TMX file(s) and download them. Most of the fields will be pre-populated based upon the request. You can modify these values as needed, but in most cases it s as simple as selecting a status. See the section Generating and Downloading TMs for more details. Note: If you are unable to find the TM you are looking for, try expanding your search. To do this, you can search for all records in a field. For example, to expand the search for a region, select All Regions:. To expand the search for a division, select All Divisions. By expanding the search for multiple fields, you will get more results. 3. Click the Responses tab. 4. Click the Download Quote Template button. A template file will be downloaded to your computer.

21 16 P a g e 5. Open the template file on your computer using Microsoft Excel. Fill it out and save it. Most of the fields in the form will be pre-populated based on the request and your profile, and should not be modified. The Project Total and Project Turnaround Time fields are required fields and will be used to populate the quote summary dashboard. The Project Turnaround Time field should include a unit of measure (hour, days, months, etc). 6. On the Quote Request page, click the Respond to Quote Request button. This will take you to the Responses tab. From here, you can see how many responses have been sent and their current status. 7. Click the Add Quote Files button. You will be prompted to upload a file from your computer. Select the completed quote template file. 8. Optional supporting documents may also be sent along with the quote. To upload a file along with the quote response template, simply click Add Quote Files again and select the file you want to include. 9. Type a message to be sent along with the quote, if you wish. 10. Click the Submit Response button. The Response Details page will open.

22 11. If needed, update project turnaround time, and then click Continue. The total cost and project turnaround time fields are populated based on what was entered into the quote template. 12. The new quote will show up in the response history for the Quote Request. Editing Quote Details 1. On the Response History page, click on the Edit icon. The Edit Response page will open.

23 18 P a g e 2. To edit the response details, and/or Project Turnaround fields, and then click Save. Updating a Quote 1. On the Response History page, click on the Edit icon. The Edit Response page will open. 2. Click on Update Response. The Update Response page will open. 3. Click Add Quote Files to upload a new quote, and then click Update Response. 4. Your updated quote will be added to the Response History. Canceling a Quote 1. On the Response History page, click on the Edit icon. The Edit Response page will open. 2. Click Cancel Response. 3. On the Cancel Response page, optionally add a message to send to the client, and then click Yes, Cancel Response.

24 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. 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.

25 20 P a g e Projects Module Projects Module Overview The Projects Module allows you to 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 other users while the project is active. Starting a Project Once you ve sent a quote in reply to a quote request, and your quote has been accepted, the individual that created the quote request will create a corresponding project. At that point, you should do the following to start the project: 1. Open the View Project page for the project. (See the section Opening and Viewing an Existing Project.) 2. The TM is delivered with the quote request, but if you need to generate a new one, click the Generate TM button at the bottom of the View Project page. 3. Perform the translation actions / tasks as outlined in the Quote Request. 4. Upload your updated TM and close the project. (See the section Closing a Project.) 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.

26 Press the Clear button to clear all search criteria, if needed. 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. 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 Languages: Select the source language/languages of these files. Target Languages: 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.

27 22 P a g e 3. Under File Package History, you will see the entire list of file packages associated with the project. This list shows all of the data sent from Client to Supplier and vice versa, and is a historical record of the project s file transfers. 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. 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. Open the View Project page for the project. (See the section Opening and Viewing an Existing Project.)

28 2. After completing translation work, you must upload updated TMs to the system. To upload TMs related to the project: a. From the View Project page, click the Details tab. b. Scroll down on the View Project page and click the Upload TM button. c. On the Upload TM page, select the appropriate status using the Select status... combo box. The other fields should be pre-populated based upon the project. In most cases, you will keep these defaults. d. Click the Choose File button and select a.tmx file to upload. e. Click the Upload TM button to update the system with the new TM. f. The file will upload to the system. If it uploads successfully, a success message will be displayed, along with information about the content of the file. g. Click the Back to Project button. 3. At the bottom of the View Project page, click the Close Project button. 4. 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. From the View Project page, click the Details tab. 2. Click the Open Project button. 3. 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. 4. A message appears indicating that the project has been re-opened. Creating a Project Team Users can a create 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

29 24 P a g e 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. 1. 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.

30 Deleting a Member from a Project Team On the Project Teams tab of a project, you can delete a member from the project team. 1. 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.

31 26 P a g e 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/people 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 check box is selected. 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

32 o o o o Details: summary of details of the action User: who performed the action Date: date and time the action occurred Actions: additional information 3. 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 28 P a g e TMs (Translation Memories) Module TMs Module Overview The TMs Module is used to upload translation memories as well as to generate / download translation memories. Note: The most efficient way to upload and download TMs is by using the Generate TM and Upload TM buttons directly within a project. By doing this in the project itself, the attributes will be pre-populated based on the project.

34 Generating and Downloading TMs This procedure shows you how to use the system to generate a Translation Memory (TM) file for specific source and target languages, and download it to your computer. 1. Open the TMs Module main page by clicking the TMs Module icon. 2. Under Generate master translation memories, fill in the fields with values relevant to the TM you wish to download. The fields are described as follows: Client: The client will always be Johnson & Johnson. Status: Select whether you want all available translations, or only those that have been approved. Source language: Select the source language. This menu only contains source languages that have previously been uploaded to the system. Target languages: Select one or more target languages. This list only contains languages that have previously been uploaded to the system. Sector: Select one or more sectors. Region: Select one or more regions. Division: Select the division you wish to download TM data for. If you selected a Client above, you must also select a Division. Otherwise, this field will be disabled. Product: Select the product you wish to download TM data for. If you selected a Client above, you must also select a Product. Otherwise, this field will be disabled. Project: Select a project if you only want to download TM data that was uploaded in association with that specific project. Start date: Select a date if you don t want to download TM data that was uploaded before a specific date. Leave this field empty to download TM data from all available dates. End date: Select a date if you don t want to download TM data that was uploaded after a specific date. Leave this field empty to download TM data from all available dates. Filename prefix: Enter a custom prefix for the file names of the TMs that are downloaded. A generic prefix will automatically be added, but you can use this feature to create more descriptive names based on your needs. (optional) 3. Click the Generate button. 4. The system will search the entire translation memory repository for segments that match the selected criteria, and will generate files accordingly. This may take some time. 5. The Build Status page will appear, with a message confirming that your translation memories have been generated. Press the Download button.

35 30 P a g e 6. If only one source and one target language were selected, the system will build a single.tmx file, which you will be prompted to download to your computer. If multiple source and/or target languages were selected, you will be prompted to download a.zip archive file. Download the file to your computer and unzip it using WinZip or a similar file compression utility. This file will contain multiple.tmx files, one for each language pair. 7. You will be automatically notified by that a master TM has been generated and downloaded. Note: Translation memories with the status of Restricted are those that have either been reviewed by a J&J employee, a Health Authority, or a Notified Body. Translation memories with the status of No JnJ Review are those that have been approved by any other means (e.g., by a supplier or other third party). Uploading TMs Note: The most efficient way to upload and download TMs is by using the Generate TM and Upload TM buttons directly within a project. By doing this in the project itself, the attributes will be pre-populated based on the project. 1. Open the TMs Module main page by clicking the TMs Module icon. 2. Click the Upload TM button in the upper-right corner of the page. 3. Under Upload Translation Memories, fill in the fields with values relevant to the TM you wish to upload. See the section Generating and Downloading TMs for more information about what the individual fields mean. 4. Click the Add TM Files button. Select a.tmx file (or a.zip file containing multiple.tmx files) that you wish to upload from your computer and click Upload. 5. The portal will perform the following validation checks on each individual file: a. The TMX file must be valid XML.

36 i. For the purposes of this system, valid TMX files comply with the TMX 1.4b standard. See the standard specification here: b. The TMX file must be well-formed. i. Well-formed XML has correct syntax and adheres to the XML syntax rules specified in the XML 1.0 specification. See the specification here: c. The language and country codes must comply with the ISO 639 language code standard and the ISO 3166 country code standard. i. The ISO 639 standard is available here: ii. The ISO 3166 country code standard is available here: d. The TMX file must not contain any corrupted characters. 6. If any of the validation checks fail, the TMX file with the error(s) is not imported into the TM database, and the error is displayed. An will also be sent to you indicating that the upload failed and the reason. 7. If all of the validation checks pass, a confirmation message will be displayed on the screen indicating that the upload was successful and how many segments were uploaded for each language. An will also be sent to you confirming success and providing details of the upload.

37 32 P a g e 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 computer. 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. 5. 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.

38 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 PC 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.

39 34 P a g e 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.