Logging In to MultiTrans 2 The Main Screen 3 My Flow 4. Tasks 11

Transcription

1

2 Logging In to MultiTrans 2 The Main Screen 3 My Flow 4 The General Tab 4 The Profile Tab 5 The Availability Tab 6 Invoice Configuration 10 Terms and Conditions 10 Tasks 11 Task List 11 Overview 11 Reviewing Additional Task Details 12 Getting Started on a Task 13 Accepting/Declining a Task 14 Forwarding Tasks to Sub-Contractors 16 Search 17 Available Tasks (pool) 18 Applying For or Bidding on a Task in the Pool 18 Apply for a Task 18 Bid on a Task 19 Bidding on price 19 Bidding on delivery date 20 Bidding on price and delivery date 20 Pool application unsuccessful 21 Previous bids 21 Invoices 22 Logging Out of MultiTrans 22 Page 1

3 Logging In to MultiTrans Capita Translation and Interpreting (known as Capita TI) uses MultiTrans to offer, manage, track and make payment for all activity completed by suppliers. Upon registering with Capita TI you will be sent a unique username and password which will allow you to log in to a dedicated provider portal, also known as MultiTrans Flow, via the secure URL Please note, although MultiTrans can be accessed through any browser, it is recommended to use Internet Explorer to access the Web Editor area. The Web Editor is not compatible with Google Chrome or Mozilla Firefox. Before working with MultiTrans, please make sure you have followed the instructions as detailed in Adding Trusted Sites in Internet Explorer to make sure you can access all areas successfully. It is recommended that you create a shortcut in your browser for the MultiTrans portal so you can access it quickly in the future. On the login page enter your unique username and password and click Login. If you are working on a personal computer you can tick the Remember my username checkbox so that you do not have to re-enter this each time in the future. If you forget your password, you can click on the Forgot my password link. You will be prompted to enter the address which is linked to your Flow account and an automatic will be sent to this address instructing you on how to reset your password. If you attempt to log in with either the wrong username or password multiple times, your account will be temporarily locked for 15 minutes after the third attempt. If after this time you are still experiencing difficulties, please contact a member of the Vendor Management team via the address support.multitrans@capita-ti.com. Page 2

4 The Main Screen The above screenshot shows the main screen that you will first see when you log in to MultiTrans Flow. The upper part of the screen provides a summary of tasks. Here you can see the following: Tasks to be approved In Progress Tasks Tasks to be done Upcoming Tasks The number of tasks assigned to you that still need to be accepted/refused. The number of tasks you have started but not yet completed. The number of tasks you have accepted but have not yet started. The number of tasks which have been assigned to you but which you cannot start yet as a previous step in the workflow needs to be completed by someone else first. The bottom part of the screen displays various buttons which link to different Flow modules. The Tasks module allows you to access the Task List where you can view specific request details, search for requests, apply for tasks available in the Pool or see tasks you have applied for. The Invoices module allows you to manage invoices for services you have supplied. The Timesheet module allows you to enter periods of time you have spent working on certain activities and periods you are available/unavailable. The Reports module allows users to view specific reports relating to the work they have carried out. The My Flow module is where users can enter personal information, such as contact details, passwords, signatures etc. Note, what you can view may differ slightly depending on the access rights assigned to your profile in the system. Page 3

5 My Flow Within the My Flow module you can amend details in your personal profile. The different tabs you see in this section will depend on the access rights assigned to your profile. The General Tab In the Security section of this tab you can see your username and change your password. To change your password, enter a new password into the New password box, then type this again in the Confirm box. Then enter your current password in the Your current password box. From the Date format and Time format drop-down boxes, you can choose how you would like dates and times to be displayed in your portal. You can also select your time zone from the Time Zone drop-down list. Page 4

6 Why we need to know your time zone The time zone is particularly important because MultiTrans will use this to adapt the dates and times displayed in your portal. This will make the deadlines you are required to work to clearer to you. For example, if a Project Manager in the UK enters a delivery time for your task in the system as 16:00 GMT and you are based in France, so you have set your time zone as Europe/Paris, the delivery time you will see in your portal will be 17:00 to account for the one hour time difference. If you make any changes in this section, click the Save button before moving to another tab or exiting the My Flow module. The Profile Tab On the Profile tab you will see your address, telephone and contact details as recorded in our system and you are able to make changes online where applicable. To add an additional or telephone number, click the Add button. When adding a new address, please tick the notification checkbox next to one of your addresses to ensure that you will receive the automated notifications through the system. When adding a telephone number, please select the type from the drop-down list. Always remember to click the Save button before moving to another tab or exiting the My Flow module. Page 5

7 The Availability Tab On the Availability tab, you can enter the days and times you are generally available for work or are on holiday. This information can then be used by Project Managers to determine if you are likely to be available for a job. 1. In the Workdays section, click the Add button. 2. Select your available days and times using the calendar icons in the Duration section You do not need to enter specific days and times here as you can specify this later. Instead, you can enter general dates here, such as 01/01/14, 09:00 to 31/12/14, 17: Click the Add button to add these to the Workdays list. 4. You can now define specific periods you are available for work for each day of the week. Please see example below. Page 6

8 To define a working period, go to the Add a new period section at the bottom of the Periods area and select a day from the drop-down list. 5. Now select your available time from the adjacent From and To drop-down lists. When you click the green plus button on the right, these times will appear under the specified day in the area above. Repeat this for all working days in the week. If you are not available for full days, for example, Saturday or Sunday, you can leave this as showing No period defined. When you have finished adding or amending details, click the Save dates button. 6. If you are planning to be unavailable on a specific day or for a specific period of time, you can enter this information into the Holidays section. Click the plus button to expand this area. To add a personal holiday, click the Add button. 7. Enter a name for the holiday in the Name box on the right, then select the From and To dates using the calendar icons and click Add. Page 7

9 Your holiday dates will now appear in the Holidays section. 8. To edit holiday dates, select the holiday from the Holidays section and click the Edit button on the right. 9. Click Save when you have finished making any changes. 10. There will be some national holidays that are already set up in the system. You can choose to add these holidays to your profile by clicking the Add System Holidays button. The national holidays for certain countries will appear in a new window. Select the appropriate country and year to add these to your profile. Page 8

10 11. You can choose to delete holidays from your profile by selecting the holidays in the list, then clicking the Delete button. From the Calendar section you can click on a row to display your availability in the planner on the right of the screen. A definition of the colours you will see can be found below: Hours outside of your standard working day hours as per the details you entered in the 'Workdays' section. Hours you are unavailable during your standard working day, as per the details you entered in the 'Holidays' section. Hours you are generally available during your standard working day, as per the details you entered in the 'Workdays' section. Page 9

11 Invoice Configuration If you are VAT registered in the UK and the Capita TI Finance department has received a valid VAT certificate, you can specify any taxes which should be applied to invoices you create in the system on the Invoice Configuration tab. As you are self-employed, you are still responsible for and must account for tax and insurance or any other applicable taxes and deductions to HMRC or any other relevant body in your relevant jurisdiction accordingly. Deductions for tax will not be made at source by Capita and Capita is not responsible for making any deductions in relation to this. 1. To add a tax, enter the name of the tax into the EN box in the Name column. 2. Enter the tax number in the My Tax Number column. 3. Enter any abbreviation you would like to use for the tax in the Code column. 4. Enter the percentage rate of tax to be applied e.g. 20% 5. If the tax you are adding should be applied over other taxes, tick the Applies Over Taxes checkbox. If this box is not ticked the tax will only apply to the remaining balance after the allocation of other taxes has been subtracted from the invoice total. 6. If applicable, enter a number for the sequence in which the tax should be applied in the Order box. For example, 1 means the tax will be applied first, 2 means the tax will be applied second etc. 7. To save the details, click the blue Save icon on the left of the row. Terms and Conditions The first time you log in to MultiTrans you will be presented with a message asking you to confirm acceptance of the current Terms and Conditions before proceeding. Once you have accepted these, the details about which version of the Terms and Conditions you have accepted and on which date will appear on this tab. Should you wish to view the Terms and Conditions in the future there is a link where you can download a copy of the files for your reference. Page 10

12 Tasks In the Tasks module you can see an overview of the tasks assigned to you in the system. Within this section there are four tabs: Task List Search Available Tasks (pool) Previous bids This tab displays all tasks assigned to you in the system and allows you to carry out a quick search. From this tab you can carry out a search for specific requests. Any tasks that have been offered to a number of linguists will be listed on this tab and from here you have the opportunity to express an interest in taking on the task on offer. This tab will show any tasks which you expressed an interest in working on and whether you won or lost the opportunity. Task List Overview On the Task List tab there are four sections: Work to be approved Work in progress Work to be done Upcoming work Any tasks assigned to you will be listed in the relevant sections and a summary of the task details will be displayed. You will be able to see the request number, the type of service requested, the language pair, the word count analysis breakdown, the task delivery deadline and the current status of the task. Page 11

13 You can use the Quick Search area on the left of the screen to search for requests according to specific criteria you select in the available fields. Results will be filtered in each of the four areas on this tab. Alternatively you can use the Search tab to locate specific requests. Please refer to the Search section for more information. Reviewing Additional Task Details If you would like to see more details about a task, double click on the request row or click once to highlight it, then click the Details button at the bottom of the section. You will now be taken to a new screen where you will be able to see additional details and the full workflow for the request as shown in the screenshot below. The Request Information section will show general details such as name of the customer this task relates to, the request title and the name of the Capita TI Project Manager. The information you see in this section will depend on the security rights assigned to your profile. The Notes and Instructions section will detail any specific instructions you are required to follow from either the Project Manager or the customer. Page 12

14 If the file is available to download and view, a small page icon will appear next to the source file name in the blue section above the workflow. If you click once on this icon you will be prompted to save this file to a specific location on your computer (depending on your personal download settings). Note: Files may not always be available to download if the customer has requested that certain security restrictions are enabled. Getting Started on a Task If you see a 'Flow Machine Task' step in the workflow showing red page icons on the left, this is the stage at which editable source files are analysed to determine the amount of work required. If you click on this red icon you will be able to download a zip file containing 5 files: Analysis summary: TermBase extractions: Terminology extractions: TextBase extractions: Repetitions extraction: A full analysis of all files included in the task A list of all terminology in the analysed documents that can be found in the TermBase linked to this request. A list of all repetitive expressions in the analysed documents and potential translations for these suggested from the TextBase linked to this request. A list of all full and fuzzy match segments in the analysed documents and their corresponding translations, extracted from the TextBase. A list of all segments that repeat a certain number of times in the files being analysed and for which no match has been found in the TextBase. The service you have been assigned to will be highlighted in the workflow and the amount you are due to be paid for this task will also be displayed. This rate is calculated based on the rates you agreed with Capita TI for this service and the analysis as provided in the request. Any additional reference material will be made available in the Reference Documents section at the bottom of this screen. Page 13

15 Accepting/Declining a Task When a Project Manager assigns you to a task, you will receive an automated asking you to confirm acceptance of this task in your portal. The will include a unique request number for reference, details of the task to be completed and a link which will take you directly to the Task List in your portal once you have entered your details on the MultiTrans log in page. Note: If you want to accept the task and start translating straight away your default browser should be Internet Explorer so that you can access the Web Editor if required. There is a link contained in the which will take you to the task however if you do not use this link you can click on the Tasks to be approved link from the main page in your portal. Alternatively, click the Tasks button on the main page and view the Work to be approved section. 1. To accept a task from the 'Work to be approved' list, click on the request row to highlight it and click the Accept button at the bottom of the section. The task will now be moved to the 'Work in progress' section. Alternatively, you have the option to decline the task by clicking the 'Refuse' button at the bottom of the section. If you click the 'Refuse' button the 'Task refusal' window will appear. Please enter a reason why you are declining the task in the 'Refusal reason' box, then click 'OK'. The task will now be removed from your task list. If you would like to see more details about a task before accepting it, double click on the request row or click once to highlight it, then click the Details button at the bottom of the task list section. You will now be taken to a new screen where you will be able to see additional details and the full workflow for the request as described in the Reviewing Additional Task Details section. The task you have been assigned to will be highlighted in the workflow. Click on the yellow emoticon on the left next to your task. The following box will now appear: Page 14

16 Tick the Accept checkbox, then click OK. Important note: By accepting this task in your portal you agree to provide services to Capita TI in accordance with our Terms and Conditions and are accepting the payment as detailed in the request workflow in your portal and in the new task notification you have received. If you are unable to accept this task at this time you can tick the Refuse checkbox. Please enter a reason for turning down the task in the box below, then click OK. 2. Once you have accepted/refused a task, an automated will be sent to the Project Manager confirming your response. If you have declined the task from the workflow details page, you will be returned to the Task List page and the task will be removed from your list. If you have accepted as task from the workflow details page, a grey Go button, will now appear next to your task. 3. If, when you click on the Go button, a new window appears, as shown below, this indicates that the file is compatible with the Web Editor. Please refer to Translating in the Web Editor for details about how to proceed. If the Go button changes to a pencil icon, as shown below, this indicates that the file is not compatible with the Web Editor and the source file (or previous file in the workflow, depending on the task you are doing), must be downloaded and worked on offline. Please refer to Working with Non-editable Files and Files for DTP for details about how to proceed. Page 15

17 Forwarding Tasks to Sub-Contractors If you have registered with Capita TI as a Language Service Provider, you will have the option to forward the accepted task to a sub-contractor who is not directly registered with Capita TI. Through the system you are able to define a period of time that the task will be available for them to complete. Please see below for further details. If the file is not compatible with the Web Editor a pencil icon will appear next to the task. Please refer to the document Working with Non-editable Files and Files for DTP for details about how to proceed. You can download the file you are required to work on and send it to the sub-contractor following your normal procedures. If the file is compatible with the Web Editor, you will see the word Assign appear next to the Go button after you have accepted the task as shown below. 1. Click the blue hyperlink. The following box will now appear: 2. Enter the address of the sub-contractor you wish to send the task to. We confirm that the data of the sub-contractor entered into MultiTrans will not be used directly by Capita TI for the procurement of services of the sub-contractor and that this data is retained in the system to provide a full audit of the workflow for each task. 3. Enter a date the task will be accessible until in the field below using the calendar icon on the right. 4. Click the Assign button. An automated will now be sent to the address you specified stating that there is a new task to carry out on behalf of Capita TI. A link to the Web Editor will be provided along with a username and password. This will be valid until the expiry date you specified has been reached. 5. Once the task has been assigned, the Go button will disappear and the hyperlink will now include the address you sent this task to. 6. If the expiry date/time has passed and the task has not been completed, the hyperlink will turn red. If the expiry date/time needs to be extended, click on the hyperlink and adjust the date/time. The sub-contractor will now receive another with a new password which they can use to access the Web Editor and the hyperlink will turn blue again. Please note, it is your responsibility as a provider of services to Capita TI to make sure that tasks are returned on time and in accordance with our Terms and Conditions. Capita TI will not issue any chaser s to the sub-contractor. Page 16

18 Search The Search tab can be used to locate specific requests in your portal. Enter the criteria for your search into the relevant fields and click the Search button. Any requests matching the specified criteria will be displayed on the screen. To carry out a new search, click the New Search button. On each tab, the individual list of requests displayed is also searchable using the boxes at the bottom of the screen. Where a text box is available, results will be filtered as you type. For example, if you know the partial request number you can enter it into the Request No. box and only requests containing the numbers/letters in this order will be displayed. The order of the requests displayed in the list can also be reorganised by clicking on the column headings. For example, if you click on the Task Delivery Date header you can choose to display the requests which need to be completed soonest at the top or bottom of the list. Page 17

19 Available Tasks (pool) When a task that meets your qualifications, experience and preference is identified you may receive an automated stating that a new task is now available in the Capita TI Pool. Pooling is a feature within MultiTrans which allows a Project Manager to notify a group (or pool ) of Providers that a task is available for one of them to complete. The task is offered to more than one Provider simultaneously and any Provider within the pool who wishes to complete the task may accept this in their portal. Depending on the requirements specified by the Project Manager, tasks may be offered on a first come, first served basis, or, multiple Providers can apply for a task which notifies the Project Manager who then decides which Provider should be assigned to a task. Providers may also be invited to bid on a task either by specifying a price or delivery date, or both. Please refer to the section below for more details about how to do this. Applying For or Bidding on a Task in the Pool When you receive an informing you that a task is available in the Capita TI pool, go to the Available Tasks (pool) tab in the Tasks module. Here you will see all tasks on offer and can review the details. 1. Click on the row of the task you wish to apply for. 2. Depending on the requirements specified by the Project Manager you will be able to click either the Bid button or the Apply button underneath the list of available tasks. Apply for a Task 1. If you click on the Apply button the following message will appear on screen. An will now be automatically sent to the Project Manager to inform them you have applied for the task. 2. If the Project Manager does not need to approve your application for this task, it will be removed from this tab and will now appear on the Tasks tab in the Work to be done section where the task is available to start immediately, or the Upcoming work section if someone else needs to complete another task in the workflow before you can begin. Otherwise, the task will still be listed in this tab until the Project Manager accepts your application and approves you. Once your application has been approved you will receive an automated to inform you and the job will be moved to the appropriate section in the Task List tab. Page 18

20 Bid on a Task 1. If you click the Bid button a pop-up window will appear. The information displayed in this window will differ depending on whether you are requested to make your bid based on price, delivery date or both. Bidding on price If bidding on price, you have the option to enter either the total price you are willing to accept for this task, or, enter a specific rate for each unit e.g. fuzzy rep, repetition etc. The total amount per unit will be calculated on the right, as shown in the example below. The currency displayed will depend on the currency specified in your profile. If you can see the Buyout button you will also see a price that the Project Manager has offered for this task, as shown in the screenshot below. If you click the Buyout button you confirm that you agree to do this task at the rate specified. You will be automatically assigned to the task and will see the message below and will receive an to confirm this. Page 19

21 Important note: By accepting this task in your portal you agree to provide services to Capita TI in accordance with our Terms and Conditions and are accepting the payment as shown in the Buyout offer. Bidding on delivery date If bidding on delivery date, use the calendar icon to select the date and time you guarantee you are able to deliver the task to Capita TI by. Bidding on price and delivery date You may also be invited to bid on both price and delivery date and time. 2. In the Comments box you can enter a message for the Project Manager if preferred. 3. When you have entered your bid, click the Bid button. The message below will now appear on screen and an automated will be sent to the Project Manager to inform them that your bid has been submitted. Page 20

22 Previous bids Once you have submitted a bid, the task will remain in the list displayed in the Available Tasks (Pool) tab and to help you assess your chance of being awarded the task you can see the number of total bids submitted. (You may need to refresh the page to see this). Pool application unsuccessful If a Project Manager does not approve your application for a task in the pool, the task will be removed from the Available Tasks (pool) tab. You will not receive an to notify you of this. On the Previous bids you will be able to see a list of all requests you have previously submitted a bid for. The status light on the right will indicate whether you won the bid, lost the bid or if the bid is still waiting to be accepted or declined. Bid won Bid in progress Bid lost Page 21

23 Invoices In order to receive payment for the services you provide to Capita TI you will need to create and submit an invoice via your portal in MultiTrans. The invoice will be calculated for you automatically based on the services you have accepted and completed. When you submit the invoice this is passed directly to our Finance department to process according to our payment policy. The Invoices module can be accessed using the Invoices button on the main screen of your portal. Within this area you can create invoices for requests you have completed, send these to Capita TI for payment and track the invoice status. Please refer to Invoicing and Payments through MultiTrans for more information about the Invoices module. Logging Out of MultiTrans To log out of your portal, click the Logout link at the top right of the screen. This is visible on all screens in MultiTrans Flow. Please note, when you log out of the Web Editor, this will not automatically log you out of your portal. Page 22