Eaton Vendor Submission Manager (SM_PM) Quick Reference Guide. Pre-flight submission. Key Contacts and Links

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1 Key Contacts and Links GlobalLink Technical Support: GlobalLink Technology contacts: Natalia Fuentes and Mariann Morrell Project Director URL: GlobalLink Vendor SM Quick Reference Guide Eaton Vendor Submission Manager (SM_PM) Quick Reference Guide Eaton Landing Page: Pre-flight submission SM Users will access saved submissions via the On Hold folder. On the Submit tab, click on Edit Submission 1. Verify deadline is accurate. 2. Verify languages are correct. 3. Verify Workflow is correct. 4. Check/edit Instructions/Background as needed. 5. Check/Add References files. a) Drag & Drop or Browse to select file(s). Files can be added as reference for specific languages or all languages, as needed. 6. Click on the Batch link to open the Batch Preview dialog box. a) If needed, adjust due dates for specific phases/languages. Note: Phase dates cannot run over the global submission deadline. b) Download the source files to confirm the file format selected in Project Director is correct (see Important Notes on File Formats at the end of this guide). Examples: i. Excel file follows one of the templates, but some column/rows should be hidden in order to match the template, or it should be treated as non-parsable. ii. Word documents have track changes turned on and must be turned OFF. c) Add/replace files if needed and check the file format recognized is correct. d) Click on Save. Note: Leverage statistics will not show until the submission has been started. 7. Click on Select Vendor/Reviewer and ensure the correct vendors and reviewers were selected. If necessary, select the appropriate vendor/reviewer on the left pane and click the arrow to move them to the right hand side. Click on Apply and select the next language tab, if applicable. When you have reviewed all languages, click on OK. Note: This step can also be performed later via the Select Vendors button manage tab. on the 8. Project Director will prompt you to Save the submission and will ask if you would like to Start it. Click on Yes if the submission is ready to be started, No if you would like to return later for additional checks. Note: The prompts above correspond to the same actions as the buttons Start Submission and Save Submission, respectively.

2 Create Quote GlobalLink Vendor SM Quick Reference Guide Active folder Manage tab 1. Select Create Quote Job selection dialog appears. 2. Select language(s). 3. If multiple languages are available, check Auto-propagate Line Items so costs apply to all languages. 4. Click on Proceed. 5. Enter line item costs as required. 6. Click on Finish. 7. Confirm you want to finalize the quote. The submitter will be notified there is a quote ready for review and they will approve or reject. Note: Rates will be reflected by region of the project selected (US dollars, Euro and Yuan).

3 Claiming and Assigning Available Submissions 1. In the Project Director dashboard, navigate to the Available folder. 2. Select the submission you would like to claim by matching the Submission ID or Submission Name information provided in the notification to the submission in the Submission list. 3. In the translation tab, click Claim Translation. The Claim Translation dialog box appears. 4. Select the Languages and Batches to claim and click the relevant option: a) Claim: claim ownership of the submission and move it to the Active folder so it can be assigned to individual users. b) Claim Translation Offline: claim ownership of the submission and download it for distribution offline. 5. Switch to the Active folder and select PM Assign in the manage tab. The Jobs Selection dialog box appears. 6. Select the Batch and Languages to assign to vendor users (by default, all languages are included). Click Proceed. The PM Assign dialog box appears. 7. Assign a phase to a vendor user by clicking the appropriate phase tab, and select the file(s) to assign, using the check box next to the file name. Note: Select the check box next to the File Name column header to select all files on the current page. 8. Click the User Name cell and choose the user to work on the file. Click Apply. Note: If multiple files are selected, choosing a user for one of the selected files will automatically select that user for all selected files. 9. Repeat steps 7 and 8 on the different tabs of the PM Assign dialog box, which will vary depending on the workflow selected: translation, feedback implementation, QA, etc. Note: If files are being Claimed Offline but the linguist will be performing the feedback implementation directly, you should still select the users for the Feedback Implementation phase. 10. Click Finish. The individual vendor user assignments appear in the Preview panel (lower half of the screen). Note: To un-assign a user from a submission phase, repeat the steps above and assign a different user or assign the phase to yourself. A user may be assigned to several submission phases.

4 Uploading Files Claimed Offline 1. Select the submission for which you wish to upload files. 2. In your Active folder, go to the relevant phase tab: Translation or QA. 3. Click on. The Upload Submission dialog box opens. 4. Browse to the file location where the translated file is located. Note: The file name must match that of the file downloaded from Project Director. 5. Click on Upload. 6. Project Director will process your upload and will show a notification on the lower right-hand corner informing you of a successful upload. If applicable, the submission will move to the next phase of the workflow. Note: Project Director runs integrity checks at the time of upload and the notifications will contain information regarding the error(s) found, if any. Claim Phases This functionality has been made available to accommodate uses cases such as a workflow with multiple rounds of review, where one of the reviewers is unavailable or the client decides to proceed with only one round. The Vendor SM will be able to claim and directly complete that phase in order to move the submission along in the workflow.under normal circumstances, the Vendor SM user will never claim any phases rather the Vendor PM is in charge of claiming. Please use this functionality with caution. 1. Go to the Active Folder. 2. Go to the respective phase tab. 3. Select Claim (phase). 4. In the dialog box that opens, select the files and click Claim (or Claim phase). 5. In the next dialog box, click on Complete.

5 Setting Preferences (User Notifications) 1. Click on your user name (upper right hand corner) and select Preferences. 2. Use the General tab to change your password or modify default settings. 3. Under the Notifications tab, select which notifications you wish to receive via , Alerts and their Priority (double click on the triangle) and Bubbles. Important Notes on File Formats: 1. InDesign files: submitters are advised that versions 2015 and earlier are supported. Most importantly, only IDML files (not INDD) should be uploaded for translation. The remaining files in the package (fonts, links, etc.) should be added to the Reference folder of the submission. 2. MS Word documents: Track Changes must be turned OFF. 3. PowerPoint files: please note that Preview during translation/review is only available for PPT files. If the file uploaded is PPTX and the preview should be available, please save as PPT and replace the file during pre-flight or add/confirm there is a PDF provided as reference. Confirm with your submitter if notes should be included in the translation for PPT file submissions. By default notes are EXCLUDED from translation. 4. Excel: always ensure there is a copy of the Excel file in the Reference folder as well. There are 4 options configured for Eaton Excel files (rows/columns hidden in Excel are never parsed for translation): o Default Overwrite all: all content present in the file will be extracted for translation, and the source text will be overwritten by the target language. o Template A Source B Target C: the first row, as well as any hidden rows/columns are not extracted for translation. Only column B will be picked up, and the target will be placed on column C. o Template B Source G Target H: the first row, as well as any hidden rows/columns are not extracted for translation. Only column G will be picked up, and the target will be placed on column H. o Non-parsable: for Excel files that cannot be adapted to any of the templates. These files will not be parsed by Project Director and workflow phases will be handled offline PLEASE MAKE SURE TO SELECT THE NON-PARSABLE WORKFLOW.