Wednesday, December 15, 2010

New Guided Tutorials for Online Translation Management

In order to support our growing user community in mastering the essential processes for successful management of a language services business with the Online Translation Manager (OTM), we are creating a series of guided tutorials in which common workflows are explained interactively, step by step in a test project using the software.

At the other end of the tutorial project correspondence is a “live” support staff member, so any difficulties or specific questions can be handled quickly and easily.

The first two tutorials cover quotation requests via the OTM web form and include file uploads, correspondence, quotation, project acceptance, assignment to a translator (the OTM user in the case of a freelancer or translating PM or another translator if the OTM user is an outsourcer), delivery of the finished project to the client, invoicing and closing the project with a request for feedback.

Other guided tutorials deal with project requests which arrive via e-mail with varying degrees of information. These tutorials are an excellent way for those who test OTM on a free 30 day trial to get up to speed quickly on critical processes.

Other important sources of information for learning to use are the webinars in German and English offered by, static web tutorials covering various aspects of use and the comprehensive context help in the program, with its innovative display technique that allows you continue to work alongside and benefit from the explanations. support staff are also available during CET business hours to answer questions by e-mail or telephone.

Thursday, October 14, 2010

OTM as a 'best practice' case study at "sosocon 2010"

"Shared knowledge. Better Business." - this is the motto of the European Software Solutions Conference ("sosocon"), which will take place in Hanover, from November 30 to December 2, 2010. On the first day of the conference, will present its SaaS solution OTM as a 'best practice' case study for smooth customer business processes.    more ...

Friday, October 8, 2010

_changelog OTM Update 3.1 – 2010-10-11

  1. Date formats in the project manager interface
    In the project management interface, dates are now always displayed in the ISO format, for example: 2010-09-27, possibly with time information added. The entry fields were adapted accordingly.
  2. E-mail threads repositioned
    In the project navigation menu, links to the e-mail threads were moved under >Project summary. The corresponding tabs are thus found at 
    >Project summary >E-mail (customer) and >Project summary >E-mail (resources).
  3. Revision of >Reports >Cash flow
    The data for receivables (invoices) and payables (remuneration) will be displayed graphically based on the projects entered; this will be seen by users with corresponding authorization.
  4. Address formats
    The address formats of many countries are unique. Depending on the country, individual elements like postal code, city, street address, etc. are arranged in different ways. OTM adapts to the relevant customs and provides international users with the accustomed formats in each case. All this is flexibly designed so that new information on formats for specific countries can be added and implemented in updates that follow.
  5. Knowledge base
    The knowledge base in the project management module has been expanded and currently contains the following elements: videos, Q&A, sample service pages for customers and resources, links to the OTM blog, change log and news.
  6. Accounting entry when invoices are sent by e-mail
    When an invoice is sent by e-mail, an entry is automatically made in the accounting module in the field for comments and status changes. This information indicates when and by whom the invoice was sent.
  7. Automatic assignment of projects to the sole project manager
    If there is only one project manager in the company, then new projects are automatically assigned to that person. The corresponding step in the project switchboard is no longer required.
  8. Transparent initial download of delivery files
    PMs can see under >Files >Job files whether a delivery file has been downloaded by the customer, more specifically by a contact person in the customer’s organization. (The person who first downloaded the file is indicated.)
  9. Removing the “new” label for files in the file repository
    Project managers can manually remove the “new” label for files in the repository. (It makes sense to do this if, for example, an administrator takes a project himself as a PM and has already seen the files.)
  10. Configurable defaults for sending e-mail notifications
    For a series of important e-mail messages to customers, the configuration can be set to send these messages or omit them by default. The project manager can change these settings in each individual project.
    The general defaults for all customers of the company are under >Administration >Preferences >E-mail options. In case other settings are to be applied to customers or individual contact persons, the appropriate changes can be made in >Customer administration >Preferences or >Customer administration >Customer contact persons.
  11. T&Cs in languages other than the project language
    The general terms and conditions of business for a company or agency are not always available in all languages used for handling projects. When a quotation is created, project managers have the option to attach T&Cs to the quotation even if the language of these terms differs from the project language.
    If T&Cs are available in several languages other than the project language, a corresponding selection can be made. For example, consider the case where the project language is Dutch, but the T&Cs are available only in English and German. The PM can choose to attach the terms and conditions in English or German to the quotation in Dutch.
  12. T&Cs can be viewed under >Team
    The currently valid general terms and conditions of business for customers and resources, if present, can be viewed under >Team in all the languages for which they are available.
  13. Language selection for e-mail when involving resources
    In >Administration >Resource management, when the invitation e-mail is sent, there is an option available to select the language for each individual mail.
  14. No VAT information from EU resources if they belong to a non-EU agency
    It is only required to enter VAT information for agency resources located in the EU if the agency is domiciled in the EU. 
  15. Information for freelancers when the delivery of result files is completed
    When the delivery is completed (the last outstanding result file is uploaded), resources with project-related remuneration receive extensive information regarding the creation of the payable voucher.
    This main purpose of this information is to increase the awareness that it is unnecessary and counterproductive to create documents for this purpose outside the system.
    The necessary data for a job are already present in OTM, and regardless of whether the credit note is generated by the agency or a resource invoice is created by the freelancer, the necessary document can be created quickly and cleanly in OTM.
  16. Configurable services in the quote request form
    The services listed on the quote request form can be selected under >Administration >Preferences >Project management settings. Services which are not selected (checkboxes not marked) do not appear on the quote request form.
  17. Include e-mail in the project documents as a PDF
    E-mail from customers can be converted directly into a PDF document within a project and then stored under >Project documents (in the project summary). This is useful, for example, if the customer has already placed an order in a simple e-mail message and is not to be requested to submit an order form. This type of order is then better compliant in some cases with the formal legal requirements for contractual relevance.
The next OTM update is scheduled for January 2011.

Tuesday, August 3, 2010

Version 3.0 of the Online Translation Manager (OTM®) sets new standards in online project management for language service providers

Berlin, August 3, 2010 –, the provider of unique solutions and quality management tools for the language industry, today announced the production release of its workflow solution OTM 3.0. The new version offers significantly expanded functions for the LSP online project management platform. CEO Ulrich Scheffler explained, “The new release enables our licensees to customize project communication with their customers individually in any language. We have also continued to optimize the business components of the software to offer users unobtrusive guidance for commercial correct processes. OTM is an all-round solution for language service providers and sets new standards for online project management with respect to functionality, transparency, security and availability.”

Along with the standard system languages English, Spanish and German, customer interface components for the OTM platform are now also available in Dutch and Portuguese. And the new OTM localization interface enables additional language localizations to be added quickly and easily.

The Online Translation Manager (OTM) directs and manages project processes for translations, editing, localization and desktop publishing. It is an expert software as a service (“SaaS”) system that is simple to operate and is available around the clock. All you need is an Internet connection.

OTM service starts at only € 29 per month. A free 30-day trial of OTM 3.0 with full functionality can be requested at the web site.

Wednesday, July 28, 2010

_changelog OTM Update 3.0 – 2010-08-02

  1. Online order
    Customers with service pages can place an order using an online form. The online form is converted automatically to a PDF file and added to the project documents. The PM gets a message under “Orders” that the order has been received (just like when a faxed order has been uploaded).
  2. Additional languages for communication with customers
    All communication with customers (e-mail and PDF documents) can now also take place in Dutch and Portuguese (BR). The customer user interface is also available in these languages.
  3. Back-end tools for adapting standard texts
    The following standard texts can now also be individually customized in the administration module:
    - e-mail to customers
    - texts in documents for customers (quotations, invoices, credit notes, etc.)
    - services offered
    - OTM web site navigation menu
  4. Resource service pages
    The color themes were upgraded.
  5. Various other minor improvements were implemented.
The next OTM update is scheduled for September/October 2010.

Friday, July 16, 2010

_changelog OTM Update 2.6 - 2010-07-16

  1. Partial invoices can now be created as postable documents in a project. They are taken into account on the final invoice.
  2. Customer credit notes (for example, a goodwill credit note) can be created for a project.
  3. A payment request can now be generated for a project. This is the commercially correct solution for customers subject to prepayment. A proper invoice can be generated after the prepayment is received or the project is concluded.
  4. Features 1, 2 and 3 can be tracked appropriately in the OTM bookkeeping module.
  5. Further improvements were made to the token editor for localization. This is not seen directly by licensees.
  6. Various other minor improvements were implemented.

The OTM 3.0 update is scheduled for August 2, 2010.

Tuesday, July 6, 2010

_changelog OTM Update 2.5 - 2010-07-05

  1. Services are configurable for agencies
    Administration > Agency > Core data > Projects
    The services offered by the agency can be selected here. Services which are not selected do not appear in the system’s list of services, for example on the quote request form.
  2. Bookkeeping
    If there are changes to the master data for the resource between the time a credit voucher is downloaded and the status is changed to “paid”, a warning will be shown next to the status selection box.
  3. Line item specific taxes
    Individual tax settings can now be defined for the line items of quotations and orders.
  4. Subtotal
    A subtotal can be inserted in the quotation after a line item:
    Quote > Line items > Edit line item > Quantification / Price > (checkbox selection)
  5. Exporting search results
    Part or all of the search results list for customers or resources can be exported in LDIF format.
  6. “Change password” for PMs in the project manager front end
    Project management interface > User preferences
  7. OTM basics / Q&A
    Linked via the PM front end
  8. New design for the customer front end
    The logout button was moved from the bottom left to the right top.

The next OTM update is scheduled for mid-July 2010.

Monday, May 3, 2010

_changelog OTM Update 2.0 - 2010-05-03

  1. A list of the terms for areas of specialization can also be displayed in Quote > Address and Quote > Line items > Areas of specialization.
  2. The inquiry form for project managers is now integrated into the PM-front end and is no longer a pop-up.
  3. Agency administration: Navigation menu has been revised, one (sub-) menu item per tab.
  4. Accounts payable vouchers: Agencies can specify in OTM whether resource invoices are to be created by the resources themselves, or whether credit notes are created by the agency (self-invoicing). Invoices from resources will have a document number issued by OTM. Resources can input additional invoice numbers in accordance with their own bookkeeping requirements.
  5. The input of taxes and of tax rates for accounts payable vouchers for domestic clients (agencies) is handled by the resources on their service pages.
  6. The CSV-exports of receivables (invoices) and payables (accounts payable vouchers) include the taxes and tax rates contained in the particular voucher (but not their specific amounts; these may have to be calculated individually from the gross amounts).
  7. Creditor numbers (specific to the agency) can be appended to resources, and debtor numbers can be appended to clients. These numbers also appear in the CSV-exports.
  8. A code is provided in Agency-Administration > CI > OTM-Website which permits the incorporation of the inquiry form into an existing agency web site using the
    <  iframe > tag.
Next update is scheduled for June/Juli 2010.

    Saturday, February 6, 2010

    Browser war finally ended

    For the benefit of our users we finally decided to pull Microsoft Internet Explorer® from the race. With the February OTM update, it will be no longer possible to login to OTM project manager's and administrator's modules with any IE version (see also post Oct. 2009).  
    Note: OTM service websites for resources and customers are NOT affected by this decision.

    The decision was made because MS IE is not conform to W3C's HTML and CSS standards. This causes tremendous extra time in programming, often resulting in unpleasant compromises.

    We recommend to install a W3C-conform, even securer and much faster browser like Mozilla Firefox (Version 3 +), Apple Safari (Version 4 +) or Google Chrome (Version 5 +).

    Of course, we´ll check MS IE9 in 2011 for compatibility issues :-)

    Monday, January 11, 2010

    OTM – Lift off

    Today, the OTM pilot phase started as scheduled. More than 50 pilots will successively lift off within the next weeks.