OTM Feature: Job description templates

The new OTM feature "Job description templates" is very helpful if you manage projects with complex or numerous jobs.

In a project with numerous target languages, you can copy one job description text to all other jobs with just one click.

Any job description text can be saved as a template. Templates can be edited or deleted.
If you need a certain template, you can load it from the repository. Load a text from your stored templates or templates from co-workers in your company.

_changelog OTM Update 5.6 – 2012-04-12

NEW OTM FEATURE: CERTIFICATE OF TRANSLATION
The project manager or administrator can generate a certificate in OTM to attest to the quality and correctness of a translation. The issuer of the certificate is the respective agency. The recipient of the certificate is the particular end customer.





















The certificate text can be edited and can be changed under >Administration >Standard texts >Documents (PDF) below the invoices section.

 Files for which certificates are required must be marked in the project's file repository:

Generating the certificate is optional and only possible if the relevant project has at least one line item with a translation service. Only one certificate can be issued per project. In case of an error, a certificate can be re-issued.

The certificate for translations in a project is generated as a separate PDF document and saved in the project’s document repository. A certificate can be previewed before it is generated.

The certificate is produced at the same time as the final invoice if the option to create the certificate is checked. The certificate and invoice are generated as two separate documents and sent as two different e-mail attachments as required.

A standard e-mail text from >Administration >Standard texts >E-mails is used automatically if a certificate is created together with the invoice and the option to send by e-mail is marked.
The certificate will be printed on the agency’s letterhead.

Editable text sections

1. Certificate subject line
2. Certificate body text

Placeholders in the body text:
- the project number [% PROJECT_NUMBER %],
- the project description [% PROJECT_NAME %] (if there is one),
- the file names of translated file(s): [% PROJECT_CERTFILES %],
- the source and target language(s) [% PROJECT_LANGUAGES %]

Certificates can have two signatures

As a custom tag for signatures, you can use
a) both custom tags [% SIGNATURE_PM %] and [% SIGNATURE_SECOND %] together or individually or b) the combined tag [% BOTH_SIGNATURES_SIDEBYSIDE %].

New menu item

The signature files (file format: PNG or JPG) can be uploaded to OTM at >Administration >Corporate Identity >Signature files. The image is scaled automatically to a standard size and can be used at the desired position by setting a placeholder in the document. You can define whether the certificate should always bear the signature of a particular person (such as the managing director) or the signature of the respective project manager, or both.

The certificate is associated unambiguously with the project via the file name and can be downloaded from the project documents.

New Video Tutorial: Redirecting E-Mail Requests to OTM

Our new 100-second video tutorial shows how to redirect a quote request of an existing customer from your e-mail programm directly to your OTM account.

_changelog OTM Update 5.5 – 2012-03-01

OTM has been updated to Version 5.5.
New feature: "Job description templates" has been added.
For details, please click here .

_changelog OTM Update 5.1 – 2011-10-26

1) Customer e-mail wizard

The new e-mail wizard helps you organize multiple e-mail recipients on the side of the customer. The wizard is available everywhere e-mail is written to customers.

Any number of e-mail addresses can be set up for a customer and commented. The e-mail addresses of all contact persons for a customer can be imported with just a click.

The saved addresses can be inserted in the TO, CC or BCC field automatically or using a convenient selection dialog.

Moreover, general notes can be saved, which are displayed when writing e-mail to customers. This function is useful for showing notes which are not related to the e-mail configuration but which contain information to be considered in the relevant project.

The e-mail addresses and their settings are stored project specifically, i.e. changes in the settings of a project do not change the settings of existing projects. The last e-mail configuration in each case is used as a default for new projects of the customer.

An exception is when sending mail for invoices, partial invoices, payment requests and customer credit notes: the TO, CC and BCC fields must be filled in manually as required.

Here's an example of how it works:
The quotation is sent to the customer’s purchasing department. However, in the rest of the workflow, the original contact for the customer is responsible for matters. Moreover, one or more other persons are to receive CC or BCC copies of e-mail for the project. The invoice for the project is sent to the customer’s bookkeeping department.

2) Extended functionality of customer service pages
An administrator of customer service pages can archive projects of co-workers.

3) Bug fixes and a few improvements of details

OTM 5.0 – Changes for compliance with the EN 15038 standard

1. The sequence of services offered in the online request form now corresponds to the requirements of the EN 15038 standard.
   
2. “Proof correction” and “content correction” were added as new services under >Administration >Preferences >Project management settings.
   
3. If “professional translation” is selected as a service under >Administration >Preferences >Project management settings, a reminder is displayed that compliance with the EN 15038 standard requires that “complex review (source and target text)” be included as an option on the online request form.
   
4. No services are pre-selected in the online request form. (Previously, “professional translation” was selected by default.
   
5. Under >Administration >Standard texts >General terms and conditions for resources, for translators in particular a text passage must be added which obligates them to check their work in a second procedure prior to delivery. A note explains this.
   
6. A note regarding the requirements of the EN 15038 standard was added under >Administration >Standard texts >Service-specific text blocks.
   
7. All licensees intending to work in accordance with EN 15038 should ensure that “complex review (source and target text)” is marked under >Administration >Preferences >Project management settings if “professional translation” is offered. Even if no change is made, please click the “Save” button to ensure that the new sorting is applied to all relevant places in OTM.
   
8. Various minor improvements and bug fixes were made in the project management module.
   .