Assign documents to users

After you added users to your project, you can assign them to your documents.

How to begin

From the Translations pane, choose one or several documents, then click the Assign icon () from the Operations column.

The Assign selected documents to users dialog appears:

Choose the role in the project: Translator, Reviewer 1 or Reviewer 2.

If your documents are already assigned, check the Reassign already assigned documents check box to reassign your documents to a different user.

Click Next to continue. Click Cancel to abort the user assignment.

On the next page, select the assignment method for translators:

Choose the Assign directly radio button to assign a user directly to the selected role. This is the same as Distribute documents evenly in memoQ. Check the Use weighted word counts when needed check box. The weighted word counts can be used to calculate the distribution of documents between users, and when calculating deadlines from daily capacity. If you choose this option, then the next dialog is to review the distribution of this role (the work load you want to assign among the users).

Choose the FirstAccept radio button to assign several users to one user role. First Accept means first comes, first accepts.The user who accepts the job first, gets assigned. When you choose FirstAccept, you need to enter a Respond until, i.e. the response time whether a user must accept or decline the job. Choose an assignment method:

• This time: The current time on your computer is chosen. You can manually enter a response time.
• This number of working hours from now radio button: Select this option to count the work hours from now.
• Start of business in this number of weekdays radio button: Select this option to start counting from a specific weekday onwards.
• Monday start of business in this number of weeks radio button: Select this option to start counting on a Monday in a specific week that you indicate in the drop-down lists Translator, Reviewer 1 and Reviewer 2.

  Note: Hours are only calculated within workday.

  Note: The week of the project launch does not count when the deadline is calculated by weeks.

Note: When you set a number of days, then only weekdays (Monday to Friday) are calculated, day of project launch does not count.

Choose the GroupSourcing radio button to assign a document to several users at the same time. The document is not formally divided between users: they can translate whatever they want. The memoQ server manages the conflict prevention/resolution when multiple users translate the same segment.

Choose the Clear assignment radio button to remove the user selection for the document.

Click Next to continue. Click Cancel to abort the user assignment. Click Back to go back to the previous page.

On the third page of the wizard, select which users you wish to select from:

• All users from server: Choose this radio button to get a list of all users on the memoQ server (including Language Terminal users).
• Users with language pairs matching selected documents: Choose this radio button to only get a list of users that match the language pair of the selected documents that you wish to assign.
• Users assigned to the project from server: Choose this radio button to get a list of automatically assigned users to the project. This can happen through auto-assignment (configured in the project template).
• Users assigned to the project in the right role and language: Choose this radio button to get a list of users that are already assigned in the right role and language pair to your project.

  Enter a user name or group in the Filter by name field to filter the user and groups list for this name or group.

Click the Clear selection link to unselect all users at once.

Note: You cannot select a Subvendor.

Click Next to continue. Click Cancel to abort the user assignment. Click Back to go back to the previous page.

If you used the Assign directly radio button on the first page of the assignment wizard, and checked the Use weighted word count when needed check box, then memoQ tries to distribute the files evenly. The table presents a chart by target language and the calculated weighted word counts for each translator. Click Reshuffle to change the workload distribution.

Click Next to continue. Click Cancel to abort the user assignment. Click Back to go back to the previous page.

• This time: The current time on your computer is chosen. You can manually enter a response time.
• This number of working hours from now radio button: Select this option to count the work hours from now.
• Start of business in this number of weekdays radio button: Select this option to start counting from a specific weekday onwards.
• Monday start of business in this number of weeks radio button: Select this option to start counting on a Monday in a specific week that you indicate in the drop-down lists Translator, Reviewer 1 and Reviewer 2.

  Note: Hours are only calculated within workday.

  Note: The week of the project launch does not count when the deadline is calculated by weeks.

Note: When you set a number of days, then only weekdays (Monday to Friday) are calculated, day of project launch does not count.

If you choose the Calculate hours from daily capacity (words per day) radio button, you need to enter a number for what the translator is able to translate per day. For example 2500 words, but this depends on the subject.

The start time for the counting is:

• for the translator (first user): file assignment, i.e. when you click OK in the auto-assign dialog or when the automated task runs
• for the following users (reviewers): the deadline of the previous role (all these deadlines are filled in at the moment of the file assignment)

  Important: If you calculate deadlines the local time zone is used for your local projects, and the stored time zone for automated actions on the memoQ server.

Click Finish to finish the document assignment. Click Cancel to abort the user assignment. Click Back to go back to the previous page.

Important: Assigning the same user in different roles is possible. Click the Assign icon again, choose another role, assign the same user for example in the Translator and Reviewer 2 role. This might be handy when the translator translates, another person reviews and instead of returning the document to the translator, the reviewer delivers. The document goes to the Reviewer 2 role which is the same translator to implement the Reviewer 1 feedback.