memoQ online project

1. Import documents in an online project:

   Choose Translations. In the Translations pane, drag documents on the list of documents.

To import a document with options: On the Online Project ribbon, click the Import label below the Import icon. From the menu, choose Import with options. An Open window appears. Choose the documents you need to import, then click Open. The Document import options window opens.

To learn more: See the Help page about Document import options.

To import an entire folder and its subfolders: On the Online Project ribbon, click the Import label below the Import icon. From the menu, choose Import folder structure. The Add folder structure window opens.

To learn more: See the Help page about Add folder structure.

memoQ will process the document on your computer. Then it will upload the documents to the memoQ server.

Automated tasks from template may run: If the project was created from a template, and some tasks were set to run automatically after a document is imported, they will run after the documents are uploaded to the server.

Content-connected project behave differently: You can't import documents in a content-connected project. Instead, memoQ server will take the documents automatically from a content source. In most cases, the content source is a folder on the server itself or on a remote server. New documents in the content source get imported automatically. Usually, memoQ server also runs an automatic analysis and pre-translation on the new documents. The project manager receives an alert (and, in most cases, an e-mail) that there is a new documents that needs attention. memoQ server will try to assign the document to a translator, but that isn't always successful. In those cases, you'll need to assign the document to a translator manually.

1. Assign documents to users:

   If the document was created from a template, some documents may be assigned automatically. In this case, you will see names in the Translator, Reviewer 1, or Reviewer 2 columns.

To assign documents to translators and reviewers: Select the documents you need to assign. On the Online Project Workflow ribbon, click Assign. The Assign selected documents to users window opens. You can assign users to the documents in all three roles. You can also set up FirstAccept or GroupSourcing. With FirstAccept or GroupSourcing, you don't have to know who exactly will translate which document up front. Either the first to accept will process the entire document, or several users will work on the same document at once.

To learn more: See the documentation for the Assign selected documents to users window.

After you make changes to the project, click the tick mark button at the top left. This will save the changes to the memoQ server.

1. Launch the project:

   You don't need to launch the project to make it available to translators and reviewers. When you assign a document, it immediately becomes available to the assigned users.

You need to launch the project to start sending notification e-mails to the participants. This is the easiest way of letting them know they have work to do in the project.

Check if the communication settings are as you want them.

On the Online Project Workflow ribbon, click the Launch Project. The Launch project window opens.

When you create an online project, you will be the only person who has the privilege to manage the project.

• To delegate or distribute this task, you can assign a second or a third project manager to the project.
• You can also add a terminologist to the project. They have access to all documents and all resources, and they can prepare the resources, so that the translatiors work at maximum efficiency.
• You can also lend licenses to the translators. They will receive a mobile license when they check out the project. The license will be automatically reclaimed when their task in the project is over - either when they deliver the last document, or when the deadline expires.

1. To set these up, choose People. The People pane appears.
2. To add users to the project, click Add User. The Add users to project window opens. Choose the users you need to add, then click OK.

   Always add users from Language Terminal if the project is connected: If the project is connected to Language Terminal, all the users you add to the project should come from Language Terminal. You need this to be able to see the availability of the participants, and the costs of their work. Look for users with these icons: or (When you first connect memoQ server to Language Terminal, you can match users from memoQ server to users in your organization's Language Terminal profile, so this is quite easily done.)

To learn more: See Help about the Add users to project window.

You don't need the People pane to add translators: Simply assign translators to documents - on the Translations pane. memoQ will automatically add them to the project.

After you add a user, you can make them a project manager, or a terminologist, or both. In addition, you can grant them licenses.

• To make a user project manager: Next to the user's name, check the check box in the Project manager column.
• To make user terminologist: Next to the user's name, check the check box in the Terminologist column.

  Normally, memoQ server lends a license to everyone. Translators receive a mobile translator pro license. Project managers receive a mobile project manager license.

However, memoQ server has a limited license pool. The number of available licenses depends on the number of licenses purchased by the owner of the server. If the pool of licenses runs out, users cannot receive any more licenses.

• To prevent memoQ server from lending a license to a translator: Next to the user's name, clear the check box in the License column.

  You can't take away the license from project managers.

  To learn more: See Help about the People pane.

memoQ server can receive projects from content management systems (CMS). When memoQ server receives a translation job, you can create an online project from it. Or, memoQ server can automatically create a project if it has a workflow that supports the connection and the same language combination.

When the CMS system sends a new translation job, you do not have to create a new project from it. Instead - if the language combination is the same as your project's - you can add the documents from the same translation job to an existing online project.

To do that, open the online project in the memoQ online project window. The Online project ribbon will have a new icon:

Click this icon. The Add CMS jobs to CMS project window opens. Select the jobs or documents you need to add to this project, and click Import. memoQ server will import the new content into the existing project.

To learn more: See Help about the Add CMS jobs to CMS project window.

If the project is connected to Language Terminal, you can check the availability of a translator or a reviewer - before you give them work in the project.

1. To assign documents to users, select the documents first. Then, on the Statistics/Preparation ribbon, click Assign. The Assign selected documents to users window opens.
2. In the Assign selected documents to users window, under Filter users, click View availability. The Availability calendar window opens.

   The availability calendar shows how busy each potential participant is. For each person, every day is marked with a color. Orange means that the person is fully booked for that day. Green means that the person is completely free. Part orange, part green means that the person is booked for some hours, but they also have free hours on that day.

3. To see what keeps a person occupied, point at a day with the mouse. In a tooltip, memoQ will show the projects that the person is working on.

   Some things you should know about this:

• Normally, the working day is 8 hours long. An internal vendor can set their own capacity, in working hours, on the Calendar page of their Language Terminal pages. (To do that, they need to log in to Language Terminal using their own user name and password. You cannot set the capacity of another person.)
• You see the availability of internal vendors only. (In the Merge users window, if you want to add memoQ server users as internal vendors, you need to click Create workers for selected users.) To see who is an internal vendor, visit the Logins and settings page of your organization's Language Terminal profile. (On the page, click the Users tab.)
• Language Terminal knows how much a translator and a reviewer can work in a day. (Here, a day means 8 working hours.) In the beginning, Language Terminal assumes that a translator can translate 2,500 weighted words (in the source text). To check this, visit the Default units page of your organization's Language Terminal profile.
• From the capacity (working hours per day), the throughput (number of words translated per 8 hours), the word count of the assigned documents, and the deadline, memoQ computes how much a translator or reviewer will be busy each day. memoQ calculates the number of hours the person needs to work each day. If they need to work more than their capacity, memoQ indicates the extra time by putting a red cap on the day. If you point at this cap with the mouse, memoQ shows how many extra hours that person needs to work that day to meet the deadline.
• memoQ does not use the user's availability when it calculates the deadline, and it does not give a warning when there are conflicting tasks. However, there will be red caps in this case. Based on the availability and the project's size, it is still the project manager's task to set realistic deadlines. If there are unrealistic deadlines, memoQ will show unrealistic figures in the Availability calendar window. Check for the red caps on each day.
4. Choose users for the documents. To do that, close the Availability calendar window, and return to the Assign selected documents to users window.

   After you assign users to the selected documents, you can check the costs.

5. In the memoQ online project window, choose Finances. The Finances pane appears.

   memoQ will calculate the cost of each task. memoQ will use the prices from the Pricing strategies page of your organization's Language Terminal profile. On this page, you can set up various pricing strategies for various tasks and language pairs. You can set up prices by word, weighted word, character, or by the hour. You can use fuzzy discounts. In addition, you can assign a pricing strategy to one vendor - or you can use it for any internal or external vendor. You can also add  a description to each pricing strategy.

   Prepare prices first: Before memoQ can calculate costs, you must prepare the pricing strategies on Language Terminal.

6. Based on the task, the language pair, and keywords from the description, memoQ will select the most suitable pricing strategy for each task and for each participant. memoQ will not select the lowest price. In the project, you can specify a keyword or two. If you do, memoQ will look for these in the descriptions of the pricing strategies, and use those prices where the descriptions contain these words.

You can add resources to an online project from the same server where the project is.

You cannot add resources from your own computer or from other memoQ servers.

To add a resource:

1. In the memoQ online project window, choose Translation memories, Term bases, LiveDocs, or Muses.
2. Find the resource you want to add to the project. Check its check box.

   To remove a resource: Clear its check box.

In multilingual projects, set up translation memories separately for each target language: Before you add a translation memory, choose a target language at the top right. (You see the drop-down box if the project has two or more target languages.)

Set working and master translation memories carefully, for each target language. A working translation memory is the one where translators confirm translations. On the other hand, a master translation memory is supposed to hold reviewed translations. The Confirm and update rows command writes the translations in the master translation memory.

To learn more: See the Help pages for the Translation memories, Term bases, LiveDocs, and Muses panes.

Before you launch an online project, make sure the communication settings are correct.

• memoQ server will send e-mails to translators when they can start working.
• Project managers will receive notifications of various events - when a document is delivered by a translator or a reviewer.
• Reviewers receive notifications when a document is delivered by a translator, so that they can start working on it.
• In addition, the participants of a project can communicate through chat and discussions.

  To set this up, choose Settings. In the Settings pane, click the Communication icon.

You can turn on chat and discussions when you create the project. If you haven't done this, but you want to allow the participants to communicate: Under Communication, check the Project participants can communicate when online check box.

You can fine-tune e-mail notifications by checking or clearing check boxes under E-mail notifications.

Make sure e-mailing is set up on the server: You need to set up e-mail on the memoQ server before it can send e-mails. To do that, open Server administrator. Choose Configuration and logging. In the Configuration and logging pane, click the E-mail settings tab. Enter the details of the e-mail server and the e-mail account, and make sure you test that it works. You may need to ask your systems operator for these details. To learn more, see Help about the Server Administrator.

As a project manager, you must keep an eye on the progress of projects that belong to you. One way to do this is to open the project in the memoQ online project window.

You have three choices:

• In the Translation pane, you can view the progress of each document separately - memoQ shows progress bars for this.
• To get an overview of the project progress, choose Overview. In the Overview pane, you'll receive alerts of events that you need to do something about - like a translator running late with their job, or there is a new document that hasn't been assigned to anyone.
• To see the progress of the project in numbers, choose Reports. In the Reports pane, under Progress, click Create new report now. The Create progress report window opens. Click OK. Under Progress, a new row appears for the report. In the new row, click show. The progress report expands, with a breakdown by segment statuses.

  To see a list of changes made to the project (and who made them when), as well as a list of notifications sent out by the memoQ server, choose History.

  To learn more: See the Help pages for the Overview, History, and Reports panes.

You can't edit or view documents in the memoQ online project window. If you double-click a document in the Translations pane, memoQ will offer to check out the project.

Before you can edit a document in an online project, you need to check out a local copy of it.

To check out and open a local copy of the project you are managing:

1. In the memoQ online project window, on the Online Project ribbon, click the bottom of the Check out local copy icon.
2. In the menu that appears, choose Check Out Local Copy.

   If you don't need to edit the local copy: In the menu below the Check out local copy icon, choose Check Out Read-Only Local Copy.

3. memoQ will create a local copy of the online project, and open it in Project home. The memoQ online project window remains open.

Project managers receive all documents: When a translator checks out an online project, they will get the documents they need to work on - and not the others. On the other hand, project managers always receive all documents for all target languages.

• If the project was checked out earlier, you can open the existing local copy: On the Online project ribbon, click Open local copy. memoQ will open the existing local copy, and synchronize it with the memoQ server. The earlier local copy will be updated with the current contents on the online copy from the server.  The memoQ online project window will close.
• If the project was checked out earlier, and the existing local copy is open: To return to the local copy, switch to the memoQ main window. (Use Alt+Tab, or click the memoQ icon on the Windows taskbar, and then choose the window you need.)

To see Help on each pane, click one of the links below:

• Overview
• Translations
• Finances (only if the project is connected to Language Terminal)
• People
• Packages (only in package-based online projects)
• Files
• LiveDocs
• Translation memories
• Term bases
• Muses
• Settings
• History
• Reports

When you make changes to an online project, the changes will happen on memoQ server, not on your computer. It is possible that several users make changes to the project at the same time.

Some changes are not saved automatically. When there are changes you need to save, the green tick mark icon at the top left will become orange:

To save changes to the online project, click this button.

To get the changes that others made to the online project, click this button:

Make sure you save your changes before you click this.