Assign tasks to another company

Task assignment to external companies | Smartcat Help Center Indeed, one of the most interesting Smartcat features is the means to assign a project or document to another company, which will allow working on a project as if it is their own. Arrangement of the client-vendor connection, use cases, and the features to take into account are going to be covered in this article. Forming a client-vendor connection There are two must-do conditions for forming a connection between corporate accounts in Smartcat:Both accounts have to be on the same server. At the moment, Smartcat has three servers, divided by region: USA (https://us.smartcat.com/), Europe (https://smartcat.com/), and Asia (https://ea.smartcat.com/). You can check out the server by the URL in the address bar of your browser. That said, if a client has an account on the European server, then you also need an account on the European server. The Smartcat support service will help you find out the solution and create an account on the client's server if your servers don't match. It's worth noting that your linguistic resources and team are unique for each server, so you will need to transfer them to a new account.A client must add a vendor account to the vendor list.In the Team section of any corporate account, there is the My Vendors tab where you can find a list of companies that have already been added as service suppliers as well as configure access rights for each. Adding a vendor will take a couple of clicks if both accounts are on the same server. By the way, clients that have added the vendor will be marked in the vendor's client list with the infinity sign. Assigning vendors to a project The assigning process doesn't differ much from assigning a linguist, though some distinctions listed below should be considered. A vendor may set a service and rate to facilitate the assignment for several stages on the client end making it a one-click task. In the example above, the vendor, TestAccount2, has the Translation and Editing service with the rate and language pair. That is, once the client confirms the assignment, TestAccount2 will be assigned straight to both stages of the project. A client can assign a vendor only to the whole document, so no document splitting is possible. A vendor's managers will not be able to edit segments until they assign at least one linguist to any stage. The segments will be locked.Managers can assign themselves if linguists have not confirmed the assignment yet in the case when some preliminary editing has to be done urgently.A client cannot cancel the assignment to a vendor as long as at least one linguist has been assigned on the vendor end.This means that the client needs to ask the vendor to remove all assignments first. It works this way  to avoid unexpected cancellations for the vendor's linguists all of a sudden  without understanding why the project is canceled— communication is everything. It is better to discuss the details of cancellation before it happens than not to do so.A vendor cannot assign a project or document to another vendor.The client-vendor connection is two-tier in the current implementation. Nevertheless, a client can assign multiple vendors to different documents or stages within a project. Working with an assigned project The substantial difference between projects assigned by a client is the option for both companies to connect their translation memories to the project and write the translation in them. However, the client may limit writing in translation for the vendor in the project settings. Another thing is that a client cannot see linguists that are working on the project from a vendor end. Authors of revisions are hidden too in the Editor. The project page on the vendor side is different from if the vendor created the project independently. Here the vendor may specify such parameters as the project cost, deadline, and whether the cost has been agreed or whether the project has been paid. The vendor can also attach a quote or invoice, which is available for download to the client in the Project Team tab. The project page on a vendor end. The Team tab on a client end. In all other aspects, working on assigned projects is similar to own projects where a company assigns only linguists.The client-vendor connection not only makes communications between companies in Smartcat easy but also the process of transferring files(literally in one click), monitoring progress, and using linguistic resources. The vendor's linguists will not see that the project is assigned by another company. That is, the vendor will be the linguists' client, so their names and contacts will be available only to the vendor, which sound fair. To sum it up, the client-vendor connection is a win-win for both — the client and the vendor. You're welcome to try it out and start embedding this Smartcat feature in your translation workflow right now.

Manage translations of non-CAT files

Managing non-CAT translations | Smartcat Help Center There are orders placed with pretty exotic file formats or non-text files that practically cannot be parsed by the system and opened in the Editor. The option to upload files without processing have cropped up exactly from such cases and for dealing with such files in a single loop with more common formats. Thus, it allows you to integrate work with non-text files into the general project management system and assign tasks, for example, translation of video and audio materials, to freelancers from the Smartcat Marketplace. The only thing left is to figure out how to work with such files in Smartcat. Uploading files into a project Almost all formats can get uploaded into Smartcat except for executable files from this list. You can also skip processing files in the text formats available for parsing if you click on the file icon on the first step of project creation and mark the Do not parse checkbox. If a project contains only files uploaded without parsing, the Statistics, Pretranslate, and Linguistic Assets tabs won't appear, at least until some text files get loaded and processed into that project. Estimating the amount of work Considering that Smartcat hasn't processed non-CAT files, it is required to estimate the amount of work on the assignments page. All workflow stages besides Source layout check and DTP are calculated in words while the layout stages in pages. The cost is the rate per unit for a service taken from a freelancer's profile. That said, a freelancer that has the rate of $0.5 per word for the Translation service with the amount of work as 100 words will receive $50. Indeed, the system won't analyze discounts for fuzzy and context matches since files aren't parsed. Assignment You can assign freelancers if they have a service in the profile that matches the project workflow stage. The team hasn't yet added workflow stages that support other types of units, such as minute, hour, or document. Therefore, when assigning a video or audio file, as a workaround, you have to set the estimate in words for calculating the cost. For example, if you've agreed in the Chat with a freelancer that the cost of Transcription will be $100, then set the freelancer's rate as $1 for Translation and the amount of work as 100 words before the assignment. The assignment process itself does not differ much from the standard one. Once assigned, a freelancer will be able to download the source file and upload the resulting file back to the system after completing the task in the original or another format. When you change the document status to Completed, the corresponding job will appear in the Payment section. It's not a big deal If a freelancer's uploaded an incorrect file by mistake, and the document is already completed since you can always restart the task and reassign it. Issuing a quote Another useful feature when working with non-CAT files in Smartcat is the option to calculate the quote and issue the invoice for a client. You can learn more about forming quotes and invoices in the Client Management section.

Perform layout checks

Layout checks for precision | Smartcat Help Center Sometimes when you upload a file to Smartcat, you may want to check it for proper formatting before proceeding to translation. Did you process the file with OCR and aren't sure about the results? Or maybe you want to make sure that the resulting file's formatting isn't all over the place? Whatever the reason is, adding the layout check as an additional step in the project will let you change the document layout after it's been uploaded to Smartcat. In fact, there are two options: the source layout check to be used before actually starting your work in the Editor, and the layout check/DTP for the resulting document. This workflow step is only available for company profiles. If you are a freelancer and need to check the layout of a document processed with OCR, here’s what you can do: Upload the file and process it with OCR.Download the resulting file, it will be in the .docx format. If there was no translation, it will just be the source text.Correct it if needed and upload it back to Smartcat. Source layout check As mentioned above, the source layout check often goes with OCR. Text extraction doesn't always work perfectly, so checking the document first can be a good idea, specifically for graphic file formats with poor image quality. You can add the layout check when creating a project, just like any other workflow step, although it belongs to its own "Pre-processing" category. The source layout check can be added after a project has been created, too, as long as the project still has the Created status. The source layout check can only be done before the work on other workflow stages, like translation, begins. Both an assignee and a manager can export the source document, check and correct it, and upload it back. Please note that Smartcat will not apply any of the linguistic assets (translation memories or machine translation) to the files selected for the layout check until the process is completed. Any statistics generated at that point will not include the word count from the files still at this stage. To conduct a source layout check, click Open and select the Source layout check option from the context menu. The Layout check page will appear. Here you can download the source document, then upload it back after checking and correcting it if needed. Once the layout check is finished, you will be able to apply linguistic resources to it and include it in the statistics. If you have used OCR, you can download the extracted.docx file, or use it as the resulting file for the layout check right away. Once you are sure that the file is good to go, click Complete task to finish the source layout check. If you find that there's something left to be done, you can restart the process as long as the work on the next stage hasn't started yet. Layout check/DTP This option is here to make sure that the final document looks just as good as the original. This is specifically relevant for optically recognized texts but can apply to other files as well. Sometimes the translated text is just longer or shorter than the source document, which can be a hurdle when working with complex files with many elements. Unlike the source layout check, the layout check/DTP can be added at any point in the project settings. To start the layout check/DTP, select the option in the context menu. Please note that it can only be done once all the previous tasks have been finished. For the layout check/DTP, both the source and the resulting files are available for check and comparison. Download the translation and the source file for further adjustment, upload the result of your work or click Deliver unchanged if everything is ok. As with the source layout check, you can restart the process even after clicking Complete task. How to assign the layout check The layout check assignments are similar to regular assignments but do have a few differences. As with the regular assignments, you can select a team member for the job on the Task assignment page. Your in-house team members will show up in the list of your team either way, but the freelancers from the Marketplace should have this particular service indicated in their profiles in order to be assigned. This can be done in the linguists' private profiles at your end (more on that here). To add this service, Click Add Service and select Other Choose Desktop publishing and set the rate, then click Save Back to assignments, and now the Marketplace freelancer shows up on the list as well. Once you've assigned a freelancer, you can set the estimate for their work in pages. This step can be skipped for the in-house members. And that's it for the assignments. Needless to say, you can also use our Marketplace to look for freelancers with a Desktop publishing service. That’s how you can easily include the layout check in your workflow. It’s worth trying out if you are working with graphic file formats or documents with complex structure and elements.

Use the Smartcat template engine

Template engine usage | Smartcat Help Center Using Smartcat Template Engine technology, you can create your own templates which the system will use for generating documentation. For example, you can create unique templates of invoices and quotes for this or that client. How it works Templates will be formed according to special markup elements and a data model that you set in the system for the corresponding type of documents. What is the data model? A data model is a set of fields containing information about model elements. For example, let's take a model based on which the system generates documents for work done. The model will have the following fields: Field nameDescriptionNameThe project namePriceThe cost of workWordsTranslated wordsDateDue dateExecutive.FirstNameA linguist's nameExecutive.LastNameA linguist's surnameExecutive.PriceA linguist's rate A template contains text and tags, which used specifically for displaying model elements. For getting the output from a model, use the following syntax <<[Field1]>>, where Field1 is the name of an element. The following example shows some information about a particular job : TemplateOutputProject: <<[Name]>>Deadline: <<[Date]>>Assignee: <<[Executive.FirstName + “ ” + Executive.LastName]>>Rate: <<[Executive.Price \* Words]>>Project: PRESS\_RELEASE\_APR2020Deadline: 02.04.2020Assignee: Oliver CrossRate: 0.44 Smartcat Template Engine allows performing arithmetic operations like Addition (+), Subtraction (-), Multiplication (\*), and Division (/) right within a template. You may use each operation for numeric values such as rates, words, etc. Other fields that contain string-type values can be operated upon via the operators too though in a different way, for example, FirstName and LastName form the full name as output by using the plus sign. Advanced features Loops The template engine also allows using loops, which is espeically good for forming an extensive list of data. The loop feature has the following form: <<foreach [item in Items]>><<[item]>><</foreach>> Where Items — an array, item — a single element of an array, аnd [item] — printing out an element. Loop examples Let's say the array Items contains string values item1, item2, and item3. The output of the template will look like the table below. TemplateOutput<<foreach [item in items]>><<[item]>><</foreach>>item1item2item3 Let's display the elements in the form of a numbered list: TemplateOutput1. <<foreach [item in items]>><<[item]>><</foreach>>item1item2item3 How loops help to output data Let's say we have the data model Contracts with a list of contracts. Each contract contains information about the price, client, and manager. Here are descriptions of the fields for the model: NameDescriptionClients.NameA client's company namePriceThe quote for a jobManagers.NameA manager's name The template for the model will be the following: ClientManagerPrice<<foreach [    c in Contracts]>><<[c.Clients.Name]>><<[c.Managers.Name]>><<[c.Price]>><</foreach>>Total:<<[Contracts.Sum(c => c.Price)]>> Possible output: ClientManagerPriceA CompanyJohn Smith1200000B Ltd.John Smith750000C & DJohn Smith350000E Corp.Tony Anderson650000F & PartnersTony Anderson550000G & Co.July James350000H GroupJuly James250000I & SonsJuly James100000J Ent.July James100000Total:4300000 Let's change a bit of the previous data model, so now we have a list of managers where each one leads a list of contracts, and each contract relates to a client. Template: Manager/ClientPrice<<foreach [    m in Managers]>><<[m.Name]>><<[m.Contracts.Sum(c => c.Price)]>><<foreach [    c in m.Contracts]>>  <<[c.Clients.Name]>><<[c.Price]>><</foreach>><</foreach>>Total:<<[Contracts.Sum(c => c.Price)]>> Output: Manager/ClientPriceJohn Smith2300000A Company1200000B Ltd.750000C & D350000Tony Anderson1200000E Corp.650000F & Partners550000July James800000G & Co.350000H Group250000I & Sons100000J Ent.100000Total:4300000 Let's form the client list for each manager now. Template: ManagerClients<<foreach [    m in Managers]>><<[m.Name]>><<foreach [    c in m.Contracts]>><<[c.Clients.Name]>><</foreach>><</foreach>> Output: ManagerClientsJohn SmithA CompanyB Ltd.C & DTony AndersonE Corp.F & PartnersJuly JamesG & Co.H GroupI & SonsJEnt. The template with the manager column can be set by using -greedy. Template: Managers<<foreach [m in ds.Managers]>><<[m.Name]>><</foreach -greedy>> Output: ManagersJohn SmithTony AndersonJuly James Conditional operators If you want the outout matchs speciffc conditions, the best way to do it is to use conditional operators. Conditional\_expression is a condition check returning either true or false. Let's say we have the data model Items with the following strings — item1, item2, and item3. The template below checks whether the elements of the array ([!items.Any()]) exist. If they do — the template will display the number of elements, otherwise, no items message will pop up. TemplateOutputYou have chosen <<if [!items.Any()]>>no items<<else>><<[items.Count()]>> item(s)<</if>>.You have chosen 3 item(s). The funcation IndexOf() marks even elements with yellow color: TemplateOutput<<foreach [item in items]>><<if [IndexOf() % 2 == 0]>><<[item]>><<else>><<[item]>><</if>><</foreach>>item1item2item3 Here we output elements of an array or No data in case no element exists. Tables and conditional operators Using conditional operators, it's possible to display some data or even apply styles to rows of a table depending on conditions. The rows in the table below colored according to a specific conditional expression. <<if ...>> ..................<<elseif ...>> ..................<<else>> ........................... <</if>> To showcase how it works, let's use the model Client with the following fields: NameDescriptionNameself-explanatoryCountryself-explanatoryLocalAddressself-explanatory The template below will output data related to all clients. New Zealand clients are marked with green color, and columns for such clients will be merged and contain only LocalAddress values. .........<<foreach [in clients]>><<if [Country == “New Zealand”]>><<[Name]>><<[LocalAddress]>><<else>><<[Name]>><<[Country]>><<[LocalAddress]>><><>......... Output: A CompanyAustralia219-241 Cleveland StSTRAWBERRY HILLS NSW 1427B Ltd.BrazilAvenida João Jorge, 112, ap. 31Vila IndustrialCampinas — SP13035-680C & DCanada101-3485 RUE DE LA MONTAGNEMONTRÉAL (QUÉBEC) H3G 2A6E Corp.445 Mount Eden RoadMount EdenAuckland 1024F & Partners20 Greens RoadTuahiwiKaiapoi 7691G & Co.GreeceKarkisias 6GR-111 42  ATHINAGRÉCEH GroupHungaryBudapestFiktív utca 82., IV. em./28.2806I & Sons43 Vogel StreetRoslynPalmerston North 4414 This template displays the No data message if no data is found. ClientCountryLocal Address<<if [!clients.Any()]>>No data<<else>><<foreach [in clients]>><<[Name]>><<[Country]>><<[LocalAddress]>><</foreach>><</if>> Output: ClientCountryLocal AddressNo data Template: TemplateOutputHeader<<if [false]>>Content to remove<</if>>FooterHeaderFooter Here we use -greedy : TemplateOutputHeader<<if [false]>>Content to remove<</if -greedy>>FooterHeaderFooter Auxiliary methods for arrays Smartcat Template Engine also allows working flexibly with arrays applying auxiliary methods. Let's say we have a data model containing the field persons, that is, the list of employees. The description of the data model Person : NameNameAgeSubordinatesSalary This template displays employees' names older than 50 years old: TemplateOutput<<foreach [person in persons.All(p => p.Age > 50)]>><<[person.Name]>><</foreach>>Joe BlackIvan LockJane Wood Now, let's get a total of employees' salaries: TemplateOutput<<[persons.Sum( p => p.Salary)]>>490000 In the table below, you may find the description of all available methods with the examples got from two arrays: persons and otherPersons. Both have information about the company's employees. MethodTemplateAll(Predicate)persons.All(p => p.Age < 50)Any()persons.Any()Average(Selector)persons.Average(p => p.Age)Concat(IEnumerable)persons.Concat(otherPersons)Contains(Object)persons.Contains(otherPersons.First())Count()persons.Count()Count(Predicate)persons.Count(p => p.Age > 30)Distinct()persons.Distinct()First()persons.First()First(Predicate)persons.First(p => p.Age > 30)FirstOrDefault()persons.FirstOrDefault()FirstOrDefault(Predicate)persons.FirstOrDefault(p => p.Age > 30)GroupBy(Selector)persons.GroupBy(p => p.Age) Orpersons.GroupBy(    p => new    {        Age = p.Age,        Count = p.Children.Count()    })Last()persons.Last()Last(Predicate)persons.Last(p => p.Age > 100)LastOrDefault()persons.LastOrDefault()LastOrDefault(Predicate)persons.LastOrDefault(p => p.Age > 100)Max(ComparableSelector)persons.Max(p => p.Age)Min(ComparableSelector)persons.Min(p => p.Age)OrderBy(ComparableSelector)persons.OrderBy(p => p.Age)Orpersons.OrderBy(p => p.Age)    .ThenByDescending(p => p.Name)Orpersons.OrderBy(p => p.Age)    .ThenByDescending(p => p.Name)    .ThenBy(p => p.Children.Count())OrderByDescending(ComparableSelector)persons.OrderByDescending(p => p.Age)Orpersons.OrderByDescending(p => p.Age)    .ThenByDescending(p => p.Name)Orpersons.OrderByDescending(p => p.Age)    .ThenByDescending(p => p.Name)    .ThenBy(p => p.Children.Count())Single()persons.Single()Single(Predicate)persons.Single(    p => p.Name == "John Smith")SingleOrDefault()persons.SingleOrDefault()SingleOrDefault(Predicate)persons.SingleOrDefault(    p => p.Name == "John Smith")Skip(int)persons.Skip(10)SkipWhile(Predicate)persons.SkipWhile(p => p.Age < 21)Sum(Selector)persons.Sum(p => p.Children.Count())Take(int)persons.Take(5)TakeWhile(Predicate)persons.TakeWhile(p => p.Age < 50)Union(IEnumerable)persons.Union(otherPersons)Where(Predicate)persons.Where(p => p.Age > 18) Appendix for developers Smartcat Template Engine uses the subset of C# syntax ( C# Language Specification 5.0 ) in templates. For all primitive data types, for example, strings, it's possible to employ BCL methods. The methods mentioned in the Auxiliary methods section are taken from LINQ.

Understanding word match levels in Smartcats CAT tool

Word match levels | Smartcat Help Center Learn the differences between word match levels in Smartcat's CAT tool, Smartcat Editor It can sometimes be confusing differentiating between the different level of word matches when using a computer-assisted-translation (CAT) tool like Smartcat Editor. In this article, let's look at these differences, explaining 100% matches compared to 101% and 102% matches, and also fuzzies and near matches. 100% and 101%/102%. What's the difference? 101/102% matches are called by different names, depending on the CAT tool. also referred to as context matches, perfect matches or ICE matches. When a segment is stored in a Smartcat translation memory, Smartcat stores not only the source and target text, but also the content of the previous and following source segment. For example, this is what you might see in the TM. <Previous Segment>  I live in a small village. <Source Segment> I have a small house. <Translated Segment> J'ai une petite maison. <Following Segment> It is blue. The translation is stored only for the segment that is being translated, but the other two segments are used to provide context. 100% matches explained If this same segment was encountered again, and neither of the two accompanying segments matched the TM-store, there would be a 100% match because only the text matches. 101% matches explained If in the next document, one of the context sentences was present, there would be a 101% match. 102% matches explained If both were present, it would be a 102% match. Having the context sentences match what is stored in the TM helps increase the certainty that the translation is a perfect match for new segment. In practice, 101/102% matches are often locked during pre-translation by project managers when the project is started because customers don't pay for these segments in most cases. Explaining nearly exact and fuzzy matches in Smartcat Let's look at the difference between nearly exact and fuzzy matches, as well as the different tiers of fuzzy matches. Nearly exact match (95%-99%)The source text in the segment is identical to the match, albeit with minor discrepancies in numbers, tags, punctuation marks, or spacing. In pre-translation, this represents a good match by default, though it can be customized. Fuzzy match (50%-94%)The source text closely resembles the source text in the match, yet some variations already exist in the text. When it comes to the required editing, three categories of fuzzy matches can be identified. High fuzzy (85-95%): For segments of average length or longer (typically 8-10 words or more), there is usually a discrepancy of just one word.Medium fuzzy (75-84%): In segments of average length or longer (8-10 words or more), typically there is a variation of two words.Low fuzzy (50%-74%): In segments of average length or longer (8-10 words or more), the difference encompasses more than two words. In pre-translation, the term "any match" encompasses all types of partial matches together, commencing at 50% by default, though this can also be adjusted to suit preferences.

Use the Client Portal

Utilizing the Client Portal | Smartcat Help Center When your clients reach the portal, they will see either a custom look (see example below), in case you have a subscription or a generic Smartcat portal page. The client can either log in if they have an existing portal account or create an account if they have never used the portal before, using the Log In or Create an Account options respectively. The Create an Account dialog asks for some contact information that will be stored in your account within the Client management section. Once an account has been created, the client can sign in easily. The client can then add text or files to be translated by clicking on the Add Files button or dragging and dropping files: It is now possible to add Google Suite files to be translated using the G Suite logo button. The portal will then ask the client to login into your Google account and you can then select documents from your folders: The client will be offered to choose languages for these files on the same page: And services related to these languages: Note: The languages, services, and prices are all reflected from the services that have been added to the corporate profile of the account. If you want your clients to see all the services that you provide, it is important to thoroughly fill out the service section of your profile. The same prices will also apply to all the clients if you haven't set otherwise in the Custom rates tab. It's also possible to set a rate per word as 0 or not set at all if you want a service to be free for a particular client. Once files, languages, and services have been selected and the Get a Quote button has been clicked on, the client is given an option to set a unique project name, select a TM from the ones associated with the client account and save the information by clicking on Add Details. Clicking on Skip this Part will accept the default settings. The project will be added to the list of projects in the Orders tab, and your project managers will receive a notification that a new project was created from the portal. Using the services information and the project statistics, Smartcat will calculate an estimate that will be displayed on the portal: The Project Manager in Smartcat can then see the project and the estimate on the project page as well as the approval status. The project manager can accept the estimate provided by Smartcat or edit it to add other tasks that could be performed outside the system like DTP, for example. If the PM chooses to edit the field a new dialog box will be displayed where the PM can change the cost, the currency and also upload a document to support the quote: The client can download the support file from the portal before proceeding with approval: If the Cost approval required option is checked, the client will need to approve the project before it can be started: After approval, the status changes to In progress and tasks can be assigned in Smartcat. And the client can track progress while the translation is ongoing. Even until the project is completed, the client can download the files - source and target. It is also possible to download a multilingual CSV file that can be used for review purposes: And the project is displayed in the Payments tab of the portal: Once payment is received or marked as paid, the status is changed to Paid. The client can pay an invoice via a bank card or PayPal (the Pay Now button) or by downloading the invoice and using the payment details within.

Import supplier jobs

Importing supplier jobs | Smartcat Help Center Add several jobs at once to Smartcat by importing them in an Excel file. Here we’ll explain how to prepare, save and upload such files.1. Navigate to Payments, select Supplier payments and click Add supplier job.  2. In the Bulk import multiple jobs section click Import.  3. Click Download to download the job register template. Then populate the template with the details of the completed tasks. For a comprehensive description of each field in the job register, go to the How to fill in your register correctly section below. 4. When the job register is completed and saved, click Choose File to select it for uploading. 5. If the date or decimal separator format is incorrect or invalid, click Back and correct the format. Click Next to continue reviewing the values. This window will also be displayed in the first step of the register upload if the system is unable to automatically parse the columns or the uploaded data format. 6. After uploading, you can still edit the register or fix any data entry errors by doing one of the following:Double-click on a cell to enter the correct value.Select a column to adjust from the drop-down list and enter the value to be applied to every row in that column. Note that a supplier name in this window may differ from the name that you entered in the register. This happens when a supplier is already registered in the Smartcat platform with this email address and the name has been taken from that account. In this case the supplier’s name is not editable.The job cost is calculated automatically by multiplying the rate per unit by the unit count. 7. Click Next to confirm that you would like to import the jobs. 8. When the jobs have been successfully imported, you can create an invoice for them and remit the payment by clicking Create invoice & pay. Alternatively, click Go to jobs to open the imported jobs and review them. How to fill in your register correctly Each row in the Excel spreadsheet listing jobs for payment must contain the following fields: Field nameDescriptionContact emailSupplier's email addressSupplierSupplier’s full nameServiceThe service provided by the supplier. Select the relevant option from the drop-down list.DescriptionAdditional details on the provided serviceSource languageThe job's source language. Select the relevant option from the drop-down list. Refer toLanguage pair selectionbelow for details.Target languageThe job's target language. Select the relevant option from the drop-down list. Refer toLanguage pair selectionbelow for details.Unit typeThe billable unit type. Select the relevant option from the drop-down list.Unit countThe amount of units in the job.Rate per unitThe unit rate represented in the service currency selected in the Currency field. For details, refer toRate-per-unit rangesbelow.Sum (formula)The total payable for the job. This value is automatically calculated by multiplying the Unit count by the Rate per unit.CurrencyThe currency in which the unit rate is represented. Select the relevant option from the drop-down list.Start dateThe date on which the job was started. Any date format is allowed, provided that it is used consistently across the CSV.Done dateThe date on which the job was completed. Any date format is allowed, provided that it is used consistently across the CSV.External IDThe ID assigned to the job in the client's system. This field is optional and should be populated only if applicable.Supplier typeSelect Freelancer or Company from the drop-down list. Refer to the section Supplier type selection below for details. Language pair selection The requirements regarding the language pair selection depend on the value specified in the Service field. If one of the following services is selected, provide both Source language and Target language, and make sure that they are not identical: TranslationCertified translationTranscreationGlossary managementSimultaneous interpretingConsecutive interpretingAudiovisual translationQuality assuranceTM managementCopywritingTranscriptionInterpretation servicesTranslation for subtitlingSubtitles translation For the following services, only the Target language attribute is mandatory. The Source language field can be left empty: EditingProofreadingMT post-editingEditing translation of subtitles For the following services, neither the Target language or the Source language is mandatory. Both fields can be left empty: TrainingProject managementDesktop publishingNotarizationLegalization/ApostilleOther services related to translation Rate-per-unit ranges When specifying the rate per unit, make sure to remain within the pre-defined ranges. The allowed minimum and maximum values represented in USD are listed below: UnitMinimumMaximumword0.00051page0.125250symbol0.000070.14hour11000minute0.0117document101000day limits101000month limits1008000 Supplier type selection When importing a job for payment, you need to indicate the payee type in the Supplier Type field. Two options are available: Freelancer or Company. If the field is not populated, the system assumes that the supplier type is FreelancerIf Company is selected as the supplier type, the payment will be remitted to the corporate account balance. The payee will be able to use these funds to pay other freelancers across the platform or request a cash out.If Freelancer is selected as the supplier type, the payment will be processed as specified in the payee's account details. 

Understand automated quality checks

Quality assurance for accurate translations | Smartcat Help Center Smartcat automatically checks translation and spots errors in spelling, punctuation, terminology, consistency and formatting. Detected errors are displayed in the Editor and are indicated with a warning sign. The full list of errors for a specific segment is available in the QA check section. Correcting errors You can correct detected errors yourself. After the text is changed and segment is confirmed the error disappears. You can also use system suggestions. The system underlines spelling errors in the translation. Right-click the underlined word to select a replacement, or add an exception to the spellcheck dictionary. You can add and remove exceptions using the button in the toolbar that opens the so-called custom dictionary. If you want to ignore the detected error, just confirm the segemnt and the warning sign will disappear. Note: There's an option to ignore a QA error (in the QA check section). It is only available to the project participants who have been assigned a translation task. Project managers cannot select that option. Tip: It is good practice for the translators to clear all the warnings in a file by either correcting the errors or ignoring false positives before they mark the task as done. Very often, the project manager does not speak the target language and will not be able to determine if warnings that have been left in the document are not real errors.

Understand project statistics

Project statistics | Smartcat Help Center Word count statistics is an oft-confusing topic as different CAT tools often have different approaches to calculating it. Let’s see how Smartcat handles this. Personal workspace statistics for own projects Word count statistics allow you to view the number of words and characters in the original text and estimate the amount of work required, taking into account repetitions and matches with the translation memory. To calculate and view statistics, go to the project page and open the Statistics tab. The calculation may take some time, depending on the number of documents, their volume, and the sizes of translation memories connected to the project. You can reconfigure the set of documents or translation memories used to calculate the statistics for projects you have created. You can download the statistics in the following formats:Trados XML — compatible with SDL TradosSmartcat XLSX — for MS Excel or any other spreadsheet software Clicking the Refresh button allows you to recalculate the statistics taking into account the current progress. (Technically, this will be due to the updated translation memory entries.) In this case, all the segments that have already been translated will be counted as 102% matches in the new “snapshot” as at a certain time and for the specified documents. Such an approach allows you to remember how many words there were in the very beginning before you started to work on the project. If you forgot to calculate statistics at the start, you can uncheck the translation memory that new entries were written to and refresh the statistics. Smartcat supports the following statistics:WordsAsian charactersPages, where 1 page = 250 words/Asian charactersCharacters with spacesCharacters without spaces For logographic languages, Smartcat indicates three columns instead of one:Asian charactersWords in alphabetic languagesWords & Asian characters combined Personal workspace statistics for assigned projects If you have been invited to a project via the Smartcat Marketplace, you will not see the entire statistics as per the previous section. Instead, you will see the summary calculation for all your assigned tasks and workflow stages, e.g. Translation. Here are things worth noted. My tasks column shows a preliminary calculation of the price & volume of assigned work. You can see how many total words were assigned, the number of repetitions, and, most importantly, the number of effective words. “Smartcat has helped us to achieve the consistency and scalability we were looking for. It’s been a game-changer for our team at expondo, and I would recommend it to any company looking to expand their global reach.” Julia Emge Head of Translations, Expondo Explore case study Effective words represent the number of words to be paid factored according to the customer’s settings of discounts for translation memory matches and repetitions. Completed words are words you actually translated or edited. Smartcat calculates completed words in real time, so you can always see how much you have earned. The Net rate scheme column shows the customer’s settings for discounts for repetitions and TM matches. The settings are different for different workflow stages, e.g. Translation. The TM match rate represents how similar a segment’s text is to the one stored in the translation memory. The minimum match threshold is 50%. Matches below this threshold are considered new segments. The final cost calculation may differ from the preliminary one, as Smartcat does not currently identify partial matches between segments that have not yet been recorded in the translation memory at the time of the preliminary cost calculation. It is important to remember that in Smartcat, the cost calculation is always based on the number of words or Asian characters in the source text, not the translation. Corporate workspace statistics In basic principles of building statistics in the corporate workspace are no different from those in the personal space. For each project, you can view the number of words or characters in documents and estimate the amount of work, taking into account repetitions and matches with the translation memory. The statistics shows data the total number of words, segments, pages, and characters, the number of unique segments and matches with the connected TMs, the number of repetitions inside each file, and cross-file repetitions. The corporate workspace provides more functionality and allows you to download statistics for each of the assigned contributors. The statistics report contains the amount of work assigned to and completed by each contributor. Statistics are downloaded in the XLSX format. A separate file is generated for each contributor. Each file contains data for a single language pair and a single task. If there are several stages or language pairs, a separate report is generated for each pair, i.e. each combination of a stage and a target language.Statistics per assignee are generated after the assignment. Even though such statistics cannot be recalculated manually, it changes automatically depending on the assignee's progress. You can also calculate the statistics using a different TM net rate, e.g. if you need to provide different pricing to your customer. You can set the TM net rate here.

Smartcat integration 101: Basic scenario for content exchange

Integration for content exchange | Smartcat Help Center Developer documentation has been migrated to the dedicated resource developers.smartcat.com. This page is deprecated but will temporarily remain available for your convenience. First of all, make sure you have read the Getting started guide (it’s short!) and chek out our educational video. Some terms to start with This scenario addresses two main entities: a project and a document. A project is where you store your files, define source and target languages (yes, we support multilingual projects), set deadlines, attach linguistic assets, and connect machine translation. A document is a file imported to Smartcat which can have import settings and one or more target languages. By default, an imported document has all target languages of the project. The document cannot have a deadline (but document assignments can). You can upload new documents to Smartcat or update existing ones. Each project and each document have unique identifiers. Create a project and import a document Let's start with the POST project/create method. Create a project with the most basic data: name and source/target languages. You can experiment with other parameters later. Please keep in mind that a parameter “assignToVendor” is required to request the method successfully. If you are testing the API in Swagger, do not include Content-Disposition, Content-Type, and Boundary to the body of your request. See our project/create example You can upload a document while creating a project using the documentProperties model. Alternatively, you can create an empty project and skip the documentProperties model. To import a file into an existing project, use the POST project/document method. Most parameters are optional for the basic scenario, so don’t dig deep in the beginning. See our project/document example Update a document If you have a newer document version (which is quite usual for a continuous scenario), you can update it in your project using the PUT document/update method and the document ID. The corresponding document will be overwritten in Smartcat. All translations that have already been done will be inserted in the new document through pretranslation. See our document/update example Calculate statistics In some cases, you will need to calculate how many words your document has and how many of them are translation memory matches. To do this, call GET project/{projectid}/statistics. See our project/{projectId}/statistics example Note that the statistics will be calculated for all documents in the project. If you need statistics for a specific document, use GET document/statistics. See our document/statistics example If you only need the overall word count, without translation memory matches, you can simply use the wordsCount parameter returned by the GET document method. See our document example Track translation status You can get information about your document at any time: progress for each workflow stage, task status, assignments, etc. To get this information for a specific document, use GET document with the corresponding document ID. The example would be the same as the one above. To get information about the progress and statuses of all your documents at once and the overall project status and progress, use GET project/{projectid} with the corresponding project ID. See our project/{projectId} example You can set up callbacks to track translation statuses. Export the translation To export a translated document, use a POST document/export request. This requests Smartcat to render the final document. For smaller documents, you’ll receive the task ID in the response. For larger ones, rendering the target file will take some time depending on the document size and server load. In this case, Smartcat will send you a callback with the task ID to /document/exportRequestCompleted once the exported document is ready. See our document/export example PS: The parameter “stageNumber” defines a number of a stage in your project workflow. For example, 1 is for “Translation” if it’s the first stage, 2 is for “Editing”, and so on. By the way, you can also export unfinished translations if you’re feeling impatient. Once you have the task ID, you can download the resulting file with GET document/export/{taskid}. See our document/export/{taskid} example

Submit an IRS form

Submission of IRS forms | Smartcat Help Center To comply with the U.S. Internal Revenue Service (IRS) rules governing information reporting and tax with holding on income received, Smartcat is required by law to obtain IRS forms from its users. Each year we send out notifications to those who need to provide us with an IRS form. If this applies to you, you will receive our request at the email address specified in your profile. We will ask you to fill in the form if you received payments reaching (or over) a total of $600 from Smartcat Platform Inc. during a calendar year. As a multinational company, Smartcat makes some payments from the US and some from the Netherlands, but this request relates to vendors who receive payments from our US legal entity. Note that if you are a non-U.S. resident or citizen, we need to have the respective tax form (W8-BEN or W-8BEN-E) as evidence that you are not subject to any deductions. How to submit an IRS form if you haven’t provided one to Smartcat before Follow these steps when you receive our request to submit a form: 1. Sign in to your Smartcat account with the email address we sent our request to. 2. Click My payouts, go to the Tax forms tab , and then click Set status and fill in the tax form button. 3. Set your status.Your form type will depend on whether you are a resident of the US or a resident of any other country.Choose whether you are an individual or a company if you are not a US resident. 4. Click Fill in Form when the button becomes active. It will also display the type of form you are about to fill in. 5. Fill in the information about yourself or your company depending on who was the beneficiary of the payments from Smartcat Platform Inc. Check the infotips in the form to make sure you understand what information is required. 6. Click Send Form. Your form should be in your account and available for downloading. How to check an IRS form if you already provided one to Smartcat in the past Follow these steps when you receive our request and have already submitted a form with us: 1. Sign in to your Smartcat account with the email address we sent our request to. 2. Go to My payouts and click on the Tax forms tab. You will find your previously submitted form there.Download a copy and make sure that all the information is correct and up to date. 3. If your form doesn’t require any changes, no other action is necessary. If you want to make changes, go on as described below. 4. If your residential status has not changed, click Fill in form opposite your current form. If your current residential status is different from the one previously provided, click Change residential or business status at the bottom of the page Your form type will depend on whether you are a resident of the US or a resident of any other country.Choose whether you are an individual or a company if you are not a US resident. 5. Click Fill in Form when the button becomes active. It will also display the type of form you are about to fill in. 6. Fill in the information about yourself or your company depending on who was the beneficiary of the payments from Smartcat Platform Inc. Check the infotips in the form to make sure you understand what information is required. 7. Click Send form. Your form should be in your account and available for downloading. How to get a 1099 form from Smartcat Smartcat will provide you with the 1099 form if you meet requirements below:you are a US citizen or residentyou received $600 or more from Smartcat Platform Inc. in a given calendar yearyou submitted a W-9 form Note that it can take one month or more, after a given calendar year, for the form to be processed and available in your account. You will find your 1099 form in your Smartcat account: My payouts -> Tax forms - > Year-end forms -> Download. Smartcat will file your 1099 form with the IRS as well by the required due date. FAQ I'm not the US citizen / legal entity. Why do I have to still fill in the form? Note that if you are a non-U.S. resident or citizen, we need to have the respective tax form (W8-BEN from individuals or W-8BEN-E from legal entities) as evidence that you are not subject to any deductions. I already have an IRS form and don’t want to fill in another one in Smartcat. Can I just attach my own form? Even if you have prepared a form outside of Smartcat, you still need to fill in and submit a form in your Smartcat account. We are obliged to receive the details via the online form to ensure data security and that it is processed correctly. If I want to make changes to a form that I have already submitted, a new form with a new submission date is created instead. Is that correct? Yes, if you submit a form and then decide to change it, a new form with a new date will be created. Do I have to submit a form for Smartcat Platform Inc. if I worked on a project for another client? We work under a subcontracting scheme which means that freelancers provide translation and related services to Smartcat and Smartcat provides translation and related services to the Client who assigns Service Tasks to freelancers. Smartcat pays the freelancers for such Service Tasks. For more information, please see the agreement you entered upon registration - https://www.smartcat.com/supplier-agreement/.You do not need to provide the form to the client you worked with but to Smartcat instead. I didn’t work with Smartcat during a calendar year but still received a request to fill in the form. Why? Only the date of payment is taken into account to determine whether you need to submit a form. This means that you may have worked with Smartcat before the relevant calendar year but received the payment within this calendar year. We still have to request a form in these cases. I haven’t received a request from you but still want to submit a form. Can I do this? There is no tab for this in my account. You are not obliged to provide the form if you don’t meet the requirements and there is no request from Smartcat. We will keep the track of your payments from Smartcat Platform Inc. As soon as the form is required, we will notify you and add the Tax form tab to your Smartcat account. I’m sending you sensitive information about myself. How can I be sure that my data is safe? We process all forms on the Platform via our provider Nextforms. All data is transferred via an encrypted connection and encrypted to ensure that it is stored safely. Our provider performs quarterly security reviews using the OWASP Top 10 principles. W-9 form submission tips Read all infotips in the form to make sure you understand what information is required.If you get a message about an invalid address, this means that the system was not able to identify your full address. Please manually enter your full address and fill in all address fields.If your address is not recognized correctly, click Manually enter full address and enter the correct information. W-8BEN form submission tips Read all infotips in the form to make sure you understand what information is required. Tax ID type:You must provide an official tax ID given to you by your country.You may only choose Not legally required if there is no tax identification number system in your country. W-8BEN-E form submission tips Read all infotips in the form to make sure you understand what information is required. Tax ID type:You must provide the tax ID (U.S. taxpayer identification number or GIIN or Foreign tax ID number) given to your company by your country.You may only choose Not legally required if there is no tax identification number system in your country.Filling in Chapter 4 status is compulsory. Common statuses are «Active NFFE» or «Passive NFFE» NFFE- Non-Financial Foreign Entities.If you choose Active NFFE, you should also check the “I certify that” box in the relevant section.If you choose Passive NFFE, you should also check the “I certify that the entity identified in Part I is a foreign entity that is not a financial institution” box in the relevant section.If you choose Passive NFFE, you should also check the “I further certify that the entity identified inPart I has no substantial U.S. owners” box or “I further certify that the entity identified in Part I has provided the name, address, and TIN of each substantial U.S. owner” box in the relevant section.

Archive projects manually

Manually archiving projects | Smartcat Help Center What is an archived project? An archived project is a project that is moved from the “Projects” tab to the “Archived” tab. Depending on your subscription, archived projects may be completely or partially unavailable. How long before a project is archived? 45 days after the last activity in the project. How do I retrieve information from an archived project? If you upgrade to a subscription, you’ll be able to retrieve source, target, and TMX files from an archived project. Simply click on the folder icon to expand the project’s file list and click on the arrow next to the “Download” button. In the drop-down menu that appears, select what file type you want to download. Note that you can download only one file type at a time. To download files of other types, repeat the process. You can download the following file types:Source files. Listed as “Original file”.Bilingual files in TMX format. Listed as “TMX”.Target files. Listed as “Resulting file”. Note that only users with a paid subscription can download files from archived projects. If I upgrade to a subscription, will I be able to access my archived projects? You will be able to completely disable project archiving or set a custom period for this action. Also, you will be able to download source documents, TMX files, and translations from any project archived in the previous 9 months.

Customize your branded Client Portal

Customizing Client Portal | Smartcat Help Center If you have purchased a subscription, you will have the option to customize the design of the portal. The standard Smartcat portal looks like the screenshot below: On the other hand, it is possible to customize the portal using your logo, colors, and fonts to match the overall look of your corporate site. For example: Your customer success representative can provide you with a list of the information that we need to complete the customization process. Here are some details that we will need for your branded portal:The primary URL to your company website. Example: http://www.mycompany.comThe domain (a subdomain of the primary domain used for your website) you would like to use for the portal. Example: orders.mycompany.comContact information like phone and emailColors you want to use for the portal, literary every button can be colored according to your wish, by using the HEX colors values (Example: #C71585). You can use a tool like https://www.colorcodepicker.com/ to get Hex values if you do this for the first timeYou’ll also have to set up a CNAME record on your DNS server for the portal domain. We will help you if you don't know how :)Some other details like links to your ToU and Privacy Policy if exist or a deadline calculation formula

Assignments configuration overview and how-to guide

Assignments configuration overview and how-to guide Assignments Configuration is designed to simplify project management, reduce manual effort, and enhance the overall efficiency of your workflow. Assignments Configuration is designed to simplify project management, reduce manual effort, and enhance the overall efficiency of your workflow. Here’s a breakdown of the key functionalities that this feature offers: Project Auto-launch: This feature allows you to trigger assignments automatically whenever new scope is added to a project. AI Assignments: Our AI-driven assignments automatically place translation tasks with marketplace freelancers based on machine learning suggestions. This saves you time and also ensures you get the best-suited talent for your project. Revamped Assignment Templates (Now - Template Assignments): We’ve completely reimagined the assignment template user flow, making it more intuitive and user-friendly. Creating assignment templates has never been easier. Project Templates Integration: This integration allows you to launch assignments at the beginning of a project, considering preselected assignment settings and sources. It streamlines the project setup process and ensures consistency. How It Works Our new feature is seamlessly integrated into your workflow. Users can access it by clicking on the “Assignment Configuration” button, which opens a side panel containing assignment sources. Within this side panel, you’ll find a convenient tile with assignment sources. Users can toggle between AI assignments and Template assignments, but only one source can be selected at a time. Please note that some options are bound to specific subscription tiers, so be sure to check the availability conditions for your plan. AI Assignments AI assignment selects a suitable supplier for each task based on overall supplier performance and their experience with similar translation tasks. If the selected supplier declines the invitation or fails to accept it within 24 hours, the invitation is automatically sent to the next 10 best suppliers for each task in the project. After an assignment is fulfilled, AI assignment calculates the task’s deadline and populates it automatically, reducing manual effort. Template Assignments Users now gain more visibility and control over the assignment configuration process. The most notable change is the ability to create a hierarchical structure of assignment templates from the assignment templates configuration UI. The new user interface provides comprehensive insights into Assignment Templates contents, including translators / language service providers, tasks coverage, and a flexible HUD. Project Auto-launch Whenever the new scope (files, segments) is added to a project, new task assignments are dispatched.Auto-launch could work with both AI and Template assignment sources: just select a preferable source from the side panel.You can toggle between different assignment sources at any time: the system will prompt you with a confirmation pop-up for changes to the assignment source during the automation runtime.

How to use Smartcat Translation Memory Editor

How to use Smartcat Translation Editor to edit translation memory units In this help center article, we will tell you about how to use the Smartcat Translation Memory Editor. Why is the Translation Memory Editor useful to corporate teams? Smartcat Translation Memory Editor (TM Editor) offers substantial added value to enterprise teams by providing them with precise control and customization over their translation memory units. A translation memory unit consists of sections of words and phrases saved in your translation memory. With granular editing capabilities, users can effortlessly modify translation units either individually or in bulk, ensuring accuracy and consistency across projects. Moreover, the extensive search and filtering options empower teams to efficiently locate and manage translation memory units tailored to their specific needs. This heightened level of control not only streamlines translation workflows but also enhances overall translation quality, making the Translation Memory Editor an indispensable tool for enterprise localization efforts. How to access Translation Memory Editor To access TM Editor: 1. Log in to your Smartcat account. 2. Navigate to the "Linguistic Assets" section from your homepage. 3. Select "Translation Memory Editor." Translation Memory Editor Overview Once you're in Translation Memory Editor, you'll notice a user-friendly interface divided into several key areas: 1. Search Bar: This allows you to search within the source or target language or search through the entire translation memory unit. In the search bar at the top of the page, type the term or phrase that you want to search for.Press Enter or click on the magnifying glass icon to initiate the search. 2. Translation Memory unit table: You can access and manage all your translation memories from this section. Each translation memory unit is listed with its name, source language, target language, creation date, and creator. 3. Filter menu: Here, you can apply filters to refine your search results. Filters include memory unit filters and translation memory filters, allowing you to search by source language, target language, creator, and custom fields. Note the difference between memory unit filters and translation memory filters. Memory unit filters apply to individual units, while translation memory filters relates to the entire translation memory. How to filter memory units To filter memory units, click on the filter icon next to the search bar.Choose the desired filter criteria such as target language, creator, or custom fields from the dropdown menu.Apply the selected filter criteria to narrow down the search results. With bulk operations, i.e. selecting and making changes to more than one unit at a time, up to all units, filter are applied they only applied to selected units within filtered set of units. How to filter translation memories To filter by translation memories, click on the filter icon next to the search bar.Scroll down to where it says Translation Memory filtersChoose the desired filter criteria such as translation memory name, target language, creator, or custom fields from the dropdown menu.Apply the selected filter criteria to narrow down the search results. How to edit TM units You can edit individual translation memory units by modifying the source text and target text. Simply click on the unit or the pencil symbol.Make your edits.Save by clicking on the checkbox. How to edit TM unit metadata You can also view and edit translation memory unit metadata by first clicking on the i icon under Actions. You can modify metadata fields such as quality for individual translation memory units. You can also edit metadata in bulk by selecting multiple units and apply changes collectively. How to bulk edit translation memory units Translation Memory Editor also enables bulk editing, where you can edit multiple units simultaneously. This feature is particularly useful for making uniform changes across multiple units. At the moment, you can bulk-edit units in two ways: The language quality levelSpecific words, terms, or phrases using the Find and Replace feature How to use the Find and Replace feature You can easily locate specific terms or phrases within your translation memory units and replace them with alternative text. First, search/find terms in the source language (original language), target language (language for translation), or both.To replace specific terms or phrases within translation memory units, click on the "Replace" option.Enter the term you want to replace and the replacement term in the respective fields.Choose whether to replace all occurrences or only those within selected units.

Order Management Solution: Smartcat’s New Branded Custom Portal

Order Management Solution: Smartcat’s New Branded Custom Portal Order Management Solution is the new and improved Smartcat portal tool, now available for all Enterprise clients. It enables you to create multiple workspaces within your organization, customize workspace appearance, and set up service templates for translation requests. For instance, Company ABC has several departments that require translations. Company ABC can create separate workspaces for each specific department, set up a template for translation requests – with predefined parameters such as languages, project properties, etc. – and add users to the workspaces. Watch the demo below to get a walkthrough of the new custom portal! For more information about the Order Management Solution and how it works for a client and its users, you can refer to the guides below:

Create a project

Create a project Gain a better understanding of how to enter project data and improve your project planning skills. Starting a new translation project in Smartcat is quick and easy. In this article, learn how to start a new project correctly and optimally for workflow efficiency. To begin a new translation task, click Create project on your homepage. Next, fill in the details on the new window that opens, as shown below. 4 best practices to ensure optimal Smartcat project creation Follow these top tips to start your new translation project in the best possible way. Complete all informationEnsure that the project name contains all the information needed to find it in your projects list. Establish a deadlineEnter the project deadline to use it as a filter in the future. Indicate all your target languagesSelect all the target languages you need for your project at once to avoid creating duplicate projects. Input client/department and subject. Then, enter the client/department and subject information for easier filtering. Once done, the next step is to select the project workflow. Step 2: Selecting project workflow Selecting the workflow is a crucial step in creating a custom project. The workflow specifies how many stages your project has and what parties are involved. There are four preset workflow templates in Smartcat. Automatic translation -> Post editing. The most popular flow lets you save time and money by combining AI translation and human skill. The files you’ll upload will first be translated by one of the Smartcat machine translation engines. Then you’ll get an opportunity to polish the results yourself, ask your teammates for help, or hire a professional linguist from the Smartcat Marketplace. Translation. This flow lets you skip automated translation and fully rely on human expertise, be it your teammate or a third-party translator. This flow comes in handy when you want to use Smartcat as a hub for your projects and reserve the opportunity to add extra steps. Translation -> Editing. Another flow that involves human professionals only. Opt for it if you enjoy using Smartcat to track all your project revisions. Translation -> Editing -> Proofreading. Last but not least, the flow doesn’t include automated translation. This one fits best for content that requires both proofreading and editing to ensure the highest quality. Apart from using predefined templates, you can create your own.  Click Add custom template in the project creation wizard. Alternatively, you can tick the Custom box. Enter the template name and select the workflow stages from the drop-down menu. Add the template description if needed. Click Add template. Select the template from the carousel menu on the project creation wizard. Proceed to adjust project pretranslation rules. Step 3: Setting up pretranslation At this step, you can add translation memories and glossaries to your project and instruct Smartcat how to deal with TM matches and repetitions. To add a Translation Memory to your project, refer to this article. To add a Glossary to your project, refer to this article. Pretranslation rules allow the system to insert TM matches and machine translation into the target text before the work even starts. This significantly speeds up the translation process. Adding pretranslation rules Open the Pretranslation tab. Adjust the settings for translation memories. Select which TM you want to use from the ones you have enabled on the project. In the Minimum match percentage field, specify the minimum match percentage for a segment in the document and the translation memory at which the system must insert a translation from the TM. You can also specify the Minimum segment count (in words) so the matches must be inserted based on the segment length. This can be useful to eliminate the risk of inserting improper wording. In the Minimum segment quality, you can select to use only reviewed segments to avoid inserting unedited translations. Finally, in the Confirm segments field, specify if the system should confirm the inserted translations and at a specific stage. Select when to confirm automatically translated segments: at the translation stage or during post-editing. Click Add Rule and adjust the settings for numbers. If the source text contains a lot of numbers, click Source (Numbers Only) so that all the segments containing only numbers will be copied to the translation. Decimal and thousand separators, in this case, will be converted to match the standards of the target language, at least in most cases. The rule for inserting numbers is always the first to execute. Note that the rule for inserting numbers is executed first Click Save & Run.  The pretranslation rules will be applied to all existing and future documents within a project — so you don’t need to configure them for individual documents. Proceed to uploading files. Pro tips: If you are sure of the quality of the translations in the applied TM and have set the minimum match percentage at 100%, you can specify that the system must confirm at the translation stage for such matches and have the editor review such segments. If you have doubts about the quality of the TM units or have set the match threshold below 100%, you should not specify automatic confirmation of such matches since there might be segments that require reviewing at the first stage. In this case, matches will be inserted, but the translator will check them, making corrections if necessary, and then manually confirming them. In cases where you have context matches (101% and above), you could even confirm segments for all the stages of your workflow. You can set up separate rules for each TM in a project (if there is more than one). The rules are executed one after the other; therefore, you should set the most reliable translation memory first. You can set more than one rule for each TM: for example, you can have Smartcat first insert 100% matches and confirm them, and then insert matches that are 75% and up, but without confirmation. Step 4: Uploading project files To upload files for translation, select accordingly on the project page. Drag the files that must be translated onto the screen (or hit Select to locate the files on your computer).To add more files, click Add. To remove some of the files you added, click on the bin icon. Adjust the parsing settings for your files using the right-hand menu. Note that the parsing settings vary depending on the file format. Learn more. Switch to the Update translation tab to upload bilingual XLIFF files.Switch to the Add reference files tab to upload references for your translators, designers, etc. Click Finish. Your project is set up! To change project settings, proceed to Step 5. To start assigning tasks to your collaborators, proceed to Step 6. Step 5: Customizing project settings Once the project has been created, you will be taken to the project page. From there, you can get to the Settings tab and make some changes that will affect the project. This also gives you an opportunity to correct some settings that might have been incorrectly adjusted during project creation. Changing previously made settings Click on the gear icon shown above and change the project data or workflow steps in the form that opens. If you plan to invite collaborators to work on the project, it would be reasonable to adjust their permissions. Select Assignee settings to allow or forbid various activities at each stage of the project workflow. Changing repetition settings Documents may contain segments repeated multiple times throughout the entire project. With Smartcat, you can only translate and confirm the segment once, while all its repetitions will be automatically filled in. To enable auto-propagation and confirmation of the repeated segments, select Repetitions as shown above. Adjust the settings in the menu that opens. Allow auto-propagation. This is the master switch that will tell Smartcat to look for and fill in the repetitions throughout the entire project. Force for the entire project. This setting will make assignees comply with the rules set up by the project manager. Propagate to segments with different case. If two segments have identical content but different case, Smartcat will propagate the text to such segments regardless of their case in either of the two scenarios: Use the original case — the current segment's case will be saved.ORUse the match case — the current segment's case will be changed to match the first confirmed segment. Propagate to confirmed segments. When enabled, this setting will overwrite all previously confirmed segments with the segment being confirmed the last. Confirm auto-propagated segments. Once auto-propagated, the segments will be automatically confirmed. Step 6: Assign tasks to your team with ease If you want to assign tasks to either internal team members or external collaborators for a translation project, there are two ways to do so. Assign tasks from the Project Overview tab Here, you can view the list of linguists that Smartcat’s AI matching engine has selected for each task and language pair. The linguists are ranked in descending order based on their suitability, which is determined by their language pairs, fields of expertise, and previous similar assignments. This list also includes their per-word monetary rate, quality ratings, recent clients, number of projects completed, and total words translated. Additionally, Smartcat provides a link to reviews of the supplier's performance. To learn more about a specific candidate, click on their profile and select Show full info. To add a selected freelancer to your project, use the Invite button. Assign tasks from the Tasks tab. To invite suppliers for a particular task, click on the Invite button next to the task. Smartcat sends an invitation to the single most suitable supplier that the platform’s AI matching engine selects based on your specific project requirements. FAQ If you are assigned a job as a linguist from Smartcat Marketplace, can you still pre-translate the files using machine translation? If a project is assigned to another language service provider as a linguist, the original account will assign resources such as translation memory and glossaries to the project.If a machine translation option was not previously selected, the vendor who has been assigned the project can still choose a machine translation engine for the project and pre-translate the document.

Receive and evaluate tasks as a freelancer in Smartcat

Freelancer task evaluation | Smartcat Help Center When a translator receives an invitation to a project, they have the option to accept or decline the project, but in order to make that decision, they might need to get more information especially if it comes from an LSP that they have not work with before. When a task is assigned, an email will be sent to the assignees. The email will look like the following screenshot: The email contains some information like the number of words that could be used by the translators to decide. But in many cases, they might need more information. By clicking on the View Details button, it will take them to their Smartcat account where the task will appear for review. The task description includes the following elements: A. The name of the customer. Clicking on this link will display the corporate profile. B. Payment terms for the job and other related information. C. A Chat Now button to start a conversation with project manager if needed. No need to send emails or make calls to get answers quickly. D. If references files have been added to the project, they can be downloaded for review. This could give the translator some context about the job. E. Task and languages for the job F. The rate offered G. The option to Accept or Decline the job H. The deadline for each document as well as a link to preview the file in the Smartcat editor. Statistics will also be displayed, showing the number of words in the document as well as a detailed breakdown of the types of matches found. An estimation of the total payment for the task is also calculated: The option to preview the file will allow the translator to view the content in the Smartcat editor and also accept or decline the job: Before accepting the task, the translator can browse through the entire file, review matches from the translation memories and machine translation (if used). If the translator decides to accept the task, the editor will reload and work can start. If the translator declines the task, it will disappear from the My task page and will be assigned to another vendor.

Organize your Smartcat workspace

Workspace organization | Smartcat Help Center The more complicated your projects get, the bigger and more diverse your team needs to be. We created convenient and safe workspaces and virtual environments where you can share projects, linguistic assets, and other resources with your teammates. When creating your Smartcat account, we give you the option to request to join an existing workspace in your organisation or create a new one. However, you can invite colleagues or contractors, or anyone else, to work with you in Smartcat at any moment. You can easily do this by sharing a link as described in this article. Workspace users can:Create, view, and edit translations and projects,Create and manage translation memories and glossaries,Use the Smartwords in the workspace to get machine translations for freeApprove, download, and share translations,Find and assign language service providers to do the translations and post-editing,Test the translators and check translation quality manually or via Smartcat. Workspace administrators can (in addition to the user permissions):View all projects in the workspace and get information about their owners,Manage Smartcat subscription and top up Smartwords for the workspace,Invite new vendors and team members to projects. Apart from inviting just anyone: a member of your team, a colleague from a different department, a freelancer hired outside Smartcat you can hire vendors from the Smartcat Marketplace and add them to your team to collaborate on the regular basis. Benefits of using Smartcat workspacesSafety and security: you can change access permissins at any moment.Transparency and control: the workspace administrator can see all project details including task-by-task progress on one page.Flexibility: you can negotiate with freelancers and set discounted rates for you and your workspace users. 

Generate quotes using the template engine

Generating quotes with template engine | Smartcat Help Center Smartcat allows you to generate quotes in PDF format. For this purpose, you can use the standard template or create your own templates using the Smartcat Template Engine technology. It can be used to create a single template for all clients or individual templates for each client. Below is the data model used to generate quotes in PDF format. These objects and their respective fields can be used to develop custom templates using the Smartcat Template Engine technology.CompanyInformation about the company that issued the quoteField nameData typeDescriptionNamestringCompany name as in profileLegalNamestringLegal name The standard template uses the company’s legal name, if available. Otherwise, the name provided in the company’s profile is used: ClientClient details taken from theclient cardField nameData typeDescriptionNamestringNameLegalNamestringLegal company nameVatstringVAT number or other tax IDKppstringKPP(КПП - only for Russian legal entities)MainContactClientContactPrimary contact's nameAdditionalContactsClientContact[]Other contacts' namesCountrystring3-letter country codeAddressstringclient's legal addressVendorManagerManagerYour manager who works with a clientIndustrystringClient's industryWebsitestringClient's websiteLanguagestringLanguage for communicationCommentstringComment taken from a client cardClientContactFullNamestringcontact's full nameEmailstringcontact's email addressPhonestringcontact's email addressPositionstringcontact's positionCommentstringComment left to a contact in a client cardManagerFullNamestringYour manager’s full nameEmailstringYour manager’s email addressPhoneNumberstringYour manager’s phone number Below is an example of how to use the Client object: <<[Client.Name]>>VAT: <<[Client.Vat]>><<if [Client.MainContact != null]>>Main contact: <<[Client.MainContact.FullName]>><</if>><<if [Client.AdditionalContacts.Any()]>>Additional contacts:<<foreach [a in Client.AdditionalContacts]>><<[a.FullName]>> <<link ["mailto:" + a.Email] [a.Email]>><<if [a.PhoneNumber != null]>> <<link ["tel:" + a.PhoneNumber] [a.PhoneNumber]>><</if>><</foreach>><</if>> ProjectProject detailsField nameData typeDescriptionNamestringNameNumberstringProject numberFilenamesstring[]File names in a projectincluding extensionsSourceLanguagestringSource languageTargetLanguagesstringTarget languagesWorkflowStagesstringWorkflow stagesManagersManager[]List of project managersManagerFullNamestringProject manager’s full nameEmailstringEmail addressPhoneNumberstringPhone number Below is an example of how to use the Project object. Let’s display the details of the first two managers if they are included in the list of managers: <<if [Project.Managers.Any()]>><<foreach [m in Project.Managers.Take(2)]>><<[m.FullName]>>,<<[m.Email]>><<next>><<if [m.FullName != null]>><<[m.FullName]>>,<<[m.Email]>><</if>><</foreach>><</if>> QuoteQuote detailsField nameData typeDescriptionNumberstringQuote numberTotalCostdecimalTotal project costCurrencystringAlphabetic currency codeCurrencySymbolstringCurrency signDueDateDateTimeQuote validityClientContactNamestringContact person name used in a quoteClientContactEmailstringContact email address used in a quoteServicesService[]List of servicesServiceNamestringService nameSourceLanguagestringSource languageTargetLanguagestringTarget languageUnitCountdecimalNumber of service unitsRatedecimalRate per unitTotalCostdecimalTotal service costUnitTypestringType of units payableDetalizationRowsDetalizationRow[]List of elements included in the service breakdownDetalizationRowNamestringUnit category name. E.g.:102% matches, repetitionsUnitCountdecimalNumber of units within a breakdown elementRatedecimalDiscounted rate per payable unitFullRatedecimalFull rate per payable unitTotalCostdecimalTotal cost of a breakdown elementUnitTypestringType of units payable Below is an example of how to use the Quote object. Let's display the list of services specifying the source and target languages: <<foreach [s in Quote.Services]>><<[s.Name]>><<if [s.TargetLanguage != null]>><<[s.SourceLanguage]>> - <<[s.TargetLanguage]>><</if>><</foreach>>

Track translation progress

Tracking translation progress | Smartcat Help Center In Smartcat, translation progress is displayed dynamically and shows how much volume per assignment, document, or project has been done. Let's look through each of these three available progress tracking components. Assignment progress The assignment progress is available on the client end and can be found in the Team tab of a particular project. Fully assigned documents or only range of segments are shown in the dropdown right to the assignment progress bar. It's obvious that the assignment progress bar on the screenshot does not correspond to the document progress bar because of the linguist has got only 8 words of 25 — 32% of the total word count  — which is also 8 words out of 8 — 100% of the assignment — the range assigned by the project manager. As mentioned before, the progress is changing dynamically; therefore, if the project manager assigns without splitting a copy of the original document (25 words) to the freelancer, the assignment progress bar will adjust accordingly. Document progress In turn, if the document is split between multiple assignees, the document progress bar on the project page or within the Editor will indicate the progress of the overall stage (for example, translation), not the progress of the individual participants. So, if for example, someone is assigned 50% of the document, once they have completed their portion of the document, the progress bar will indicate 50% even though the assignment is complete. Assigned linguists can only view the progress of their stage while the project manager can view the progress of each stage. Project progress The overall project progress is available both for a project manager and for assigned linguists as well. Assignees could check the project progress within the Workspace placing the cursor on the project progress bar. A project manager may check the project progress as assignees do or go to the project page — The Files or Team tabs.

Update a project

Project updates and management | Smartcat Help Center Sometimes, once a project has already started, clients might come back with either additional files or updated files. Smartcat has built-in features to help you in both cases. To add or update files in the project, go to the main workspace of the project page and click on the down arrow next to the Upload button above the documents: The drop-down list will offer three options: Let's say we want to select Upload documents. This will take you to the file section page similar to the one at the beginning of the project creation process: Note: Even if you have selected the wrong option in the drop-down menu, you can still navigate to the correct tab on this page. To move on, select the documents that you want to add to the project. If this is a new document, you will need to confirm the project information (languages) and also select options that will vary depending on the file format (see the article about File formats). By the way, you may upload the file only for one target languages if you don't need it to be translated into other languages of a project. Then hit the Finish button, and the document will be added to the project and processed using the linguistic assets of that project accordingly. If you have selected a document that is already part of the project (same name), you will be given two options before the file is processed: Update — The existing document will be replaced by the new one. All the translation work done up to date on this file will automatically be transferred to the new file(extracted from the translation memory applied on writing), so no work will get lost. Yet task assignments will be canceled, so you will need to re-assign the tasks to linguists. Smartcat allows for some formats like PO(Serge) or XML to avoid assignment cancellation and update segments by ID. Upload — The document will be added to the project and a number will be added to the file name to distinguish it from the other file with the same name, which was previously uploaded. The document will be processed using language assets applied to the project. Once files have been added to the project, you will need to update the project statistics.

Create custom projects

Custom project creation | Smartcat Help Center There are two ways to create translation projects in Smartcat. The first is by creating a quick translation project, where you can easily translate and review your content in a few clicks. Alternatively, you can create a custom project which gives you complete control over every step of the project including project settings, workflow stages, assigning tasks and more. In this article we will walk you through the typical steps involved in creating custom projects. Creating a custom project can involve up to six steps, however not all steps are mandatory and will depend on the specifics of your translation project. Below you will find a quick overview of the six steps, and you can click on any of the steps for a full breakdown. Entering project data. First, fill in basic information about your project, such as name, deadline, department, etc. Though the required actions seem simplistic, this thoughtful approach can help you systematize your translations and streamline workspace navigation.   Selecting project workflow. Next you should specify the steps of your project fulfillment, whether you need automated translation only, or plan to edit/proofread the texts afterwards. Smartcat offers a variety of template-based flows, but you can always build your own flow and use it as a template in future. Adjusting pretranslation rules. Third come pre-translation settings that allow you to add translation memories and glossaries to the project and specify how Smartcat should treat their matches.  Uploading project files. Fourth is uploading files that can have different parsing settings depending on the format. Customizing project settings. Then you can add a quality assurance check that will let you get professional evaluation of your internal or external translators’ work. Assigning tasks. And last but not least, start assigning tasks to your teammates and freelancers working on the project right away. FAQ Can I delete one language from a multilingual project? At the moment, it is not possible to delete a language pair from a multilingual project. One solution is to not assign the tasks associated with this language or recreate a project with the languages needed. What is the maximum size of files that Smartcat can process? Smartcat can process files up to 512 MB.

Basic project workflow creation and management as a manager

Workflow optimization | Smartcat Help Center In Smartcat, every project has at least one project manager. This user has access to project administration and can assign linguists, set deadlines, and manage project resources. You can see who has been assigned as the project manager on the Team tab of the project page. Project participants can chat with a project manager by clicking on Send message. The person who has created a project in a corporate account automatically becomes a project manager and is included in the project manager list. Anyone who assigns linguists to the project is automatically added to the project manager list. This list can be edited at any time to add or remove project managers as needed. The managers on the list will get an assignment notification. Project managers get other notifications about project events. Every change to the project status will generate an email notification. Notifications can be set up by selecting Notifications in the Settings option of the main menu. To eliminate irrelevant notifications, you can filter them by selecting the Projects managed by me option. By selecting their name in the filter panel, managers or administrators can display only the projects that they are currently managing. A team manager can use this option to find projects that are unassigned and assign a manager if necessary. The team manager can also monitor projects assigned to a specific manager. No two projects are the same, but here are the major steps most of them have in common: Step 1. Create a project Click + next to the Projects menu item and follow the wizard to create a project with the document(s) to translate. As a minimum, set a project deadline so that translators can schedule their time. If your project has several stages — e.g., translation, editing, proofreading, — you can set an individual deadline for each stage. Step 2. Choose assignees Choose the documents you want to assign translators to by clicking on the respective checkboxes and then click Assign tasks. If you don’t have enough specialists in your team, you can switch from the My team to the Find freelancers tab and find new translators right here in Smartcat. You can pick as many assignees as you need. After that, you’ll need to select the mode in which you want to invite them: manual or automatic, aka “Bike” or “Rocket”, respectively. Manual and automatic assignment According to the manual (“Bike”) mode, assignees who have confirmed the invitation are placed on the “waiting list”. If you are ready to choose one or several of them, you drag them to the right-hand part. In the automatic (“Rocket”) mode, the first linguist who accepts the invitation will get the project. Step 3. Assign and optionally split the document If the document is small or the deadline is generous, it is always better to have a single linguist do the translation. In the real world, however, sometimes you need to have several people work on the same document. There are two ways to do this in Smartcat — with or without splitting the document. In the former case, you click the Split document and choose the segment ranges to assign to each translator. Each of them will only be able to edit segments in that range. The assignees will be able to see — but not edit — each other’s segments. Alternatively, you can click Save without splitting the document, so any assignee will be able to edit any segment — even if it’s already confirmed. Important! When calculating the price, Smartcat accrues the cost of segments for the first person who confirms it. In the non-split mode, an assignee can edit segments already confirmed by others, which may lead to confusion. That is why we do not recommend this approach unless you are 100% sure that all assignees understand said price calculation specifics. Step 4. Track the progress As the work progresses, you can track the progress of each document on the project page. You can also see the progress of each assignee under the Team tab. If you have specified the participants’ rates in their profiles, you will also be able to see a transparent calculation of the cost of their work. Step 5. Communicating with participants If you or assignees have any questions, you can communicate with each other via the chat feature. To do this, just click Send a message on their profile page. You can also access the chat via the main menu. You will get email notifications about all new chat messages Step 6. Accept work and pay When the project is finished, it is important to review the result and accept it by moving the document to the "Completed" status. Once you do this, the jobs of all freelancers you found on the Smartcat Marketplace will appear in the Payments section. You can open it via the main menu. When the time to pay comes, you can mark all the payable jobs and create a single invoice for all of them. You will be able to pay it via a bank card, PayPal, or a wire transfer. FAQ How long do I have to wait for a response from the invitees? It depends on many factors, but the majority of responses will come in the first 30–60 minutes. How often do I have to pay freelancers? You can set your own terms of payment in your company profile. Make sure to do this before you send out project invitations, so linguists will know what to expect. Can I pay my own freelancers via Smartcat? Sure. If you set their rates after inviting them to your team by email, Smartcat will be calculating the price of their work automatically. Do I have to pay Smartcat separately for finding linguists on the platform? Rates of linguists you have found on the Smartcat Marketplace already include the Smartcat service fee.

Add team members to your Smartcat workspace

Workspace user management | Smartcat Help Center Learn the steps necessary to quickly and easily add members to your Smartcat team. On your Smartcat account, you can add as many team members as you like – Smartcat has unlimited seats meaning you have an unlimited amount of users you can add under one account or subscription plan. Members can be as followed, including information about their access rights: administrators - full access and administration, including projects, team member level of access, and payments project managers - team management, projects, linguistic resource/assets, suppliers, and payments resource managers - management of translation memories and glossarieslinguists - access to assigned tasks in the editor Adding new members From your Smartcat workspace, click on Team or on the Invite button directly that is found right on that Team shortcut. (Discover all the things you can do in the Smartcat Workspace ) Then, click Invite, which will bring you to the following screen, where you can send the invite via: email addressa link that you copy and then paste directly into your chat with that team member (perhaps on Slack, Teams, or whichever tool you use). The link remains active for 30 days.  Also, specify the role that this person should have, as mentioned earlier. As an administrator, you can change their access right at any time. Once you send it via email, you will know that it's been sent via a pop up. You can also send them an email right from Smartcat that comes pre-written for you. It explains that you want them to join to collaborate on translations with you. You can tweak this message. Managing your team members overview Once you have invited a new team member, you can manage them in your team overview, where you can see your team and linguists as well as see who has been invited and hasn't yet accepted your invite. There you can also see their activity, workload (their assigned tasks), availability based on their profile, ratings, and any notes that may have been left about the person in question. FAQ Can I invite my clients to my account to view progress? Using the User access levels features from the Settings menu, it is possible to create a new profile giving view access to a specific customer project. Simply add the client's contacts to My Team and assign them the custom profile created.

Interact with revisions

Revision interactions | Smartcat Help Center During work on a document, the translation of a segment undergoes multiple changes. The system keeps track of all of them. But rather than indicating changes inline in the target field which can lead to confusion when many changes are made, all revisions of the current segment are displayed on the Revisions tab at the bottom of the page. Green and red colors, underlying and striking through, are used to indicate additions and deletions. You can restore any of the revisions by selecting the revision and clicking Restore. The revision you selected will be displayed in the translation field of the segment. The Revisions tab can also help if you need to evaluate the quality of a translator’s work. You can see all changes made by an editor or proofreader, compare the initial and final translations, or check whether machine translation output has been corrected. In turn, an assignee also can view the changes made by others and learn from their mistakes.

Conduct concordance searches

Conducting concordance searches | Smartcat Help Center As you move from one segment to the next, the system offers you translation matches from the TM. However, you might be seeking the translation of a single word or phrase rather than the entire segment. In such cases, you can use the concordance search by searching the TM for matches containing the word or phrase. Select the word in the Source or Target field and press the button in the toolbar or Ctrl+K.  The word will be copied to the concordance search field, and the Concordance Search tab will display matches from translation memories applied to the project and containing the keyword. Alternatively, you can also type in the word in the Concordance Search tab, select Source or Target, and hit the Search button. One of the advantages of a tool like Smartcat where the data is centralized is that concordance searches will look in the entire TM, not its local subset. This results in more relevant matches. To find translations of a word or phrase in any available TMs that are not enabled on the project, use the Global Search tab under Linguistic assets in the main workspace. Then hit Global concordance and type in a keyword. To figure out a translation memory where the keyword is found, hit the downward arrow to the right of the keyword.

Understand automatic project archiving

Understanding automatic project archiving | Smartcat Help Center Archiving To enhance your working experience and make Smartcat faster for everyone, translation projects that have been completed or inactive for 45 days are automatically archived. Please note that adding a document to the project or updating the translation is considered an activity, while deleting a document from a project is not, and will not postpone the expiration date. Retention period Archived projects and the documents they contain are stored under the Archive tab for another 9 months. During that period, both original and translated documents, as well as the translation memory used in the project, are available for download. Archived documents cannot be opened using the Editor. If you want to resume work on an archived document, download and then re-upload it to create a new project. Permanent deletion After the 9-month period, the archived projects and the documents they contain will be permanently deleted. Users with rights to create projects and manage project resources receive a warning email 10 days prior to the deletion date. Please check the notification settings to avoid undesired situations. However, the translations you’ve accumulated will not be lost, as any translation memory you’ve created manually or automatically will always remain available to you on the My linguistic assets → Translation Memory page.

Understanding New Personal Spaces for All Users

Understanding New Personal Spaces for All Users The new update to Smartcat personal spaces means that all users can now manage their personal workspace more easily and they can personalize it to their work preferences. Client and task invitation management has been given a revamp too, to improve control, access, and visibility. New personal spaces for all users The left sidebar has received a number of updates:moved all settings to one place, accessible from any pageoptimized personal workspaceimproved management of workspaces and organizationsmade template and navigation management easierusers can more easily personalize the workspace and organization Centralized management via the left sidebar The left sidebar is now the main place for client management, with all settings now in one place and accessible from any page of the Smartcat platform.New capabiltiies via the left sidebar:manage account and go to settingschange the regionquickly go to the page with tasksview incoming messages and go to chatmanage and go to other organizations and workspacesnavigate within each workspace<div style="position: relative; padding-bottom: calc(57.42690058479533% + 41px); height: 0; width: 100%;"><iframe src="https://demo.arcade.software/jgym1D5GKj2licP2H5kV?embed&show_copy_link=true" title="Smartcat" frameborder="0" loading="lazy" webkitallowfullscreen mozallowfullscreen allowfullscreen allow="clipboard-write" style="position: absolute; top: 0; left: 0; width: 100%; height: 100%;color-scheme: light;"></iframe></div> Personal spaces All the necessary personal work management tools are also at hand via the left sidebar.The left sidebar is now the centralised location for users to manage their personal settings. Depending on the role, the contents of this panel may change.Users can now quickly and effectively:go straight to the main area of work where all tasks are locatedmove between regionsmanage paymentscontrol correspondence For linguists, all tools that were located on the central panel will now always be on the left sidebar menu. This menu will always be available on every page. Workspaces and organizations In the new left sidebar, users can see the selected organization and all workspaces related to it. Inside each workspace, the user can see the navigation related to it for all pages. This means that they can go to another section of the menu directly from the home page by simply selecting it in the left sidebar.If they want to go to another organization and select a workspace in it, they can do so via the dropdown options. In the dropdown itself, there is now a search line that simplifies the search for the workspace that a user needs if there is a large number of workspaces.When selecting a workspace, users can immediately manage visibility settings. This function has become closer and now users can adjust the woekspace that they want to see without going to the settings page. When hovering over a workspace panel, users can immediately see their privacy. They can understand which workspaces are paid and which are closed. If a user wants to go to a workspace that is closed to them, they can do so simply by clicking on it. They will see a window through which they can send a request for access to the workspace and an increase in access rights. This works for all linguists. Administrators of this workspace will get an email with a role update request. Via the link, the addministrator goes to the user profile where they can update the role. After gaining access to a previously closed workspace, the user will see a message about this next to the workspace. If a user switches to another organization, the message that they received an invitation will be displayed in the panel. If a user is invited to several workspaces at once, they can see this in the window displaying all these workspaces and also familiarize themselves with the basic information about these workspaces. Set an icon for your organization Now you can choose an icon for your organization. Go to the Manage Organisation page via the Organization and workspaces dropdown. On the this page click on the organization icon and choose a picture for this organization. Central section updates All the settings for templates and navigation on the central part of the home page have become more convenient. Users can also quickly personalize their workspaces and manage their shortcuts. Depending on the role, users can manage the visibility of the shortcuts that they need, or find what they need more quickly and conveniently. Simply click on the tile “Templates and services” and a dropdown will open, where you can manage visibility of every template, create new templates, and change sequencing. Now all the template and navigation settings on the central part of the home page have become more accessible. Users can also quickly personalize their workspace. More personalized workspaces Users can now quickly change the name of a workspace, add a description to give colleagues an understanding of it, and also set an image – all without having to go into settings.

Interact with comments

Comment interactions | Smartcat Help Center In the Editor, you can add notes and explanations to the entire document or to a specific segment. On the Document comments tab, type your message, and press Send or Enter to add a note that applies to the entire text. This could be, for example, instructions from the project managers for the team. To comment on a specific segment, open the Segment comments tab, type a message and press Send or Enter. To start a new line within a message, use Ctrl+Enter. Messages within a document are visible to all users assigned to the document. If another user adds a comment to the entire document or to a specific segment, the corresponding tab is highlighted, as well as the message icon in the source field. After all new comments to a segment are read the message icon will turn black. Note: Comments can be deleted by the user for up to 15 minutes after being added. Past that time comments cannot be deleted. Tip: If you are working with multilingual projects, comments added to segments or the document will be replicated automatically to all languages making it unnecessary for the project manager to repeat information from one language team to the other. So if for example, one translator asks a question about a term, the entire team no matter what language they are translating will see the question and the answer automatically. Project managers should be aware of this feature and use the chat page for private communications. Structured commenting Apart from commenting on the whole document or a specific segment, you can also use the structured commenting functionality to annotate a word or phrase or add a quality assurance label.To add a structured comment, just select the element to annotate. Type in your comment in a free form and or select/create a quality assurance label to add.  You can view your structured comments and labels in the Segment comments section.

Manage repetitions in Smartcat projects

Repetition management | Smartcat Help Center During the project word count analysis, Smartcat identifies segments that are repeated both inside individual documents but also across all the documents in a project. Smartcat offers multiple options to deal with these repetitions. These options can be selected by the project manager in which case they will apply to all project participants. If no option is selected by the PM, the translation team will be free to choose how to deal with the repetitions individually. That last option might not be ideal as it might lead to uneven workloads since some users might choose not to share repetitions with the rest of the team. The project manager can choose the repetition options in the Settings tab of the project page: This will bring up the following dialog box: Allow auto-propagation: this main option will tell Smartcat that repeated segments are to be propagated automatically throughout the project when checked. Propogate to segments with different case: indicates how to deal with repetitions are using a different case (lower or upper):Use the original case - When inserting the repetition, Smartcat will match the case of the new segment. For example if the previous segment was "continued" but the new segment is "Continued", the text will be replaced automatically because it's a text repetition, but the translation will start with an upper case letter to match the new segment.Use the match case - Smartcat will ignore the capitalization of the new segment and use what was used in the segment that was previously translated. In our last example, the translation would now start with a lower case letter. Propogate to confirmed segments: instructs Smartcat to propagate translation to segments even if they have been confirmed already. This is helpful if for example the translators goes back to a repeated segments and makes a change. Confirm auto-propogated segments: instructs Smartcat to apply the status of the current segment to all the other repeated segments. So once the translator marks the segment confirmed for one stage, all other repetitions will be confirmed as well for that stage. In the editor, the translation team can change the auto-propagation options if the PM has not selected any. Inside the editor, there is also an option to exclude segments from repetitions. Repetitions are indicated by a down arrow under the segment number. By clicking on the arrow, we can mark the segment as being excluded from repetitions. This can be useful when dealing with titles or picture caption where sentence can be cut in half and we don't want these segments to be repeated.