Tools and features related to assigning vendors to jobs. Did you ever want to…
- Propose jobs to multiple vendors. All should be notified by email and the first to accept the job shall get the assignment. You also want to see who declined your proposal.<!--more-->
- Propose jobs first to one or more vendors, and, only if none accepts within 2 hours, more vendors shall be notified. Or maybe there is still another group to be notified 4 hours later…
- Create vendor groups, such as “My medical translators”, “My preferred revisers”, “My certified translators” and so on. Then assign jobs to groups instead of picking out people manually.
- Crowd source work to your inhouse staff. Either allowing multiple people working on the same documents simultaneously or exclusively. Ideally, you would want to be able to create a “My inhouse revisers” group of people for fast assignment.
- Whenever work is assigned the system shall calculate cost automatically from vendor pricelists.
- And, last not least, you want the system to remember all your settings such as groups, delays, etc.
Do these requirements ring a bell? Great because this and more is possible with Wordbee.
Chapter 1 – Assigning jobs to multiple suppliers
When you select a supplier for a job (or multiple jobs), you are used to this selection window:
Do you see the “select multiple” link highlighted in yellow? Let’s click on it:
You can tick multiple suppliers to whom to propose the work. The first to accept the opening obtains the exclusive assignment. First come, first serve.
Once assigned, in-house managers can easily see the opening details from the “Job opening” link:
Oups, as you can see, our Xetra 3 vendor has declined the proposal. Good that we have three more vendors in our list
By the way, since a job opening is a supplier name + a full price reference, Wordbee is able to automatically cost the complete job. When a supplier reviews the opening above, the system automatically displays the total cost including tax details as part of your terms and conditions (yes, really, all automatic).
Chapter 2 – Assigning jobs using groups
Please have another look at the top of the supplier selection screen. There are two more tabs: “Propose to multiple suppliers” and “Crowd sourcing”.
“Propose to multiple suppliers” let’s you automate the selection and assignment of, well, multiple suppliers. In the previous chapter we ticked our four vendors manually, but we probably do not want to do that over and over again:
What you see here are predefined supplier groups. For example, for this blog I created a group with all my preferred translators and named it “Priority 1″. Within this group, three vendors match the job type and languages. The second group, Priority 2, are my vendors I want to contact only and only if nobody in my first group picks up the job. This is why I typed a date in the future. Priority 2 vendors will be invited at that date/time if the job is still open by then.
Let’s confirm the selection and see the opening details:
Before we talk about groups in more detail, let me say some words on the third tab, “Crowd sourcing”:
Crowd sourcing, big word… Here too you can propose work to multiple suppliers but with an important difference: All invited suppliers work on the job simultaneously. We also call this “voluntary” work and there is no cost calculation involved. Crowd sourcing is useful in some scenarios: For example, you might want to invite all your colleagues to freely and less formally contribute with proofreading. Or you have a user group which is ready to localize your software voluntarily…
Chapter 3 – Supplier groups
In the pages above you will see here and there “Manage groups” links. You can click them to go to the group management pages. Or, you click “Suppliers” in the top navigation menu and then on “Supplier groups”. This is how the groups page looks like:
I have defined 5 groups. Four are for translation and one is for revision. When you create a group you need to elect a type of job. Let’s look at the “Translators – Priority 1″ group. Remember, these are my preferred vendors:
I have added various people for multiple language combinations. It is important to remember that groups can contain any number of language combinations. When you assign a job, the system will automatically filter just those that match up the job languages!
For example, if I assign the group above to an English to German Translation job, then the job is proposed to “Xetra Corp” only and at the price indicated above (+ the discounts from the price list indicated above as well).
When you assign an English to French job, the system will filter both the two English/French AND the one English (US)/French translator. If you want the filter to be more strict then you would tick the “Strict languages” option of the group.
Adding a group is simple. Click “Add group” and type a name and job type:
Confirm and add suppliers/services to the new group.
Chapter 4 – Automate assignments in workflows
This chapter applies to Codyt projects only. Standard projects will be extended in the near future.
A Codyt project’s workflow settings now look like this:
Whenever you now mark a document for online translation, a Translation – Revision workflow is automatically created. The translation jobs will be proposed to the “Priority 1″ vendors. If none responds within 2 hours, the jobs will automatically be notified to priority 2 vendors. Revision jobs all go to one group “Medical revisers”.
By the way, if there is no eligible member in our priority 1 group, then jobs are immediately, and not just 2 hours later, proposed to the priority 2 group.
This is just one example. You can add any number of groups per workflow step. You can also disable any automatic proposals. You can activate automatic costing, or disable it, etc.
Chapter 5 – Groups are also very useful for…
Once you have created groups, you can filter vendors in various places.
The suppliers page has a group filter:
The memberships of a vendor can be viewed from the vendor page:
There are more such places like those two.
- Groups can contain any language combinations. Given a job, the system always filters those vendors that can service the job being assigned. A German translator will never receive a French job!
- Groups are the best mechanism to manage your certified translators. Create a “certified translators” group instead of tracking certified translators with custom fields, labels or notes in the vendor comments.
- Vendors cannot see who else received an opening. This is for the eyes of in-house managers only.
- If a vendor comments a job opening, all other invited vendors can see the comments until a job is picked up.
- A vendor can decline a job opening although this is not mandatory or required in Wordbee.
- When a vendor looks at a job opening, the system shows the total cost of work as part of your terms and conditions.
- You can block vendor logins to access job openings. If your vendor has multiple logins, then by default you get this: “External manager” and “External worker” users can see and accept openings. “External worker limited” users cannot view any openings. User profiles can be customised from “Settings” > “Access rights”.
If you have any questions please post them in our support forum at http://wordbee.zendesk.com