0

Problem with e-mail notifications if project is declined

Ben Pleij

February 16, 2017 10:38

None

Follow

Hello,

 

Lately, we've noticed that we're not receiving certain emails when a translator declines a job. This causes problems for us when we don't receive an email of this: when we check the projects due for delivery one or two days in advance, we suddenly have to find a new translator to work (and a proofreader). 

 

I've created 6 test jobs to test out how this happens. These jobs were then given to both in-house translators (listed under "My company -> People & Logins) and freelancers (listed as suppliers). I asked both these groups in different projects to either decline one right away, and accept another but then decline later.

 

I found out that we only get sent e-mail notifications of a user having declined a job if they are freelancers (clients). We don't receive emails when they are in-house translators. We do get other emails from them, such as when an in-house translator adds a message to a project. It didn't matter whether any of the test clients declined right away or declined after accepting.

 

Moreover, there is a difference between the status message visible in the jobs themselves: When freelancers decline a job, the current status changes to "Translation - Not assigned", with a red X at the space of the supplier's name:

But when in-house translators decline, the status of the job remains on "Translation - In Progress" in blue, and the supplier slot is not empty, but replaced by the yellow suppplier "Textwerk" (I guess a default account of our own):

Why is this? This supplier obviously won't do any work: why does Wordbee assign a new supplier here and not leave the slot empty?

 

Any ideas a to how we can change some setting so we get email notifications even when in-house translators decline a job?

 

With kind regards,

 

Ben Pleij,

Project Manager,

Textwerk Translation Agency.

• Facebook
• Twitter
• LinkedIn

8 comments

• 0
  
  Stephan Böhmig February 16, 2017 14:04

  Hi Ben,

  There is indeed a big difference between external suppliers (such as freelancers) and in-house translators.

  Wordbee organizes people into companies and accounts (aka person or login):

  - A freelancer is stored as a company having one login (person).

  - An external agency would be a company having one or more logins. You may have seen that in Wordbee external suppliers can have any number of logins.

  - A client is also a company with one or more logins.

  - Finally, in-house users are all part of *your* company. This is the company you navigate when clicking "My company" in the top nav menu.

  In other words each user in Wordbee is member of a company. In-house users are part of "My company" and external freelancers have their own company.

   

  Now, when you assign a job, you assign it to a company and, optionally, to a specific person in that company.

  An in-house job is assigned to "My company" and in addition to the specific person.

  A freelance job is assigned to the freelance company. It is not assigned to the specific person, simply because there is just one person. With external agencies this can be different.

   

  Now, when an in-house person rejects a job, the person unassigns himself from the job: The person is removed but not the company (My company). So the job still is assigned to your company.

  When a freelancer rejects a job, the freelancer drops the company from the job. It is thus no longer assigned to anyone.

  When a user of an external agency with multiple logins drops a job, the user is given the choice whether to assign just himself but leave the company assignment or to entirely drop the job. In the first case the job still shows the agency name, in the second case the job would also show "Unassigned" like with the freelancer case.

   

  Unassigning a person and leaving the company, or unassigning the company are thus two different operations. The email notifications differ but can of course be customized.

   

  I hope this makes it a bit clearer,

  Regards,

  Stephan 

   

   

   

• 0
  
  Ben Pleij February 16, 2017 14:57

  Hi Stephan,

  thank you for your clear and concise message regarding the freelancers vs. in-house translators. It really explained certain things for me!

  However, it has given me lots of information, but I'm still a bit unsure as to how I can solve the actual problem I've been having: can you also help me with how I can further customize messages, so that emails DO get sent whenever an in-house person leaves the job? Is there a box I can tick (or some code to write) on the "Email Notificiations" page, so that this can happen?

   

  Kind regards,

  Ben.

• 0
  
  Stephan Böhmig February 16, 2017 17:09

  Hi Ben,

  You need to subscribe to notifications to receive them. By default you are notified of some types of events.

  Click on "My account" in the top right, then "Notifications" and you will see this page:

  
  
  

  You can opt in to notifications referring to jobs managed by you or any jobs. At the bottom you see the events when a worker (person) un-assigns himself from a job but leaves intact the company assignment.

  Tick the events you want.

  ---

  Now for customization of email contents, you do so from page "Settings" and then "Email notification". Click the "Job notifications" link:

  

  If you look into the template you see that there are conditions for the various events so to show specific information each time. One of the events you may look for is called "RevokedPerson" but there are many others. You can customize the respective message texts.

  On the page there is also a link to test all this by selecting an event (see link next to the yellow one above).

  Regards,

  Stephan

   

   

• 0
  
  Wojciech Mocek February 17, 2017 09:31

  Hello Ben,

  thanks for your post.

  The situation you are describing above is normal.

  When in-house supplier declines the job then it remains responsibility of your company since in-house supplier when clicking on Status of the job gets this screen

  

  and click "Leave job to someone else in the company".

  In-house supplier is able to remove the company responsibility for the job.

  In order to do this:

  1. Tick the job.

  2. Click Actions

  3. Click Assign jobs

  

  Then in the pop up window:
  
  

  1. Select Remove company assignment

  

  He can also assign the job not only to someone else in the company but in the same pop up window he can select any supplier if only he has access rights to do it.

  

  In order to do this it is necessary to select Assign work to:

  

  Regarding notifications:

  it is normal that they are a bit different than for external suppliers since they are related to in-house workers activity.

  In order to customize notifications settings one needs to enter the Notifications area

  

  of the in-house worker profile and once there click Edit

  

  and in the area Notify jobs click Customize events to notify (1) and keep an eye on settings (2):

  

  • Notify job revocation from supplier company
  • Notify unassignment of worker at supplier

  adnd tick/untick them to suit your needs.

  Hope above is helpful Ben

  All the best

  Wojciech Mocek

  Wordbee Support Engineer

  E-mail:wmocek@wordbee.com

  Skype: translator.rybnik

   

   

   

• 0
  
  Ben Pleij February 20, 2017 10:19

  Hey guys,

   

  thank you both for your information and support. I've found the right menus and ticket the right boxes. I hope this solves my problem. 

   

  I've noticed now that since I ticked the necessary "Company" and "Platform" boxes in the "E-mail notifications" tab, I'm getting all sorts of notification e-mails of Wordbee projects in my personal e-mail (tied to my Wordbee account). However, since I and my colleagues all work on shared projects throughout the week, we've had all job notifications sent to one shared project management e-mail account (projecten [at] textwerk [.] nl). I'd like to have all notifications sent to that address, not my own (as my colleagues need to receive e-mails that a translator has denied the job when I'm not around). I can't edit the "Notify to" e-mail address myself in this screen. Is there a way around this?

  Regards,

  Ben.

• 0
  
  Wojciech Mocek February 20, 2017 10:29

  Hello,

  "Notify to" email address is not changeable on this screen.

  You have two options here:

  A. If you really want to change "Notify to" email address then follow the steps on the below screenshot:

  1. Go to "Account details"

  2. Click "Edit details"

  

  3. Change the email address

  
   

  B. If you do not want to change the email address then just in "Notifications" area click "Edit"

  and enter an additional email address (in this case projecten [at] textwerk [.] nl) in "Send copy to"

  Hope above helps

  All the best

  Wojciech Mocek

  Wordbee Support Engineer

  E-mail:wmocek@wordbee.com

  Skype: translator.rybnik

   

• 0
  
  Ben Pleij February 20, 2017 11:56

  Hey Wojciech,

  I see what you did there. I was thinking too hard and looking for other buttons :) Thanks for another question successfully answered!

   

  Regards,

  Ben.

• 0
  
  Wojciech Mocek February 21, 2017 08:55

  You are welcome Ben.
  Enjoy the day!
  All the best

  Wojciech Mocek

  Wordbee Support Engineer

  E-mail:wmocek@wordbee.com

  Skype: translator.rybnik