Step 7. Documenting translation agency tasks

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Documenting of tasks is the way to make the workflow in the translation agency more convenient and efficient. The agency management can control all documents related to the translation tasks and employees can quickly get access to the articles, translations, orders, and other work documentation. VIP Task Manager allows to document tasks through attaching files to tasks and specifying tasks.
Task notes Tasks of the translation agency solution may require additional description and explanation. In VIP Task Manager each task has attribute “Notes” with full-featured RTF editor (text can be bolded, colored, re-sized, listed and aligned). For example, when translating an article, the translator can encounter some incomprehensible or equivocal words and expressions. The translator can write out these words and expressions and, then, discuss them with the customer. The translator can use attribute Notes in the task “Translate article”. The task notes can be printed out and then the hard copy can be given to the customer. Or the translator can send the task with notes by email to the customer.
Files and Links Effective employee collaboration within the translation agency requires sharing of documents (sharing articles, translations, documentation and job results).VIP Task Manager allows enclosing files directly to tasks and sharing them among concerned employees. For example, the copywriter can attach created articles in MS Word format to the task “Write new article” and the translator can attach job results in PDF format to the task “Translate article”. They document the tasks through attaching files and sharing them so the proofreader can check and revise their job results. InVIP Task Manager documents can be attached as files or links to files stored on local PC or network machine.
Task History It would be great if a task could be logged with detailed history of all changes a resource has made. Then, the supervisor of the translation agency could track task history from its creation till completion and get exhaustive task report. The supervisor could be able to reveal procrastinated articles, translation issues and outstanding questions of the translation agency tasks. For example, to track all tasks concerned with activities of the translator, the supervisor can filter tasks by assignment “Translator”, then select the filtered tasks and choose “Export/Printing Option”. In the report option window the supervisor should check item “History” and build the report. If it needs to create a report just on a single task, the supervisor can use Task History Panel which has Print Preview option. In VIP Task Manager all tasks changes are recorded and cannot be erased.
Step 1. Choosing translation agency software Step 2. Organizing translation agency staff Step 3. Building translation agency workflow Step 4. Translation agency task customization Step 5. Task planning in the translation agency solution Step 6. Sharing translation agency tasks >> Step 7. Documenting translation agency tasks Step 8. Tracking translation agency tasks Step 9. Reporting tasks in translation agency solution Step 10. Managing KPI in translation agency solution


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