Why coordinator groups and job coordinators?
A coordinator group is an organizational unit in translate5 consisting of at least one job coordinator, to whom workflow steps can be assigned, and any editor users created by the job coordinator, to whom the job coordinator can in turn assign the jobs for which he is responsible.
A coordinator group can, for example, be your external language service provider/LSP, the job coordinator would then be your associated project manager who can manage designated jobs in translate5, i.e. assign them to their freelancers. A coordinator group could also be a foreign subsidiary of your organization that carries out reviews for you and coordinates them and their reviewers.
Overview
The coordinator group overview is called up via the corresponding tab in translate5 and opens in the same window.
In the overview, you will find:
- a button for updating the view;
- a button for creating new coordinator groups;
- the list containing all coordinator groups.
Coordinator group list
Columns in the coordinator group list
| Column | Explanation |
|---|---|
| id | This column shows the automatically assigned identification number of the coordinator group. |
| Name | This column shows the name of the coordinator group. |
| Description | This column shows the description of the coordinator group. |
| Clients | This column shows which clients are assigned to the coordinator group. |
| Actions | The “Actions” column contains the following buttons:
|
This button is used to edit the name and/or description of an existing coordinator group. A corresponding window will appear.
This button is used to delete an existing coordinator group.
| The columns can be filtered, sorted and arranged individually. |
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Creating a coordinator group
Adding a coordinator group
- Click on the
button to open the “Coordinator Group” window. It contains a brief description of coordinator groups and their use. - Enter a suitable name for the coordinator group that you are creating in the “Name:” field.
- Enter a brief explanation of the coordinator group in the “Description:” field.
- Click on the “Save” button to confirm and close the window.
| Attention: Job coordinators can see name and description of the group to which they belong. It is therefore advisable to use neutral names and descriptions. |
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Assigning clients to a coordinator group
In order to assign jobs to job coordinators, the coordinator group in charge and the relevant projects must be linked to the same client. For this reason, the client(s) whose jobs are to be managed by the job coordinators must be added to the coordinator group here.
- In the coordinator group list, in the line of the relevant group, click on the
button to open the “Group – client assignment” window. - Select the client that you want to assign to the coordinator group from the drop-down and click on the
button to confirm. - The client(s) assigned to the group appear in the list below in the same window.
Removing an assigned client from a coordinator group
- Click on the button in the line of the respective coordinator group to open the “Group – client assignment” window.
- In the list at the bottom of the window, in the line of the client to be removed from the group, click on the
button.
| Attention: If a client’s assignment to a coordinator group is removed, all jobs currently assigned to this coordinator group for this client will be deleted. This applies to the entire supply chain. |
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Deleting a coordinator group
- In the coordinator group list in the line of the relevant group, click on the button.
- The “Delete” window appears, in which you need to enter the name of the coordinator group that you want to delete and then confirm by clicking on the “OK” button.
| Attention: The deletion of a coordinator group cannot be undone. Along with the coordinator group, its subgroup(s), its coordinators, all associated users as well as the jobs assigned to these users will be deleted. |
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Job coordinators
Job coordinators are a special type of user in translate5 whose authorizations depend on their membership of a coordinator group, their responsibility for one or more clients and the properties of the jobs assigned to them. They act as a kind of project manager for limited areas and responsibilities.
Job coordinators’ view of translate5
Users with job coordinator rights only do not have access authorization to the Language resources, but otherwise see basically the same areas as project managers:
- the project list
- the task list
- the user administration
- the client list
- the coordinator group overview
- the preferences
In comparison to project managers, job coordinators see less information and have limited options:
Project list
| Project manager | Job coordinator | |
|---|---|---|
Project list |  | |
| Projects visible | All. | Only those with jobs that are assigned to their own coordinator group and associated client(s). |
| Batch-setting properties | | |
| Displaying only own projects | | |
| Setting and saving filters | | |
| Deleting projects | |  |
| Opening tasks in the editor | | |
| Opening tasks read-only | | |
| Ending tasks completely | | |
| Finishing tasks | | |
| Cloning tasks | | |
| Exporting in various file formats | | |
| Starting match analyses | | |
| Downloading translator packages | | |
| Re-importing translator packages | | |
| Deleting tasks completely | | |
| “Users” tab | | |
| Adding/removing/notifying users | | |
| Users visible | All those who are not in a coordinator group and those job coordinators in coordinator groups created by project managers. | All coordinators in their own coordinator group and those job coordinators in coordinator (sub) groups created by their own group members. |
| “Language resources” tab | | |
| “Analysis” tab | | |
| Adjusting calculation basis words vs. lines | | |
| Changing pricing presets | | |
| Amount visible | | |
| Exporting analysis as Excel or in Trados-like XML format | | |
| “Pivot Language resources” tab | | |
| “Quality assurance” tab | | |
| Overview of errors | | |
| Re-checking | | |
| “Manage files” tab | | |
| “Properties” tab | | |
| “Configuration” tab | | |
| “Events” tab | | |
Task list
Task list | | |
| Advanced filters / Saving filters | | |
| Exporting meta data | | |
| Showing KPIs | | |
| Opening tasks in the editor | | |
| Opening tasks read-only | | |
| Ending tasks completely | | |
| Finishing tasks | | |
| Cloning tasks | | |
| Exporting in various file formats | | |
| Starting match analyses | | |
| Downloading translator packages | | |
| Re-importing translator packages | | |
| Deleting tasks completely | | |
Language resource management
Language resource management | | |
User administration
User administration | | |
Adding/managing/deleting users | | |
Resetting passwords | | |
| Users visible | All those who are not in a coordinator group and all job coordinators in coordinator groups that are visible in the “Coordinator groups” tab. | Everyone in their own coordinator group and job coordinators in coordinator (sub) groups created by their own group members. |
Client list
Client list | | |
| Adding/editing/copying client profiles | | |
| Exporting resource usage | | |
| Applying and saving filters | | |
| Clients visible | All. | Only those who are assigned to their own coordinator group. |
| “General” tab | | |
| “Language resources” tab | | |
| “User assignment defaults” tab | | |
| Adding/customizing/removing user assignment defaults | | |
| “File format and segmentation settings” tab | | |
| “Match ranges & pricing” | | |
| “System configuration overwrites” tab | | |
| “OpenID Connect” tab | | |
Coordinator group overview
Coordinator groups | | |
| Adding coordinator groups | | |
| Editing/deleting coordinator groups/associating clients | Coordinator groups created by other project managers and coordinator groups created by themselves. | Own coordinator group and those (sub) groups created by coordinators in the same group. |
| Coordinator groups visible | Coordinator groups created by other project managers and coordinator groups created by themselves. | Own coordinator group and (sub) groups created by coordinators in the same group. |
Preferences
Preferences | | |
| My Settings | | |
| Changing password/layout/language | | |
| Content protection | | |
| Task custom fields | | |
| File format and segmentation settings | | |
| Match ranges & pricing | | |
| In-Context Fonts | | |
Creating users for job coordinators
| A job coordinator user must be assigned to a coordinator group when it is created. Therefore, make sure that the coordinator group already exists before you start creating its associated users. Without coordinator groups, you cannot create any coordinator users. |
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- Switch to the “Users” tab.
- Click on the
button to open the “Create user” window. - Enter the title, name, and e-mail address of the user to be created in the “User information” area.
- Set a login name in the “Login details” area.
- In the “Roles don’t require client” subsection, tick the “Job Coordinator” box.
- As soon as the box is ticked, the “Coordinator Group” drop-down appears further down. Now select the group to which the user is to be added as a job coordinator.
- You can also specify here which clients belonging to the selected coordinator group the coordinator should be responsible for.
- In the “Password” area, either enter a password and its repetition or leave blank. If no password is set, the user automatically receives an e-mail to create a password.
| The above process corresponds to the basic requirements for creating a job coordinator user. Of course, additional rights can also be assigned to such a user if required. |
|---|---|
| The right for editor access is automatically assigned to job coordinators and cannot/need not be deselected. |
Rights and visibility of job coordinators and coordinator group users
| Coordinator users | Users with “Job coordinator” rights (and any other client (un-)related rights). |
|---|---|
| Editor users | User with “Editor” rights (and any other client (un-)related rights). |
Rights of job coordinators
Coordinators can:
- Create additional coordinator users.
- Create their own editor users.
- Create jobs of the same type as those assigned to them.
- See the project and task lists with the projects, tasks, and jobs that have been assigned to a user in their coordinator group.
| Coordinators cannot assign any rights other than “Job Coordinator” and “Editor” to the users they have created. If required, administrators can assign additional rights to editor or coordinator users created by coordinators, e.g. “Search terms”. |
|---|---|
| A job coordinator always belongs to a coordinator group. If several clients are assigned to this group, the job coordinator can create additional coordinators and corresponding coordinator (sub) groups and individually assign the clients to these sub groups. |
| The editor users created by a coordinator are automatically assigned to the same coordinator group to which the creating coordinator belongs. |
Visibility of coordinator group users
- Administrators, system administrators and API users can always see all coordinator groups and their associated users.
- Project managers only see the job coordinator users in the coordinator groups visible to / created by them. Editor users created by job coordinators and any coordinator (sub) groups on a lower hierarchy, as well as their members, are not visible to project managers.
- If required, project managers can assign other rights in addition to “Job coordinator” to coordinators they have created themselves.
- Coordinators of the same coordinator group and level see each other.
- Coordinators see editor users (translators, reviewers, proofreaders, etc.) of the same coordinator group and level.
- Coordinators see the job coordinators and editor users of their own coordinator group created by them or by a coordinator in their group, as well as the job coordinators of any coordinator (sub) group one level below.
- Coordinators can also create coordinator (sub) groups themselves.
Job allocation and management via coordinator groups
Coordinators receive coordinator jobs, which can be seen as a placeholder:
When assigning jobs – during project creation in the wizard or afterwards in the project overview – the project manager changes the type of the jobs to be assigned to “Coordinator” instead of “Editor”. For the user association, only those users are shown who:
- are coordinators, and
- belong to a coordinator group that is responsible for the client for whom the project is carried out.
The coordinator can then create any number of editor jobs of the same type for the project in question and assign them to their editor users.
| Coordinator jobs are highlighted in blue in the job list, while editor jobs are highlighted in yellow. |
|---|---|
| Coordinators see all jobs assigned to the same coordinator group. |
Important note in connection with collaboration modes
With the co-operative collaboration modes “simultaneous work” and “sequential work”, jobs can be assigned as usual when delegating them to coordinator groups. If project management uses the “competing assignment” mode and delegates the assignment and management of individual jobs from a corresponding workflow to a coordinator group, the job coordinator must first accept the job, before they can generate editor or coordinator jobs for it themselves. As usual, any other coordinator group(s) to which the project manager has also assigned the same job will then no longer be able to see the job accepted by the first coordinator group.
| Coordinators themselves cannot influence the collaboration mode of the jobs they manage. |
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