Version 4.2. SDL Trados Studio and GroupShare integration14/05/2018
Happy to announce that today BaccS got additional and very important integration with SDL Trados Studio and GroupShare. It was a long path, and it's thrilling to finally make it done.
Special thanks to Paul Filkin from SDL! His invaluable help made this new feature possible.
To get full description of this new feature, just visit our documentation. Start with this first article and move on in the section and move to another articles in that section.
In this article I just want to summarize what new integration allows to do and how it can save your time while preparing projects.
Let's start with desktop version - SDL Trados Studio, which will be the most interesting part for translators. Here is what you can do in BaccS:
- Maintain list of your translation memories and termbases (with languages mapping) for quick selection during project creation.
- Import analysis results from a newly created project or from any existing project.
- Create projects in Trados directly from job editing view (the system will automatically fill all possible fields and offer TMs and TBs to use).
- Track project's progress in the list of jobs.
- Publish created project to a server.
GroupShare integration, which is more interesting for teams, includes the following possibilities:
- Create projects directly in GroupShare (without creating and desktop with following publishing) with possibility to select files for translation.
- Import analysis results from GroupShare.
- Track project's progress in the list of jobs.
- Change project's phases with possibility to assign users for each file. According to GroupShare preferences, assigned users will get corresponding e-mail notifications.
- Change project's status.
All these functions can be accessed from a single place - from the job editing form, using SDL Trados button. When clicked, you will see a popup menu, which contains all necessary functions. Select one and follow instructions, if any.
As always, since this is the first release where such a complex feature is implemented, some bugs are possible. Will be glad to listen to your suggestions and comments to further improve this function.
Hope this addition will help to improve performance and make your work even smoother.
VERSION 4: web-app, portal for vendors, quotes, and more!23/04/2018
After months of work, happy to present version 4!
With this update, it was decided to switch version number from 3 to 4, to underline huge milestone reached with this update. Introducing quotes module, web-version, portal for vendors, audit trail system, predefined sets of tasks and a lot of small improvements.
Previously, you were able to set Quote status for jobs. However, when quotes were not converted into real jobs, the list became filled with unwanted information. From the other side, when a quote was converted into job, it was not possible to see previous status and to know that a particular job was created from quote. And, finally, job editing form didn’t contain a number of fields which could be needed in quotes. For example, you can provide delivery term, payments terms and additional information in a free form.
So, now you can find Quotes table in the Operations section. The process of quote creation is very straightforward and familiar for existing users – create a new document, fill-in data, save and print. Generated quote can be sent by e-mail directly from BaccS, saved for future use or exported into a lot of supported formats. Default quote template design is provided below:
Of course, you can create own templates and localize them.
Later, you can build attractive reports showing quote conversion rates. It looks like that:
Additional information about quotes can be found in the manual:
This is the main reason of version switch. Web-version has almost the same look and features, which exist in desktop one. Same navigation tree, workflow, tables and entry forms, custom appearance rules in lists, buttons and icons, reports and QuickReports, dashboards, report and template designer, scheduler, data creation in fly, appearance rules, data searching/filtering/grouping, column choosers in lists, etc. If you run web-version after desktop, you’ll feel like a fish in the water.
Currently, there are a number of features, which are not supported in web-version: custom fields, workload planner, ProZ.com integration, editing of data entry forms. Workload planner will be implemented in future updates.
Soon after release, ProZ.com integration will also be implemented, including possibility to post jobs.
It is possible to use desktop application and web-version to access the same data. The only requirement here is that database must be stored on a server accessible from Internet (like virtual private server).
You can get demo access to web-version by sending a request to email@example.com.
Prices depend on storage space and start from 20 USD per month (includes 2 Gb of storage space). After purchase, you get own application with URL address like yourcompany.ibaccs.com. Detailed information about prices can be found on the Pricing page, from where you can send a request for a quote.
Here is a number of screenshots from a new web-version:
Portal for vendors
It’s a part of web-version. Actually, it is the same web-version where access to almost all data is restricted by extensive security system. By default, it is configured to allow vendors to view only their own assignments, download and upload files, register invoices, view one report and edit own profiles. You’re fully free to edit permission rules to grant more rights to your vendors (for example, you can create a new report and allow your vendors to view it, or you can allow them to edit own prices which is restricted by default, or you can grant some rights only to specific vendors).
When you create an assignment, it is possible to generate a link to this assignment and send it in a mail message to vendor, who will be able to click it, enter login details and download files for translation. It is possible to select a number of files and download them as zip archive.
Vendor may deliver an assignment partially or in full, with possibility to attach up to 5 files in one operation.
When a vendor performs some action, administrators will receive notifications:
New articles in the manual on this topic:
Portal for vendors
Default vendor role
How to provide access to additional reports for vendors
How to allow vendors to create and (or) edit their prices
New audit trail system is used for Customers and Contractors and allows to view changes made in any field for a particular customer or vendor, who made this change, when it was made, and to compare data before and after editing. It improves BaccS compatibility with GDPR. Detailed description can be found in this article:
Predefined sets of tasks
Small, but very useful addition to Reference data section. You can create sets of tasks (for example, translation + proofreading + editing), name these sets and quickly insert them during quote or job creation. During insertion operation, prices for each task will be determined automatically based on a currently selected customer. Hopefully, this new addition will improve your performance while creating new jobs and quotes.
Among other improvements in a new version: updated design of invoice template (v1), updated design of PO template, update appearance rules in translation job list, possibility to attach the same file to many entities (very important improvement).
Welcome to try new web-version, portal for vendors, quotes, predefined sets of tasks and new file manager. Hope you’ll find these features useful!
New Support Center22/03/2018
Due to increased number of questions and requests we've found that existing support system is not effective. It appeared to be difficult for users to find necessary information in existing User Manual (mostly because of poor search engine). Forums engine was also outdated: easy accessible for spammers, difficult to search previous questions, and it simply looked 'old'. Due to this, most if users preferred to write e-mail messages. And even if their questions contained information which may be valuable for other users, this information were simply lost in mailbox archives.
We've decided to re-organize it. Among many knowledge base system I've opted for Zoho Desk. Incredible software, which will create a lot of benefits to BaccS users. It allows to solve all mentioned problems:
- Knowledge base. I've already moved BaccS User Guide to a new knowledge base, which is available here. Thanks to powerful search engine and tagging system it is now much easier to find necessary article. Interesting option for user is possibility to vote on articles, while article creator can post comments on article (i.e., informing about recent changes).
- Community forums. As previous forums, it allows to ask public questions and get answers. But also provides additional benefits: 1. The system looks for corresponding knowledge base articles and offers a user to read them before creating posting a question. 2. Much better search engine. 3. Modern design with useful tools to write messages and attach files. 4. Reliable notification system.
- Private tickets. Instead of writing e-mails, private support requests can be sent using this ticketing system. A difference here is that ticket remains open until the problem is solved. This allows to keep track on opened questions and then, if needed, convert them to knowledge base articles. In addition, a ticket can't be lost - the system displays it while status is 'Open'.
Soon I will move the most interesting threads from old forums to a new platform.
Welcome everyone to register in a new Support Center here:
Waiting for your questions and submitted tickets!
Version 3.2. Deep Memsource integration.12/03/2018
Recent update is one the largest updates in BaccS history, as it introduces few important features and changes. It was decided to increase minor version to 3.2. This article describes the most important changes. Let me start with the biggest one – Memsource integration.
More and more companies and translators use this superb tool, because of its simplicity and performance. Knowing about extensive API offered by Memsource it was quickly decided to make deep integration with it at whatever cost. And with today’s update BaccS will allow you to:
- Link contractors with Memsurce vendors (download vendor’s data, including name, e-mail, languages, specializations)
- Link projects and jobs with Memsurce
- Create clients, domains and subdomains in Memsource from within BaccS
- Create projects in Memsource from within BaccS (based on existing projects)
- Create jobs, upload translation files to Memsource, assign vendors to jobs from within BaccS (when you create job in BaccS before creating it in Memsource)
- Notify assigned linguists using Memsource e-mail templates
- Download job analysis results to BaccS to calculate prices and generate quotes
- Track job progress
It is planned to even expand this extensive list in next updates.
Will be grateful to all users will try the new feature and share their feedback. We did a lot of tests, but in real life it is not possible to avoid bugs.
Full details and screenshots can be found in this manual section: Manual, Memsource section
In addition, tutorial video will be added soon.
This feature strengthens BaccS accounting capabilities and accuracy. When Invoice-based accounting method is used, the program will also track currency differences in cases when invoices are issued in a currency which is different from base currency.
Example. You issue invoice on some day, specify amount, currency rate and amount in base currency. When a payment arrives, currency rate changes, which means you get different amount in base currency. Depending on direction of the exchange rate change, you may get more or less than expected amount. This difference is called currency difference and must be registered in the Ledger. BaccS tracks these changes and creates corresponding records in the Ledger on the date of payment arrival. Thus, reports will show more precise results from now.
Customer price-list auto-generation
This feature isn’t very large, but worth of mention. With the new update it became much easier to view and print price-lists for customer. When you edit default prices for a customer, you can only create base price (per hour, or per no-match word), and BaccS will calculate prices for other fuzzy types using their weights. This worked before, but now it’s also possible to view all these auto-generated prices. This table is available in the customer editing form, on the Default rates tab, and looks like this:
In the upper table you create prices, and bottom table immediately refreshed to show auto-generated prices for fuzzy types. Right click on it and select Print preview to generate a document which is ready to be printed or exported into any office format:
This feature was added in previous release, but it’s a part of ongoing work to make BaccS more user-friendly for novice users. At the moment this feature is implemented only in the Invoice editing from, but soon will be added to the other views as well. So, let’s count it as one of new features offered by version 3.2. Idea behind this is to show hints when a form is opened for the first time. Some element is selected on the screen, and a small tooltip appears with description of this element. User clicks button (or F2 on keyboard), and next tooltip appears, until tutorial is finished. Here is a screenshot demonstrating three such hints:
For subsequent form views this tutorial won’t be automatically shown. To view it again, click Show guides button on the ribbon.
Thanks to people who shared ideas during all this time!
I’m really happy to implement Memsource integration. Hope Memsource team will also welcome this initiative!
Hope you will like new update and overall direction where BaccS moves. Think there is no sense to say that there will be a lot of new things during the year.
Important changes in version 3.1.6221/02/2018
With the recent update (3.1.62) a few important changes in the default program usage workflow were introduced. These changes simplify program usage and make it more intuitive.
New Receivables tab in the Job editing form
First change is introduction of the Receivables tab in the job editing form. This tab allows to separate job price calculation from the job tasks list. This table is optional and is not required to use. So, you can continue to use the program as before, without even touching this new table. It may be used in the following cases:
1. When you want to 'shrink' job tasks table to include limited number of records into an invoice which will be created on the base of this job. For example, if a job contains a lot of fuzzy matches, proofreading and editing, instead of full fuzzy breakdown you can create one single row for Translation services, one row for proofreading and one row for editing. In a result your invoice will contain only 3 rows.
2. When total job price differs from amount you get in job tasks table. For example, you have agreement with your customer to translate 5000 source words per some price. But in fact, with a help of own TMs or based on other factors, actual wordcount appears to be lower. In this case you enter actual wordcount in the Job tasks table and then agreed quantities and prices in the Receivables table. Later, when invoice will be created, correct amount and list of tasks will appear there.
Take a note that when you add something into the Receivables table, the following columns in the Job tasks table automatically become disabled: Price, Discount, Price with discount and Amount.
Changes in the Invoice editing form and invoice templates
Previously, invoice editing form contained one Invoice details table, where you were able to select jobs. It contained Work type, Unit, Quantity and Price columns, which were uneditable. There were a lot of questions why these values can’t be edited. Now those columns are removed, and a new tab was added – Rows to print.
First table gives main view of the invoice contents, and a new Job contents column displays how many tasks or receivables it contains.
Second table allows to view all tasks/receivables from all jobs included in an invoice.
This new approach allowed to incredibly simplify invoice printing template structure. Experienced users know that invoice template was build using nested tables (Invoice – Invoice details – Translation job – Translation job details), which was very difficult for initial understanding. Now the structure contains only one nesting level (Invoice – Rows to print)! Now, when you open invoice template in the designer for the first time, the picture will be much more clear:
First band is invoice header band, followed by nested 'Rows to print' report for displaying all invoice rows which you may preview in the invoice editing form.
Existing templates will stay workable and do not need correction. However, I recommend to check new built-in invoice templates and apply the same structure in your own templates, to make them simpler.
Updated articles in the manual
While preparing to this update, it was required to update/rewrite few manual sections. Recommend to check them:
Job tasks and receivables
Invoices and payments
Invoice template designer – General description
Invoice template designer – Field list and adding fields to the surface