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Across for PMs


Across for PMs

STP Across setup

STP runs an Across LSP server and connects to our translation company clients' Across servers for retrieving project packages for translation. We do not create any projects in Across on our own but simply retrieve translation packages from clients, assign them to our translators and revisers, and deliver them back to the client via Across once the project is finished. Likewise, translators connect to STP's Across server to accept and translate or revise tasks, and mark them finished when they are done.

For STP to connect to a client's Across server, we need to send the client an .scp file which contains information relating to our Across server, and receive and import the client's .scp file to our Across server. Check with LT if you are unsure whether we can work in Across for a specific client. We have a limited number of client server connections available to us (currently 8), and the initial connection has to be configured manually. Once a connection has been established, project workflows work the way described below; the .scp file only needs to be imported once. You can find a maintained list of the different servers here

The way licencing works in Across is that individual translators do not have to pay for a licence, instead, it is the LSP who sends them the work that has to purchase the licences used by the translators. STP PMs enable and disable licences from translators, and all licences are shared between PMs, in-house translators and freelancers. Translators themselves use Across as a desktop application or via an online interface called crossWeb.

PM involvement in Across projects is minimal, PMs simply connect to a client server, retrieve and accept a project, check the leveraged wordcounts and assign the project to a translator/reviser, and once the translation project is finished, deliver the project to the client via Across again. PMs can access files for translation but in read-only mode, and there is nothing they need to do as final checks before delivery.

Different Across clients

To connect to the STP Across server, PMs and in-house translators use the Across Online Client, a desktop interface (although translators can also use the online crossWeb environment if they wish). Translator instructions for Across Online Client can be found here. The Online Client is accessible for freelance translators as well, but may have issues installing the client.

There is also an online web interface called crossWeb, which we mainly recommend for freelance translators. crossWeb does not require installation, but its functionality is slightly limited compared to the desktop version and speed slightly lower. Instructions can be found in Across crossWeb.

Finally, there is a free translator version of Across called Translator Basic Edition (6.3) or paid Translator Premium Edition (6.3). Both can be used to access our Across server, which is running on 6.3. We don't generally recommend this version for various reasons:

  • While this version can in theory access our server, it requires that the user is set up as an Offline user rather than Online. Online Client and crossWeb requires online users, so for a freelancer to use the Translator Edition, their user must be replaced with an Offline one and they need a new CAP file from this user. This user will NOT be able to access crossWeb anymore.
  • Translator Edition users can NOT install the Online Edition in parallel
  • The Translator Basic Edition is free for use for one client server only, so if a freelancer is using it for more than one client, they need to upgrade to the paid Translator Premium Edition service, which they may be reluctant to do. In that case the only option for them is to use crossWeb.
See Across support, tips & troubleshooting for more info on offline users.
Summary:
  • In-house users use the Online Client, or crossWeb if they like.
  • Freelancers use crossWeb primarily.
  • If freelancers don't like crossWeb, you can provide the Online Client for them, but it's not 100% guaranteed to work.
  • If they are already using the Translator Basic or Premium Edition, they cannot use the Online Client, so you will need to either get them to accept working in crossWeb or create an Offline user for them.

In-house installation and logging in

The first time you use Across, install the Across Online Client from \\fs\tech\ReadOnly\Installers\Across 6.3 Client
Note that if your system doesn't have Visual C++ 2012 installed, you will need to install that as well. Installers are found here:
\\FS\Tech\ReadOnly\Installers\Across 6.3 Client\Redistributables\x86\vcredist_x86.exe
\\FS\Tech\ReadOnly\Installers\Across 6.3 Client\Redistributables\x64\vcredist_x64.exe

Whenever Across is updated, LT updates the STP Across server. Once this is done, the update will be automatically pushed through to all STP users, who will be instructed accordingly. Users working in crossWeb do not need to update anything.


To log in to the Online Client, the user needs to import their .cap licence file. Translators use personal .cap files, and PMs use shared PM .cap files. This .cap file stores all other details apart from the password, which will need to be typed in every time. You will only need to import the .cap file when you install the Online Client for the first time and after any updates. To do this, click Import in the Standby Client box, and import the relevant .cap file from \\FS\Tech\General\AcrossCAP. Liaise with LT if you are missing a .cap file for a translator. In-house translators can get their own .cap files from the folder, but freelancers will need to have the files sent to them.

To log in to the web interface crossWeb, translators will need the URL https://als.stptrans.com/crossWeb, their username, and password. These credentials are the same as in their .cap file.

All translator user names follow the format als.xx.01234 (where “xx” is initials and “01234” is the STP user ID from PMDB), although the user name is only required when logging in to crossWeb. When using the desktop version, the .cap file contains the user name. Passwords are this style: stp!Firstname (without any Nordic characters, so “å” would be ”a”).

PM users are currently as follows :

  • PM Team Susie A 1 (username: pm.susie.A1)
  • PM Team Susie A 2 (username: pm.susie.A2)
  • PM Team Susie B 1 (username: pm.susie.B1)
  • PM Team Susie B 2 (username: pm.susie.B2)
  • PM Team Amy C 1 (username: pm.amy.C1)
  • PM Team Amy C 2 (username: pm.amy.C2)
The password for all PM licenses is the default STP password.
 

Connecting to a client server

You can find a maintained list of the different servers here. On this list you can check which clients we already have an established server connection with, and which servers are currently active. If you see your client on the list and marked as Active, you are good to go. If you cannot see your client on the list or they are marked as Disconnected, contact LT who will either make room to activate your client's server by disconnecting someone else or who will set up a new server connection for a new client.

You can also see this information directly in Across by going to Tools > System Settings > crossGrid and checking if the client shows in the list of Master Servers.

Retrieving packages

  1. Click Projects on the bottom left-hand pane in Across, and select crossGrid to retrieve translation project packages assigned to STP by the client.
  2. In CrossGrid, select the client's server from the list of Master servers on the left-hand side.
  3. Click Update list on the bottom of the Received tasks pane.
  4. New translation projects will appear on this list, select a project (you can only download them one at a time) and click Retrieve.
  5. This will start a download from the client's server for the selected project. Follow the wizard, clicking Okay to everything.
  6. About half-way through the download you'll get a pop-up with the analysis for the project. You don't need to make note of it at this point, but you will need to confirm it before the download can continue.
  7. After the project has finished downloading, you'll get an empty dialogue box where you need to click Okay once more.

Assigning tasks

Select Tasks on the left-hand pane in Across, and locate and select the package that you just retrieved.

The quickest way to find your project or task is to use the search function at the top of the Tasks list. You can search for text or numbers appearing anywhere in the project information. Double-clicking on a search result will filter the Tasks list to show only the selected project or task. To reset the search results, use the drop-down menu next to the search icon to show All tasks.


One downloaded project package can contain either just one task in one role, or multiple tasks in different roles: normal translation & revision projects usually come with one or more Translation tasks and the corresponding Correction tasks. You'll need to assign the Translation tasks to the linguist who is translating, and the Correction tasks to the linguist who is revising.

To assign a project to a lingust, select the newly downloaded task/tasks from the top right-hand pane, then select the user you wish to assign the tasks to from the bottom pane and click Assign.

Note that you may see both translation and project level tasks on the Tasks list. The project level task is assigned to the PM logins who downloaded the package, and you can leave it as it is - do not assign this to linguists.

The selected user has now been assigned the tasks, and can log in to Across using their credentials (in crossWeb) or with the CAP file (using the Online Client). Please note that translators can have multiple projects going on at the same time, so make sure to give them the project and file name (for example as a screenshot) so they know which files they should work on. Do also give them their password and link to the translator instructions for Across (Online Client or crossWeb).

The translator has to mark their translation task as Finished before the reviser can accept and start revision on the same project. Furthermore, if there is a workflow step that is happening after revision (such as Review), the linguist can only start on that when the Correction task has been marked as Finished. There are no automated notifications in Across, so PM, translator and reviser should liaise with each other via email.


Analysing files

Across analyses can be slightly difficult to read because the default match percentages in the Across-generated reports do not correspond with the STP sliding scales of charges. Because our clients pay according to set sliding scales, though, they usually take care of converting the analyses for you, and because there is nothing you can do in the files in terms of prepping, you can simply use the exact same analyses for translators as well (in their sliding scales of charges).

However, if your client has not provided you with a project analysis you can use in our scales, or you want to run your own to check it’s correct, here’s how you do it.

In the Tasks tab, right-click on the project you want to analyse and go to Reports…

In the dialogue box that opens, select MDR > Next > MDR > Next and you’ll get the below screen. Select @JD as the report settings template to use. This template will calculate the matches in a way that follows the STP default scale.


After clicking Next again, you’ll get to the screen where you can select which documents you want to run the analysis for. If you select all the files in the list, you get an analysis for all the files together. If you want individual analyses for each file, tick only one of the files. Click Finish and Yes in the next dialogue to generate the report.


After the analysis is done, you get the word counts in a pop-window. However, this analysis is still very difficult to read. Save this report in XML format (instead of the default HTM) in your _pm folder. After this, you can use the Across Analysis to Excel Converter in the STP Apps. Add your files (one or multiple), and select the sliding scale to use in the drop-down menu. DTAC and GCAWW are client-specific scales used by one team, so use STP default as the scale for everything else. Click Create Excel, and you’ll get XLS files with the project analyses in the STP default sliding scale of charges which you can then save into a folder of your choice.


Managing licences

STP's Across licences (softkeys) are used by both the PMs and translators. The users who are not working on Across projects regularly should have their licences disabled, and when they are needed, the licence can be enabled in Administration > Softkeys by selecting the user and clicking on Enable. This is where you can also see how many licences there are free at any one time. If the user you wish to assign a task to does not come up in the list of translators, enable their softkey. If the user is not in the list at all, it's possible they are not set up in Across - if this is the case, you can either contact LT or set them up yourself following the instructions here.

If there are no free licences, you'll need to free up one by disabling someone else's licence. A user's licence can only be disabled if no tasks are assigned to them in Across. For this reason, when a translator finishes a project in Across, you should go in the Projects > Tasks view and Unassign the finished project from the translator as soon as the project is finished and you have uploaded it back to the client via crossGrid. When you have done this, go back to Administration > Softkeys and disable the user's licence so it can be used for someone else.

You can also filter for a user's projects and unassign them in bulk following the instructions here, but make sure to unassing only projects you are absolutely sure are completed.


Delivering packages

Once a task has been finished in Across by the translator/reviser, it will show as Finished in the Tasks list. When you go to crossGrid the finished packages will now show as finished in the Progress column, as long as each file within that package has been marked as Finished. Select the relevant finished package and click Deliver to deliver the project (again, one at a time) to the client.

In crossGrid, you can also see a Delete... button, but do not use this. We shouldn't be deleting any packages in the crossGrid lists.