Sourcing options when created a work order


As described in the article about Creating a new work order, several sourcing options can be defined when the work order is created:


Service providers: Defines the pool of service providers who will be invited to the job, with the following options:



  • The teams feature described in the article on Managing your providers is a powerful sourcing tool that will let you group your vendor management in a very flexible way, to better reflect your business needs.
  • You can also invite specific service providers to the list of translators to be invited to the specific job.
  • When a subset of the eligible providers (for instance a team) is selected for invitations, the remaining eligible providers will still be available for adding to the pool of providers to be invited.


Job invitations: define when the invitations will be sent out to the selected providers, with the following options:



  • The automatic option is good for very simple jobs
  • The manual option will let you 
    • Review and condition the job before starting the queue of automatic invitations
    • Manage the invitations manually.


Task assignment: defines the way service providers will interact with your job offering, and the options are:



  • If you post the job for acceptance, the first invited provider who accepts the task will have it assigned
  • If you ask for offers, you will get messages from the invited providers (rates, availability, etc.) but you will retain the ability of assigning the task to a provider.


Sourcing an already created job


The page of any job displays a box dedicated to the sourcing process with all relevant information including:

  • Number of invitations sent / Total of candidates
  • Time of last invitation sent.
  • Number of tasks assigned / Total of tasks
  • Messages (offers) received from the job posting page
  • Status of the invitation queue
  • Enlaces to the two pages where sourcing takes place: manage invitations and job posting.


The "Manage invitations" page


This is the page where most of the sourcing and assignment activities take place.


Summary and settings: At the top of the page you will find:

  • Navigation links to the job page and to the job posting page
  • Status of the queue
  • A command to start the automatic invitations, or to pause them and enable manual invitations
  • The team that was invited for the job
  • Date and time of last invitation sent
  • Settings for automatic invitations (invitations per batch and minutes between batches). In the example below a single invitation will be sent every 10 minutes.


 

Invited translators: This section will include the translators already invited for the job.

  • Information for each invited service provider includes the name, a summary history of past activity, time when invitation was sent, time when job was viewed and status.
  • Each provider has a selection box that will enable the following actions:
    • Deactivate invitation: provider will be removed from this box and denied access to the job posting page
    • Send a message to the translator (stored and visible in the same page)



Queued translators to invite: This box includes the service providers available for invitation

  • The information presented for each provider includes the name, a summary history of activity and the time when included in the queue.
  • You can click and drag the providers in this box to modify their order.
  • Each provider has a selection box that will enable the following actions:
    • Send invitation immediately (the provider will be invited and moved to the box above)
    • Send a message to the translator (stored and visible in the same page)
    • Remove from queue: provider will be removed from this box and from the list of providers to be invited



Available translators who match this job: Other eligible translators (work in the language pair) that can be included in the queue:

  • The information presented for each provider includes the name and a summary history of activity.
  • Each provider has a selection box that will enable the following actions:
    • Add to the queue (the provider will be invited and moved to the box above)
    • Send a message to the translator (stored and visible in the same page)



At the bottom of the page there is a menu that will let you add providers from your pool into the invitation queue, as well as links to the tools for inviting new translators to your instance of the translation center.



The "Job posting" page


  • The job posting page is where the link embedded in the invitation will take the invited service provider for evaluating the job, negotiating the conditions and eventually accepting the tasks offered.
  • On top of the page you find the title and the links to navigate to the job page and the manage invitations page (described above).
  • Then comes the general description of the job: Subject area, Work order and job  instructions, posted and posting time, deadline flexibility and assignment condition.
  • Then you have the relevant information associated with each task. This information should include the commercial conditions that define a purchase order.
  • At the bottom, this form has a menu that will allow the managers to manually assign the task to one of the eligible providers.



  • At the bottom of the page there is a messaging option that will allow the exchange of messages between staff and invited translators who did not accept a task yet.
  • Managers can post messages to one provider in particular, or to all invited translators, or exclusive for managers.
  • Depending on the job settings, the invited providers will be able to accept one or more tasks, or only post messages to the managers of the operation.