|
1. Getting Started
|
1.1 Getting Information on Qwik-Trans
|
The Qwik-Trans home page (www.qwik-trans.com) offers a number of ways to find out more about Qwik-Trans. Perhaps the best place to start is with the Qwik-Trans Tour. Click on the Tour link in the middle of the page. This link will take you to the Tour page, which will describe the way in which Qwik-Trans can benefit your organization and will explain in some detail how to use the main features of the site. The tour will load and run automatically, simply by clicking the link. If you prefer to control the progress of the tour, click the pause button from the controls at the bottom left of the tour screen. Then use the forward or back buttons from the same controls to navigate through the tour. You can also use the Map button at the bottom right of the tour screen to go directly to any part of the tour.
If you would like a quicker overview of the site, then the About page, accessible at the very top of the Qwik-Trans home page, may be helpful. It provides a brief introduction to Qwik-Trans functions and benefits.
For a more detailed description of the site and its features, our comprehensive Help section is the place to go. You can always access Help from the link at the top of each page, as well as by clicking on certain text items on each page.
To keep up with the latest Qwik-Trans developments, don’t forget to keep an eye on our News section. Here we’ll describe new Qwik-Trans functions and features as they become available.
Finally, we strongly recommend that you read our Terms and our Privacy statement. You can access these documents at the bottom of every page.
|
|
1.2 Becoming a Qwik-Trans Member
|
To become a Qwik-Trans member, follow the Become a Qwik-Trans member here link from the Qwik-Trans home page (www.qwik-trans.com). You’ll be taken to a secure page with a simple form that you will need to complete. Please read our Privacy statement (accessible at the bottom of the page) if you are concerned about giving out information via the Web. Note that your Nickname is the name that you will be greeted with in your dealings with Qwik-Trans. By letting us know your usual language requirement, we can pre-fill this information when you use Qwik-Trans to make submitting a translation or edit job ever easier.
If you wish to apply for credit (see 1.3 Applying for Credit for a description of what this means) so that you can pay on invoice, be sure to check the box marked Apply for approval for the Pay on Invoice option.
Finally, remember to keep your login information secure!
Clicking Join will give you instant access to Qwik-Trans and all the benefits it provides.
|
|
1.3 Applying for Credit
|
Qwik-Trans offers a number of payment options (for more details, see 2.8 The Payment Info Box), including payment on invoice. The pay on invoice option enables you to pay for your Qwik-Trans jobs later, after we send you an invoice.
Please note that this option is available only to companies and organizations. Credit approval is granted at the sole discretion of Trans-Asia Inc. (operators of the Qwik-Trans service) and may be withheld or revoked for any reason.
There are two ways to apply for approval for payment on credit. You can apply at the time of becoming a member by checking the Apply for Credit checkbox. When you click the Join button you will automatically be taken to another short form, which will be your credit approval application. Fill out this form and press the Apply Now button at the bottom.
The second way to apply for credit is to do it later, from the Member’s Control Center (see 2. The Member’s Control Center). Simply click on the Apply for Credit link next to the Pay on Invoice option in the Payment Info box, and you’ll be taken to the application form. Fill out this form and click the Apply Now button at the bottom.
You will normally be informed of the results of your application by e-mail within one working day. If your application is successful, you will be able to begin using the pay on invoice option for your jobs. If it is unsuccessful, you may still use other payment options (see 2.8.1 Payment by Bank Transfer and 2.8.3 Payment by Credit Card).
|
|
1.3.1 Payment Terms
|
If you choose the pay on invoice option, please note that our payment terms are strictly 14 days. Payment should be made by bank transfer, into the account shown on the invoice.
|
|
1.4 Logging In
|
Once you have registered as a Qwik-Trans member (see 1.2 Becoming a Qwik-Trans Member) you can log into the Qwik-Trans site from the login section of the home page (www.qwik-trans-com) or by following the Login link that is among the links at the top of each page.
To log in, you will need to use the e-mail address and password that you gave at the time of registering as a Qwik-Trans member.
|
|
1.4.1 If You Forget Your Password
|
If you have forgotten your password, please follow the Forgot your password? link that appears at the bottom of the login box. Note that this link does not appear at the login section of the home page; to use it you will need to log in using the Login link that is among the links at the top of each page.
By clicking on the Forgot your password? link, you will be taken to a Password Reminder page. Please type in your e-mail address and click the Remind Me button. A password reminder will be sent to your e-mail address.
|
|
1.4.2 Password Security
|
The security of your personal information and work submitted to Qwik-Trans can only be as good as the security of your password. For that reason, we recommend that you:
- choose a password that will be difficult for others to guess
- avoid storing your password in place that might be accessed by others
- change your password regularly.
When choosing a password, DO NOT use information that is commonly known, such as birth dates, names, pets or other information of a personal nature.
DO try to make your password more secure by including numbers and punctuation
When you use the Password Reminder function (section 1.4.1 If You Forget Your Password), we will email you your password. If you receive a password reminder that you did not request, please contact Trans-Asia Inc. immediately as it may indicate that someone was attempting to access your account.
Finally, please note that Trans-Asia Inc. will NEVER contact you requesting your password or other personal information.
|
|
1.5 Choosing Your Language
|
Qwik-Trans is currently available in Japanese and English (other languages will be offered soon). You can switch between the languages by clicking on the language link at the top right of each page.
|
|
|
2. The Member’s Control Center
|
2.1 Accessing the Member’s Control Center
|
To access the Member’s Control Center you will need to log in as a Qwik-Trans member. (See 1.4 Logging In for details). Once you have logged in, you will automatically be taken to the Member’s Control Center.
|
|
2.2 Using the Member’s Control Center
|
All Qwik-Trans features can be accessed from the Member’s Control Center. Here, you can place, track and manage translation and edit job orders, update your personal information and change your password, update your glossary, and keep up with Qwik-Trans news.
As new features are added to the Qwik-Trans site, you will be able to access them from the Member’s Control Center.
|
|
2.3 Placing Translation and Edit Job Orders
|
To place a translation job order, click the New Translation button in the Member’s Control Center or follow the New Translation link in the navigation area at the top of the page. To place an edit job order, click the New Edit button in the Member’s Control Center or follow the New Edit link in the second row of links from the top of the page. For more information on placing job orders, please see 3. Booking a Translation Job and 4. Booking an Edit Job.
|
|
2.4 Updating Your Personal Information
|
To update your personal information, click the Update Info link just under the Welcome on the left side of the Member’s Control Center. You will be taken to a form that shows the details that you entered at the time of registering with Qwik-Trans.
Change the detail that requires updating, and then click the update button. The change will then be saved.
|
|
2.5 Changing Your Password
|
To change your Qwik-Trans password, click the Change Password link just under the Welcome on the left side of the Member’s Control Center. You will be taken to a simple form that enables you to replace your current password with a new one. Type your current password in the box labeled Old Password and then your new password in the box labeled New Password. Confirm your new password by typing it in again in the box labeled Confirm New Password. Use the Back button on your browser to return to the Member’s Control Center.
For security, it is a good idea to change your password regularly. See section 1.4.2 Password Security for hints about choosing a good password.
|
|
2.6 The Job Summary Function
|
One of the most prominent features of the Member’s Control Center is the Job Summary box, which sits close to the center of the page. The purpose of this box is to enable you to track and control your orders, and it is particularly useful if you have several orders outstanding. The View Job History link, which appears next to the Job Summary title in the dark blue bar at the top of the box, enables you to view all of your orders.
For a more detailed discussion of the functions of the Job Summary box, please see 5. Tracking and Controlling Translation and Edit Jobs elsewhere in this Help Text.
|
|
2.7 The Qwik-Trans Glossary Feature
|
Qwik-Trans includes a glossary feature, accessible from the Member’s Control Center. You can use this glossary to define words, terms and expressions for Trans-Asia Inc. translators and editors. This will help ensure that the translations and edits you receive adhere to your in-house terminology guidelines. Using the glossary is also the most efficient way for ensuring consistent use of terminology across all of your translation and edit jobs. The glossary is also a useful way of providing spellings for proper nouns and definitions of any in-house terms (including abbreviations and product names) that may be difficult for translators and editors to track down. Providing this information in the glossary will enable us to complete translations and edits without having to refer back to you for assistance with questions.
These applications make the glossary feature a very useful part of your Qwik-Trans site. We strongly encourage you to make full use of the glossary feature to maximize the benefits of Qwik-Trans.
|
|
2.7.1 Building Your Glossary
|
To begin adding terms to the glossary, first click on the Update Glossary link in the left column of the Member’s Control Center. This will take you to your Member Glossary page.
If you haven’t yet added any terms to your glossary, you can begin doing so by clicking the Add New button. A new box will appear, called New Glossary. Type in the source term (the term as it appears in the source language) in the box labeled Source. Use the drop-down box next to that to define the source language. Then type the definition of the source term in the target language in the box labeled Target. Use the drop-down box next to that to define the target language. If you wish to add any comments about this definition, use the Notes box below.
Click on the Save button and your definition will be added to your glossary.
|
|
2.7.2 Importing Glossary Terms
|
Another way to build your glossary is to import terms from another file. To do this, click on the Import Terms link on the Member Glossary page. This will take you to the Glossary Upload page.
Note that the file you import must be in a very specific format, called a Comma-Separated-Values (CSV) file. This file is commonly used in building databases. You can create a CSV file from Excel, or in text editing software like Notepad.
Be sure that each glossary term is on one line only, with the source term, target term and any notes separated by a comma. The file should then be saved in Unicode UTF-8 format for importing into the Qwik-Trans glossary.
Each line of the CSV should look like this:
Translation, 翻訳, notes (or blank)
A sample CSV file is available for download in the Help Area to the right of the Import Glossary Terms page.
|
|
2.7.3 Editing and Deleting Glossary Terms
|
You can edit your Qwik-Trans glossary entries using the Edit link on the right side of each entry. Clicking on that link will take you to page where you can change both your preferred translation for the source term and any associated notes. To save any changes, click the Update link at the lower right. To delete an entry from the glossary, simply click the Delete link on the right side of each entry. A pop-up dialog box will appear to confirm your choice. If you click OK that entry only will be deleted.
|
|
2.7.4 Exporting Your Glossary File
|
You are also able to export your Qwik-Trans glossary to either a Microsoft Excel® file or to a CSV file. To do this, click on either of the export links towards the top of the Member Glossary page. A dialog box will appear asking you whether you wish to open the file or save it to your hard drive.
|
|
2.8 The Payment Info Box
|
At the bottom left of the Member’s Control Center you will see a box called Payment Info. This box shows the Qwik-Trans payment options and those options that are currently available to you. A description of the options is provided here.
|
|
2.8.1 Payment by Bank Transfer
|
Payment by bank transfer is available to all Qwik-Trans members. With this option, you pay for your translation or edit job by remitting the amount shown in the quote (plus consumption tax) to the bank account of Trans-Asia Inc. (operators of the Qwik-Trans service. Work on your job will commence once we have verified that the remittance has been made.
You will be able to view the account information you need to make the remittance at Step 3 of the quote process (see 3.4 Step 3 for more information on this page). The details appear below the job details. The details can be printed along with the quote (click the Print Quote and Details link).
If payment is not received by a certain date, your order will be automatically canceled, without work being done on it. This date is shown in red at the very bottom of the Step 3 page.
Once you have made payment, you can let us know by going to the View Job page. This page can be accessed from the Member’s Control Center or from the Step 3 page. For details, please see 5.4 The View Job Page. Near the bottom of the View Job Page you will find a tag entitled Verify Payment Completion. If you have made payment, click the Yes circle and supply reference details (such as the date the payment was made and the reference number) in the white space below. Then click the Submit Payment Conformation button. We will check payment and then begin work on your job. We will send you an email informing you of the deadline.
If you wish to cancel the job at this point, you may do so without penalty. Click the No circle and then use the white space to let us know why you wish to cancel. Then click the Stop Work on this Job button.
IMPORTANT NOTE: If you have chosen to pay by bank transfer, please note that the deadline for your job will be determined once we have confirmed payment.
|
|
2.8.2 Payment on Invoice
|
The second payment option is payment on invoice. In this case, you do not need to pay in advance; Trans-Asia Inc. will invoice you for the job on completion. To use this option, you need to have credit approval from Trans-Asia Inc. See 1.3 Applying for Credit for details on how to do this.
Note that when using the payment on invoice option, work on your job will start immediately. The deadline for the job will be that determined during the quote process. Because work starts immediately, please note that if you subsequently choose to cancel a job, you will still be invoiced for any work completed to date.
|
|
2.8.3 Payment by Credit Card
|
The credit card payment option will become available in January 2004.
|
|
|
3. Booking a Translation Job
|
3.1 Starting the Booking
|
To book a translation job, first go to your Member’s Control Center. From the Quotes & New Work box, click the New Translation button. This will take you to the start of the booking process.
|
|
3.2 Step One
|
The object of Step 1 in the translation booking process is to provide the information that Qwik-Trans needs to provide you with a quote. Please note that there is no obligation to accept any quote that Qwik-Trans provides. You can cancel the process at any time by simply clicking the Cancel button towards the bottom of the page.
|
|
3.2.1 Choosing the Language Pair
|
To being the job, first select the language pair involved in the translation. To do this, you will need to choose the languages from the two drop-down boxes next to the Languages tag near the top of the Step 1 – Enter Details for Quote box. In the box marked From, choose the language of your original document. In the box next to it, labeled To, choose the target language, which is the language into which you want the text to be translated. Be sure to choose the correct language pair. For example, if you have Japanese text, and you wish to have it translated into English, you would choose Japanese in the From box and English in the To box.
Please note that at this time, Qwik-Trans provides translations from and to English, Japanese, Chinese (Simplified and Traditional), French, German, Italian, Korean and Spanish. If your translation does not involve these languages, please contact Trans-Asia Inc. directly at request@trans-asia.co.jp or 813-5428-0253 (office hours 8 am to 8 pm, Japan Standard Time). We would be pleased to arrange the translation for you.
|
|
3.2.2 Choosing a Subject
|
In the drop-down box next to the Subject tag, on the next line, please select the subject of your document. This will help us assign the best translator for your document. If your subject is not in the list, please choose Other (please specify) and type the subject name in the space to the right of the drop-down box. If you are not sure of the subject matter, please type “Unknown” in the box.
|
|
3.2.3 Nominating Similar Jobs
|
Beneath the Subject tag, you will see a tag called Similar Jobs, with a link next to it. Clicking on the link will prompt a pop-up showing a list of all of the jobs that you have submitted to Qwik-Trans. From this list you can choose similar jobs that might serve as a useful reference for the job you are now requesting. Click the white box next to the job(s) you wish to nominate, and then click Select Similar Jobs. This will close the pop-up.
This function helps ensure consistent translation over a series of jobs.
|
|
3.2.4 Assigning a Title
|
In the white space next to the Title/Reference tag, please type a title for your document. The title is for ease of reference only, and will not be translated. You may type the title in any language you choose.
|
|
3.2.5 Supplying the Text
|
In the larger white box next to the Text to Translate tag, please type or paste the text you wish to be translated. The Qwik-Trans quote will be calculated using this text. Note that there is a limit of two megabytes on pasted text and uploaded files. If your job is larger than this, please contact us. Use your Enter/Return button to start new paragraphs.
IMPORTANT NOTE: You must supply text in the white space to receive an instant quote. If you attach a source file only, your quote will be completed manually and e-mailed to you. Translation in this case will not start until you have accepted the quote.
|
|
3.2.6 Adding a Source File
|
If your text has special layout requirements, you can also add the source file (attach the original document) by clicking on the Browse button next to the Source File tag. Choose the source file from your own hard drive and a copy will appear in the white space to the left of the Browse button. Your translator will then use this copy to do the translation, overwriting the original text with the translation. This will ensure that your layout is retained. Note that if your source file is very large, it may slow down the Qwik-Trans quoting process, as you cannot continue until the file is uploaded.
IMPORTANT NOTE: Please ensure that the text in the source file matches exactly the text that you have typed or pasted in the white space. Any discrepancies between the texts will negate the Qwik-Trans quote and will cause an interruption in the workflow while we re-quote on the job manually.
|
|
3.2.7 Using Qwik-Trans with Source File Only
|
To derive the maximum benefit from Qwik-Trans, we recommend that you supply your text in the white space provided, even if you are also attaching a source file. However, it is possible to use Qwik-Trans with a source file only, in which case your quote will be done manually. Please note that if you use a source file only, the quote will be done during Trans-Asia Inc. office hours only, which are from 8:00 am to 8:00 pm, Monday to Friday (Japanese Standard Time; closed on weekends and public holidays in Japan). We will e-mail the quote to you for your approval. Work will commence if you approve the quote.
|
|
3.2.8 Quality Level
|
Qwik-Trans offers you a choice of two quality levels. Choose the level that you prefer by using the drop-down box next to the Quality Level tag.
Level 1 provides you with a translation and an edit. This is the standard level of quality that you will have been familiar with if you have used translation services before. Every effort will be made to assign a professional translator and an editor who have experience in the subject matter of the text. The result will be an accurate and readable translation of the original document. This quality level will suffice for most translation purposes.
Level 2 provides you with a translation and an edit, as in level one, as well as an additional check by a specialist editor. This additional check will provide an extra level of polish that is suitable for highly technical documents or for documents that require writing of a high level, such as official corporate communications (for example, annual reports), advertising copy, press releases, speeches and work to be published. We recommend that you choose Level 2 for these kinds of documents.
|
|
3.2.9 Contact Information
|
Finally, please note your contact information at the bottom of the Step 1 page. If you wish to change your contact method, please click the Change Contact Info link. A pop-up window will appear in which you will be able to select your preferred contact method and supply the details. Click Save Contact Information when you are done and the window will close.
|
|
3.2.10 Moving to Step 2
|
When you have completed Step 1, click View Quote at the bottom of the page to move to Step 2, where you will be able to see your quote. If you wish to cancel the quote process, click Cancel. Please be sure that you have completed all fields in Step 1 correctly; if you have missed a field, you will receive an error message in red text.
|
|
3.3 Step Two
|
The object of Step 2 in the quote process is to view and accept the Qwik-Trans quote, confirm the deadline for the work, provide additional instructions if any, and confirm the method of payment.
|
|
3.3.1 Viewing the Quote
|
At the top of the Step 2 page, you will be able to view information about your job, including the title of the job, the language pair, the Qwik-Trans quote for the job, and your contact information. On the right, you will also be able to view the quality level that you selected and the deadline that we propose for this job. Please review this information to make sure that it is correct. If you wish to request an alternate deadline, you can do so below. If you wish to change any other information, use the Back button on your browser to return to the previous quote page.
IMPORTANT NOTE: You are under no obligation to accept this quote. Only when you click the Accept Quote button at the bottom of the page will you enter into an agreement with Trans-Asia Inc. to undertake the work.
|
|
3.3.2 Deadline Change Request
|
Qwik-Trans automatically sets a deadline for your job (displayed at the top of the Step 2 page), choosing the optimum deadline given the length of the job and the language pair. The deadline chosen by Qwik-Trans is designed to give you the best balance between speed and quality.
Using the deadline change request function, however, you may be able to successfully request a faster turnaround time. Click on the Need a faster deadline? link below the Qwik-Trans deadline to activate the Request New Deadline window.
Use the dropdown boxes to display the date and time you wish to set for the new deadline and click Request New Deadline.
Deadline change requests produce three possible outcomes:
- In some cases, your new deadline without any change to the quote. In this case, you will be returned to Step 2 with the new deadline displayed and ready for acceptance.
- Beyond a certain point, however, your deadline will only be accepted with the imposition of a 20% surcharge on the quote. The surcharge is designed to cover the cost of the special arrangements that will need to be taken to meet your deadline request. In this case, you will be presented with the new deadline and quote and asked to confirm or cancel the deadline change. If you do not wish to pay the 20% surcharge, you will need to back and set a deadline that allows a little more time, or accept the deadline calculated by Qwik-Trans.
- In some cases, your requested deadline may be so tight that Qwik-Trans is unable to approve it. If you wish to try again with another deadline, you may do so as many times as you wish.
If you cannot get approval for your deadline on Qwik-Trans, we suggest that you contact Trans-Asia Inc. directly (you can find our contact details by clicking the Contact button on the popup). Depending on the nature of the job, we may be able to negotiate a suitable arrangement for you.
If it is outside business hours or you do not wish to contact Trans-Asia Inc., there are certain measures that you might be able to take:
- Make the job smaller by removing unnecessary text. The most important factor in calculating deadlines is the length of the job. If you are able to make the job smaller by removing some of the text, then you may find that the new deadline meets your requirements. For example, if your text has an introductory part, such as an abstract, it may be helpful to get this translated first.
- Break the job up. You can break up a large job into smaller jobs that can be done more quickly. The drawback here is that it is likely that the smaller jobs may be given to different translators (albeit with similar specializations), and this could result in some disparities in terms of word choice and writing style. If this is not a significant problem for you, then breaking the job up is an effective way to getting it done more quickly. You can also use the instruction box and the Qwik-Trans glossary feature to specify style and word choice, and help improve consistency.
Note: The deadline change request feature is only available for Quality Level 1 translations. Because of the extra time required to completed Quality Level 2 work, it is not possible to set a deadline tighter than that proposed by Qwik-Trans.
|
|
3.3.3 Providing Instructions
|
In the white space next to the Additional Instructions tag you are able to provide special instructions for the translator and editor. Note that you are not charged for any text that you enter here.
Providing instructions can be a highly effective means of improving the final translation result. For example, you can make style requests, such as requesting American or British English (Trans-Asia Inc. uses American English by default), you can provide preferred translations or the spellings for proper nouns, or you can provide the URLs to online references.
We recommend that you use the Additional Instructions feature to maximize your control over the translation output.
|
|
3.3.4 Display of Source or Translated Text
|
Beneath the instructions box you have the option to turn off the display of source or translated text on the Web. You may prefer to do this if you have a more sensitive document and you do not wish to have it readily displayed to others who might be able to view your monitor.
|
|
3.3.5 Choose Payment Option
|
The final feature on the Step 2 page is to choose your preferred payment option. Qwik-Trans currently offers two payment options: payment on invoice and payment by bank transfer. A third option, payment using credit card, will be available from January 2004.
If you have successfully applied for credit approval, you may choose to pay on invoice. In this case, work on your job will start immediately, and you will be invoiced for the job on completion. To apply for credit, please see 1.3 Apply for Credit. Also, please note our payment terms in 1.3.1 Payment Terms.
If you are paying by bank transfer, please note that the deadline proposed by Qwik-Trans at the top of the Step 2 page will not be valid. A new deadline will be calculated for you, once we have confirmed receipt of your payment. We will communicate the new deadline to you by e-mail.
|
|
3.3.6 Accepting the Quote
|
If you are happy with the quote and other information, you can accept the quote and have work on your translation commence by pressing the Accept Quote button at the bottom of the page. If you wish to cancel the order, press the Cancel button. This will return you to the Member’s Control Center.
Note that a confirmation window will appear when you press Accept Quote for you to confirm the job details.
IMPORTANT NOTE: Once you press Accept Quote you have entered into a binding agreement with Trans-Asia Inc. for the translation job. Please make sure that you have read and understood our Terms and Conditions. It is possible to cancel a translation job once it has started, but a cost may be incurred for work already done. If you press Cancel the order placement process will terminate and you will have no obligation with respect to the quote that appeared on the Step 2 page.
|
|
3.4 Step 3
|
Congratulations, your order has been placed. Please view the details of the job at the top of the Step 3 page. If you find that there is a mistake with the details, you can contact Qwik-Trans via the link provided.
Note that you can always return to this page from the Member’s Control Center. Simply click the blue View link next to the job you wish to view in the Job Summary box.
For a more detailed explanation of the tools available to you from the Step 3 page, please see 5. Tracking and Controlling Translation and Edit Jobs.
|
|
3.4.1 Printing the Quote
|
You can print out a copy of your quote, by clicking the View Quote link next to the amount of your quote on the Step 3 page. A formal quotation will pop-up, which you can easily print out.
|
|
3.4.2 Bank Transfer Details
|
If you have elected to pay by bank transfer (see 2.4.1 Bank Transfer for details of this payment option) the account information you require to make the remittance is provided on the Step 3 page. For convenience, these details can be printed.
|
|
4. Booking an Edit Job
|
Booking an edit job is quite similar to booking a translation job. Please note that editing is currently available only for English. Editing in other languages will become available when demand is sufficient—please contact us if you have other language editing requirements.
|
|
4.1 Starting the Booking
|
To book an edit job, first go to your Member’s Control Center. From the Quotes & New Work box, click the New Edit button. This will take you to the start of the booking process.
|
|
4.2 Step One
|
The object of Step 1 in the edit booking process is to provide the information that Qwik-Trans needs to provide you with a quote. Please note that there is no obligation to accept any quote that Qwik-Trans provides. You can cancel the process at any time by simply clicking the Cancel button towards the bottom of the page.
|
|
4.2.1 Choosing the Language
|
To begin completing Step 1, first select the language for the edit. To do this, you will need to choose the language from the drop-down box next to the Language tag near the top of the Step 1 – Enter Details for Quote box. At this time, editing is provided for English only. If you have an editing job in another language, please contact Trans-Asia Inc. directly at request@trans-asia.co.jp or 813-5428-0253 (office hours 8 am to 8 pm, Japan Standard Time). We would be pleased to arrange the edit for you the traditional way.
|
|
4.2.2 Choosing a Subject
|
In the drop-down box next to the Subject tag, on the next line, please select the subject of your document. This will help us assign the best editor for your document. If your subject is not in the list, please choose Other (please specify) and type the subject name in the space to the right of the drop-down box. If you are not sure of the subject matter, please type “Unknown” in the box
|
|
4.2.3 Nominating Similar Jobs
|
Beneath the Subject tag, you will see a tag called Similar Jobs, with a link next to it. Clicking on the link will prompt a pop-up showing a list of all of the jobs that you have submitted to Qwik-Trans. From this list you can choose similar jobs that might serve as a useful reference for the job you are now requesting. Click the white box next to the job(s) you wish to nominate, and then click Select Similar Jobs. This will close the pop-up.
This function helps ensure consistent translation over a series of jobs.
|
|
4.2.4 Assigning a Title
|
In the white space next to the Title/Reference tag, please type a title for your document. The title is for ease of reference only, and will not be translated. You may type the title in any language you choose.
|
|
4.2.5 Supplying the Text
|
In the larger white box next to the Text to Translate tag, please type or paste the text you wish to be translated. The Qwik-Trans quote will be calculated using this text. Note that there is a limit of two megabytes for pasted text and uploaded files. Use your Enter/Return button to start new paragraphs.
IMPORTANT NOTE: You must supply text in the white space to receive an instant quote.
If you attach a source file only, your quote will be completed manually and e-mailed to you. Editing in this case will not start until you have accepted the quote.
|
|
4.2.6 Adding a Source File
|
If your text has special layout requirements, you can also add the source file (attach the original document) by clicking on the Browse button next to the Source File tag. Choose the source file from your own hard drive and a copy will appear in the white space to the left of the Browse button. Your editor will then use this copy to do the edit, overwriting the original text with any editing changes. This will ensure that your layout is retained. Note that if your source file is very large, it may slow down the Qwik-Trans quoting process, as you cannot continue until the file is uploaded.
IMPORTANT NOTE: Please ensure that the text in the source file matches exactly the text that you have typed or pasted in the white space. Any discrepancies between the texts will negate the Qwik-Trans quote and will cause an interruption in the workflow while we re-quote on the job manually.
|
|
4.2.7 Using Qwik-Trans with Source File Only
|
To derive the maximum benefit from Qwik-Trans, we recommend that you supply your text in the white space provided, even if you are also attaching a source file. However, it is possible to use Qwik-Trans with a source file only, in which case your quote will be done manually. Please note that if you use a source file only, the quote will be done during Trans-Asia Inc. office hours only, which are from 8:00 am to 8:00 pm, Monday to Friday (closed on weekends and public holidays). We will e-mail the quote to you for your approval. Work will commence on receiving your return e-mail.
|
|
4.2.8 Quality Level
|
Qwik-Trans offers you a choice of two quality levels. Choose the level that you prefer by using the drop-down box next to the Quality Level tag.
Level 1 provides you with a standard edit. This is the standard level of quality that you will have been familiar with if you have used editing services before. Every effort will be made to assign a professional editor who has experience in the subject matter of the text. The result will be an accurate and readable edit of the original document. This quality level will suffice for most purposes.
Level 2 provides you with an edit, as in level one, as well as an additional check by a specialist editor. This additional check will provide an extra level of polish that is suitable for highly technical documents or for documents that require writing of a high level, such as official corporate communications (for example, annual reports), advertising copy, press releases, speeches and work to be published. We recommend that you choose Level 2 for these kinds of documents.
|
|
4.2.9 Contact Information
|
Finally, please note your contact information at the bottom of the Step 1 page. If you wish to change your contact method, please click the Change Contact Info link. A pop-up window will appear in which you will be able to select your preferred contact method and supply the details. Click Save Contact Information when you are done and the window will close.
|
|
4.2.10 Moving to Step 2
|
When you have completed Step 1, click View Quote at the bottom of the page to move to Step 2, where you will be able to see your quote. If you wish to cancel the quote process, click Cancel. Please be sure that you have completed all fields in Step 1 correctly; if you have missed a field, you will receive an error message in red text.
|
|
4.3 Step Two
|
The object of Step 2 in the quote process is to view and accept the Qwik-Trans quote, confirm the deadline for the work, provide additional instructions if any, and confirm the method of payment.
|
|
4.3.1 Viewing the Quote
|
At the top of the Step 2 page, you will be able to view information about your job, including the title of the job, the language, the Qwik-Trans quote for the job, and your contact information. On the right, you will also be able to view the quality level that you selected and the deadline that we propose for this job. Please review this information to make sure that it is correct. If you wish to request an alternate deadline, you can do so below. If you wish to change any other information, use the Back button on your browser to return to the previous quote page.
IMPORTANT NOTE: You are under no obligation to accept this quote. Only when you click the Accept Quote button at the bottom of the page will you enter into an agreement with Trans-Asia Inc. to undertake the work.
|
|
4.3.2 Deadline Change Request
|
Qwik-Trans automatically sets a deadline for your job (displayed at the top of the Step 2 page), choosing the optimum deadline given the length of the job and the language pair. The deadline chosen by Qwik-Trans is designed to give you the best balance between speed and quality.
Using the deadline change request function, however, you may be able to successfully request a faster turnaround time. Click on the Need a faster deadline? link below the Qwik-Trans deadline to activate the Request New Deadline window.
Use the dropdown boxes to display the date and time you wish to set for the new deadline and click Request New Deadline.
Deadline change requests produce three possible outcomes:
- In some cases, your new deadline without any change to the quote. In this case, you will be returned to Step 2 with the new deadline displayed and ready for acceptance.
- Beyond a certain point, however, your deadline will only be accepted with the imposition of a 20% surcharge on the quote. The surcharge is designed to cover the cost of the special arrangements that will need to be taken to meet your deadline request. In this case, you will be presented with the new deadline and quote and asked to confirm or cancel the deadline change. If you do not wish to pay the 20% surcharge, you will need to back and set a deadline that allows a little more time, or accept the deadline calculated by Qwik-Trans.
- In some cases, your requested deadline may be so tight that Qwik-Trans is unable to approve it. If you wish to try again with another deadline, you may do so as many times as you wish.
If you cannot get approval for your deadline on Qwik-Trans, we suggest that you contact Trans-Asia Inc. directly (you can find our contact details by clicking the Contact button on the popup). Depending on the nature of the job, we may be able to negotiate a suitable arrangement for you.
If it is outside business hours or you do not wish to contact Trans-Asia Inc., there are certain measures that you might be able to take:
- Make the job smaller by removing unnecessary text. The most important factor in calculating deadlines is the length of the job. If you are able to make the job smaller by removing some of the text, then you may find that the new deadline meets your requirements. For example, if your text has an introductory part, such as an abstract, it may be helpful to get this translated first.
- Break the job up. You can break up a large job into smaller jobs that can be done more quickly. The drawback here is that it is likely that the smaller jobs may be given to different translators (albeit with similar specializations), and this could result in some disparities in terms of word choice and writing style. If this is not a significant problem for you, then breaking the job up is an effective way to getting it done more quickly. You can also use the instruction box and the Qwik-Trans glossary feature to specify style and word choice, and help improve consistency.
Note: The deadline change request feature is only available for Quality Level 1 edits. Because of the extra time required to completed Quality Level 2 work, it is not possible to set a deadline tighter than that proposed by Qwik-Trans.
|
|
4.3.3 Providing Instructions
|
In the white space next to the Additional Instructions tag you are able to provide special instructions for the editor. Note that you are not charged for any text that you enter here.
Providing instructions can be a highly effective means of improving the final result. For example, you can make style requests, such as requesting American or British English (Trans-Asia Inc. uses American English by default), you can provide preferred usage or the spellings for proper nouns, or you can provide the URLs to online references.
We recommend that you use the Additional Instructions feature to maximize your control over the edited output.
|
|
4.3.4 Display of Source or Edited Text
|
Beneath the instructions box you have the option to turn off the display of source or edited text on the Web. You may prefer to do this if you have a more sensitive document and you do not wish to have it readily displayed to others who might be able to view your monitor.
|
|
4.3.5 Choose Payment Option
|
The final feature on the Step 2 page is to choose your preferred payment option. Qwik-Trans currently offers two payment options: payment on invoice and payment by bank transfer. A third option, payment using credit card, will be available from January 2004.
If you have successfully applied for credit approval, you may choose to pay on invoice. In this case, work on your job will start immediately, and you will be invoiced for the job on completion. To apply for credit, please see 1.3 Apply for Credit. Also, please note our payment terms in 1.3.1 Payment Terms.
If you are paying by bank transfer, please note that the deadline proposed by Qwik-Trans at the top of the Step 2 page will not be valid. A new deadline will be calculated for you, once we have confirmed receipt of your payment. We will communicate the new deadline to you by e-mail.
|
|
4.3.6 Accepting the Quote
|
If you are happy with the quote and other information, you can accept the quote and have work on your edit commence by pressing the Accept Quote button at the bottom of the page. If you wish to cancel the order, press the Cancel button. This will return you to the Member’s Control Center.
Note that a confirmation window will appear when you press Accept Quote for you to confirm the job details.
IMPORTANT: Once you press Accept Quote you have entered into a binding agreement with Trans-Asia Inc. for the edit job. Please make sure that you have read and understood our Terms and Conditions. It is possible to cancel an edit job once it has started, but a cost may be incurred for work already done. If you press Cancel the order placement process will terminate and you will have no obligation with respect to the quote that appeared on the Step 2 page.
|
|
4.4 Step 3
|
Congratulations, your order has been placed. Please view the details of the job at the top of the Step 3 page. If you find that there is a mistake with the details, you can contact Qwik-Trans via the link provided.
Note that you can always return to this page from the Member’s Control Center. Simply click the blue View link next to the job you wish to view in the Job Summary box.
For a more detailed explanation of the tools available to you from the Step 3 page, please see 5. Tracking and Controlling Translation and Edit Jobs.
|
|
4.4.1 Printing the Quote
|
You can print out a copy of your quote, by clicking the View Quote link next to the amount of your quote on the Step 3 page. A formal quotation will pop-up, which you can easily print out.
|
|
5. Tracking and Controlling Translation and Edit Jobs
|
Once you have placed an order for a translation or edit job, Qwik-Trans gives you a number of tools for keeping track of the job, and also for controlling the outcome. These tools are explained in this section.
|
|
5.1 Accessing Tools for Tracking and Control
|
The tools you need to track and control your jobs are available from the Job Summary box (and View Job History link) on the Member’s Control Center. They can also be accessed immediately after completing the quote process, from the Step 3 page.
|
|
5.2 The Job Summary Box
|
The Job Summary box itself gives you important information—accessible at a glance—about your orders. The box shows, from left: (1) The job reference number, which you should quote in all correspondence concerning your job; (2) The due date, or deadline, for the job; (3) The job title, which serves as a useful reference for you; (4) The cost of the job, for your records; (5) The job status, which shows the position of the job in the production process; (6) A View link which allows you to access further tools and information.
|
|
5.3 The Job History Box
|
The Job Summary box also has a View Job History link (which can be found at the top of the box, next to the Job Summary title). Click this link and you will be taken to the Job History box, where you can view a record of all job orders placed with Qwik-Trans. You can view all jobs, only jobs in progress or only completed jobs. From this box, you can also download documents that were translated in the past. This can be done by clicking the View link, and then clicking Download completed file next to the Finished file tag.
|
|
5.4 The View Job Page
|
The View Job Page is one of the most important pages on the Qwik-Trans site, and can be accessed by clicking the blue view link in the Job Summary or Job History boxes. The link is found on the far right of the box. Click the link associated with the job you wish to view. The View Job page can also be accessed from the Step 3 page of the quote process. Simply click on the View Job Detail button at the bottom of that page.
The View Job page shows more information than is available in the summaries shown in the Job Summary and Job History boxes. More importantly, if your job is complete, you can view and download the completed work from this page.
|
|
5.4.1 Information on the View Job Page
|
The View Job page shows you information about your job, based on the instructions you gave Qwik-Trans during the quote process. It shows the deadline, the language or language pair and the quote. It also shows the title, the subject, the quality level and the output format. You can also see the status of your job, as well as view the source text that you provided.
You will also note a blue View Quote link next to the quote amount. Clicking this link will create a formal quote page, which shows all quote information. This page is easy to print and can be used for your records.
|
|
5.4.2 Downloading Your Job from the View Job Page
|
If your job is complete, you can download the completed work from the view job page. You can check if your work is complete by referring to the job status indicator in the summary information provided about your job in the Job Summary and Job History boxes. Note that you will also receive an email to inform you that your job is finished.
To download your job, first click the view link for the job in question. This link will take you to the View Job page. Towards the bottom of that page, you will see the Finished file tag. Next to that tag is a blue link entitled Download completed file and a download icon. Click the link and follow your browser’s download instructions. You will be able to save the file to your hard disk.
|
|
5.5 The Comments or Stop Request Link
|
The View Job page provides another important link, called the Comments or Stop Request link, which you will find at the bottom of the page.
The link will take you to an alternate View Job page from which you have access to two important tools. First, you can send comments about a particular job, whether it is in progress or complete. These comments can take the form of additional instructions for translators and/or editors currently working on a job, or they can be feedback for work that has been complete. Feedback will naturally be incorporated into future jobs. Simply type your comments into the white space labeled Add Comment and then click the Save Comment button. Your comments will be included in the job record and sent to the job coordinator for distribution to translators and/or editors as appropriate.
The other important tool available on this page is the Stop Request, which enables you to stop work on a job that is already underway. To stop a job, you will need to type a reason for the request into the white space. This ensures that you do not cancel a job by accident! Type in your reason and then click the red Stop work on this job button. Your request will be sent to the job coordinator, who will immediately arrange for work to stop.
IMPORTANT NOTE: Even if you stop work on a job, you will be still obliged to pay for any work completed on the job to date. We will send you this work, along with an invoice.
|
|