Smartling's Team dashboard provides a comprehensive overview of active and invited users and agencies in your Smartling organization, as well as their roles, permissions and rate cards.
It allows you to search for and manage individual user accounts, or take bulk actions.
Tip: Join our Smartling Community for a video walk-through.
Accessing the Team dashboard
- Log into your Smartling account as an Account Owner or Project Manager.
- From the top navigation bar of your Smartling dashboard, click into the Team tab.
- Select the menu item Users.
Navigating the Team dashboard
From the Team dashboard, you can access the following three tabs:
- Users: This is a list of all active users in your account, i.e. individual Smartling users who have completed the registration process.
- Invites: This is a list of all invited users, i.e. individual users who were added to your Smartling account, but have not yet clicked on the activation link in the invitation email and completed the registration process.
- Agencies: This is a list of translation agencies, i.e. Language Services Providers, who have been added for your account.
Users
From the Users tab, you can view and manage all individual users in your Smartling account who have completed their registration process. The list displays the following information:
- Total number of active users
- Username: This is the username entered directly by the user during their registration process.
- Agency affiliation (if any): If a user is registered under an agency, the agency name is displayed below the username.
- Role: User role(s) assigned to the user.
- Email: This is the primary email address registered for this user, which is used to log into Smartling.
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Last Login: Time and date of the user's last login, displayed in your local time zone.
- If no date is displayed, the user has not logged in.
- Workflow Locale Pairs: For user roles that need to be given access to one or more workflow steps for a language, in order to work on your content (i.e. Translation Resource, Translation Resource Manager, Agency Owner), this column displays all locale pairs that the user has been given access to, for at least one of your workflows.
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Actions:
- Remove User: Remove individual users from your Smartling organization (see below for information on bulk actions). This action will completely and permanently remove the user from your Smartling organization. All user roles that the user currently has within your organization will be removed. For more information, see How to Remove a User's Account.
- Remove Roles: This action removes a user's role and workflow or project assignments, but does not remove their details from your Smartling account. The user's account remains available in the Users list and can be reused at a later point. See below for information on bulk actions.
Filters
The filters on the left side allow you to search for specific users. The following search parameters are available:
Name
Filter by a specific username or by the user's primary email address (i.e. the email address used to log into the Smartling account).
User Role
For easier navigation, roles are grouped by their level of access.
⇨ Full account access: Users with an Account Owner role
⇨ Roles with project access: Users with a Project Manager, Requester or Content Viewer role
- Alternatively, select "All project roles" to filter for users with any of the above three roles.
- For project roles, you can further narrow down your search by selecting specific project(s) that the filtered users have access to.
⇨ Roles with a translator & agency access: Users with a Translation Resource, Translation Resource Manager or Agency Account Owner role
- Alternatively, select "All Translator & Agency roles" to filter for users with any of the above roles.
- For translator & agency roles, you can further narrow down your search by filtering for a particular agency that the user is affiliated with. To filter for users who are not associated with any agency (e.g. freelancers or company-internal resources), select the option "Not In Agency".
- In order to work on your content, translator and agency roles need to be given access to at least one step in one of your workflows, for a given language pair.
Therefore, the users list allows you to filter for translator and agency users who have been given access to a particular language pair: You can filter by source locale only (i.e. the locale they are translating from), by target locale (i.e. the locale they are translating into), or both. - Once you have filtered for both the workflow source locale and the workflow target locale, you can then narrow down your search by filtering for a specific workflow and workflow step(s).
Info: Please note that the workflow filter only becomes active once you have applied both the "Workflow Source Locale" and the "Workflow Target Locale" filters. The "Workflow Step" filter only becomes active once you have selected a specific workflow from the "Workflow" filter.
⇨ No assigned role (no permissions): These are users whose access to any projects or workflow steps has been completely removed. For example, if a user had been added as a Translation Resource, but all workflow steps that they used to have access to have been removed, the user will be shown as one with "No assigned role".
Sorting
You can sort the Users list by first name, last name, email address or time of the user's last login.
Bulk actions
To take action on one or multiple users, tick the check box next to their username(s). Then access the Actions menu to take bulk actions on all selected users:
- Remove Users: This action will completely and permanently remove the user from your Smartling organization. All user roles that the user currently has within your organization will be removed. For more information, see How to Remove a User's Account.
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Remove Roles: This action removes the user's role and workflow or project assignments, but does not remove them from the account. The user's account remains available in the Users list and can be reused at a later point.
User details
To view and manage a user's role, level of access, permissions and rate cards, click on the username.
From the user details page, you can:
- Change the user's role
- Add, edit or remove project or workflow assignments
- Add, edit or remove configurable permissions for Requesters or for translator & agency users
- Add, edit or remove or edit the user's rate cards.
Inviting users
From the Invite User button, you can add new users to your Smartling team.
Note: The invitation process varies based on the role you want to give the new team member. Please refer to the following guides for more information:
⇨ How to Add Project Manager, Requester or Content Viewer Users
⇨ How to Add and Assign Your Team of Freelance Translators and Internal Reviewers
⇨ How to Add a Translation Agency
Once a user has been invited, they will be listed in the Invites tab until they have completed their registration.
Invites
From the Invites tab, you can view and manage users who have been invited to join your Smartling account, but haven't completed their registration process yet. The list displays the following information:
- Total number of pending invitations
- Email: Email address used to register the user
- Agency affiliation (if any): If a user was invited by an agency, the agency name is displayed below the email.
- User Role: Role assigned to the user during the invitation process
- Invite Sent: Time and date when the user was invited, displayed in your local time zone
By clicking on the ellipses next to the invited user, you can take the following actions:
- Copy invitation link: When a user gets invited to Smartling, our invitation email contains a registration link that needs to be opened to complete the account setup. If a user experiences issues with receiving Smartling's invitation email, the registration link can be copied here, and sent manually to the invited user. For more information about possible reasons and solutions for undelivered user invites, visit our FAQ.
- Resend: Send a new invitation email to the invited user. To finalize the registration process, the invited user will need to click on the activation link in Smartling's invitation email and complete their account setup.
- Cancel: Cancel the invite. The user will no longer be able to register their Smartling account, and will be removed from the Invites list.
Tip: For information about possible reasons and solutions for undelivered user invites, visit our FAQ.
Filters and sorting
- You can sort the Invites list by the user's email or by the date the invitation was created.
- Use the Search field to filter for a specific email address.
Bulk actions
To take action on one or multiple invites, tick the check box next to the invited user(s). Then access the Actions menu to take bulk actions on all selected users:
- Resend Invitations: Send a new invitation email to all selected invited users.
- Cancel Invitations: Cancel the invitation for all selected users. The users will no longer be able to register their Smartling account, and will be removed from the Invites list.
Inviting users
From the Invite User button, you can add new users to your Smartling team.
If you want to resend an invitation to a user who has already been invited, please use the Resend action instead.
Note: The invitation process varies based on the role you want to give the new team member. Please refer to the following guides for more information:
⇨ How to Add Project Manager, Requester or Content Viewer Users
⇨ How to Add and Assign Your Team of Freelance Translators and Internal Reviewers
⇨ How to Add a Translation Agency
Agencies
This Agencies page provides an overview of all translation agencies registered for your account.
Click on the name of the agency to view further details, including:
- the Agency Owners
- the agency's workflow assignments and configurable permissions, and
- the agency's rate cards.
Info: If you would like to add an additional agency or Agency Owner to your Smartling account, please contact your Smartling Customer Success Manager.