Job Due Date Profiles

 

What are Due Date Profiles?

Due Date Profiles are the configuration used to automatically calculate the Overall Job Due Date, Smartling Language Services Due Dates, and Workflow Step Due Dates for a Job.

The profiles are based on the estimated turn around time needed to complete work on a source word count range.

For example, your translation provider may stipulate that they require 2 business days to translate up to 2,000 words, and a further 2 days to translate up to 4,000 words.

The purpose of configuring a Due Date Profile is to ensure deadline for translations are within agreed SLA's. Content Owners no longer need to calculate a deadline for the Job or workflow tasks. It is automatically calculated based on the word count of the Job and the profile configured for that account and workflow. The days of the week linguists are available to work are also included in the profile.

There is no limit to the number of Due Date Profiles Account Owners or Project Managers can create.

Multiple Due Date Profiles can be defined for an account, and they can be associated with specific workflows, known as Workflow Associations. 

If your Translation Agency has defined more than one turn around time for different languages or content types, you can create multiple Due Date Profiles, and associate them with specific workflows.

Smartling Language Services (SLS) Due Date Profiles

If you use Smartling Languages Services as a translation provider, your account will automatically have the agreed Due Date Profile configured. This is non-editable, and cannot be archived. It determines the turnaround time for each step managed by SLS. If a workflow has least one step that is managed by SLS, the SLS profile is associated with that step. All other steps that are not managed by SLS will be associated with whatever other profile has been created for that Translation Agency, if applicable.

If your workflow uses at least one managed step, and you don't have defined any customer profiles, the Overall Job Due Date will be the same as the SLS Due Date.

The SLS default profile uses the New York (Eastern Time) time.

If you require updates to the default Smartling Languages Services Profile, or additional Smartling Languages Services profiles for specific workflows, reach out to your Smartling Language Services representative.

Accessing Due Date Profiles

Account Owners can access and configure Due Date Profiles in Account Settings > Due Date Profiles

The Due Date Settings has two tabs:

1. Profiles
2. Workflow Associations

Profiles

The Profiles tab gives you a list view of all Due Date Profiles in the account. It is where you can create Due Date Profiles, archive or unarchive any profile in the list. Any other action, such as setting the Account Default, or associating a profile with a workflow, must be carried out in the Workflow Associations tab.

Workflow Associations

The Workflow Associations tab allows you to set the Account Default Job Due Date Profile, and associate a Due Date Profile with a specific workflow.

Creating Due Date Profiles

To create a new Due Date Profile:

1. Go to Account Settings > Due Date Settings
2. In the Profiles tab, click the + Due Date Profile button
   • The side panel will appear where you can input the Due Date Profile details
3. Enter a unique name (required)
4. Enter a description (optional)
5. Select the business days applicable to the working week as agreed in your SLA
6. Choose to add a business day to all step due dates if any strings are rejected
7. Select the timezone associated with the business days
8. Select the workflow step types you want to include in the profile
   • A turnaround time card will be automatically created for each workflow step
9. Enter a value for the Source Word Count Range
   • To overwrite the suggested ranges, remove all tiers except for the first
10. Enter a value for the number of business days required to complete the workflow task for that word count range
11. Enter a value for hourly turn around times (e.g. for rushed jobs)
12. Include any notes about the profile (optional)

Once saved, a Due Date Profile can be modified later. 

It is recommended that you archive any version of a Due Date Profile that was a mistake, or is no longer required.

Archiving Due Date Profiles

Although you cannot permanently delete a Due Date Profile, it is recommended that you archive any Due Date Profiles that are no longer required or associated with workflows.

To archive a Due Date Profile:

1. Go to Account Settings > Due Date Settings
2. In the Profiles tab, select the Due Date Profile you want to archive 
3. Click Actions > Archive

Note: SLS due date profiles cannot be archived.

Recovering Archived Due Date Profiles

You can identify archived Due Date Profiles from the Profiles list by the Status column. Alternatively, you can use the Status filter to view a filtered list of archived profiles.

To recover your archived Due Date Profiles:

1. Go to Account Settings > Due Date Settings
2. In the Profiles tab, use the Status filter, and filter by Archived
3. Select the Due Date Profile you wish to recover 
4. Click Actions > Unarchive

Setting a Due Date Profile as the Account Default

The Account Default Due Date Profile can be viewed and changed in the Workflow Associations tab:

1. Go to Account Settings > Due Date Settings > Workflow Associations
2. Under Account Default Profile, click Change
3. Choose a Due Date Profile from all active profiles in the account
4. Click Confirm

The Account Default Due Date Profile will be used to calculate the estimated turn around time for content authorized in all workflows containing the specified workflow steps.

Associating Due Date Profiles with Workflows

When your Translation Agency bases their turn around times on what workflow they translate content in, you can associate Due Date Profiles with specific workflows.

To associate Due Date Profiles with a workflow:

1. Go to Account Settings > Due Date Settings > Workflow Associations
2. Click the + Workflow Association button
3. Select a workflow
4. Choose the Due Date Profile to associate the workflow languages with
5. Click Confirm

Calculation Rules

Job Authorization 

Calculation starts immediately after the Job gets authorized, on a business day.

The source word count that is authorized for translation is included in the calculation of the due date, at the point of authorization. Strings that are routed to a revision step by SmartMatch are included in the initial calculation. Content which is routed directly to the Published step is excluded from the calculation of the due date. For example, any SmartMatches that are sent directly to the Published step are not included in the calculation.

After authorization, if content is moved to a different workflow, the due date calculation will not update.

If content is added to a Job, this will require re-authorization and will trigger the due date to re-calculate. 

Due dates set by Job automation rules, API or any other integration take higher priority and override dates set by Due Date Profiles.

Published content is excluded from calculations when recalculating the due date after content is added to a job.

Business Days

Only the days selected in the Due Date Profile are accounted for in the due date calculation. Ensure the correct business days and timezone are selected in the profile.

The due date of the job is always displayed in your browser's browser's timezone. The specified timezone of the profile could result in a due date outside your normal working hours.