logging in to multitrans 2 · the profile tab on the ‘profile’ tab you will see your address,...

SUPPLIERS_Accessing and Navigating MultiTrans_v1.3

Logging In to MultiTrans 2

The Main Screen 3

My Flow 4

The General Tab 4

The Profile Tab 5

The Availability Tab 6

Invoice Configuration 10

Terms and Conditions 10

Tasks 11

Task List 11 Overview 11 Reviewing Additional Task Details 12 Getting Started on a Task 13 Accepting/Declining a Task 14 Forwarding Tasks to Sub-Contractors 16

Search 17

Available Tasks (pool) 18

Applying For or Bidding on a Task in the Pool 18 Apply for a Task 18 Bid on a Task 19 Bidding on price 19 Bidding on delivery date 20 Bidding on price and delivery date 20 Pool application unsuccessful 21 Previous bids 21

Invoices 22

Logging Out of MultiTrans 22


Logging In to MultiTrans Capita Translation and Interpreting (known as Capita TI) uses MultiTrans to offer, manage, track and make payment for all activity completed by suppliers. Upon registering with Capita TI you will be sent a unique username and password which will allow you to log in to a dedicated provider portal, also known as “MultiTrans Flow”, via the secure URL https://mtpflow.capita-ti.com.

Please note, although MultiTrans can be accessed through any browser, it is recommended to use Internet Explorer to access the Web Editor area. The Web Editor is not compatible with Google Chrome or Mozilla Firefox. Before working with MultiTrans, please make sure you have followed the instructions as detailed in ‘Adding Trusted Sites in Internet Explorer’ to make sure you can access all areas successfully.

It is recommended that you create a shortcut in your browser for the MultiTrans portal so you can access it quickly in the future. On the login page enter your unique username and password and click ‘Login’. If you are working on a personal computer you can tick the ‘Remember my username’ checkbox so that you do not have to re-enter this each time in the future. If you forget your password, you can click on the ‘Forgot my password’ link. You will be prompted to enter the email address which is linked to your Flow account and an automatic email will be sent to this address instructing you on how to reset your password.

If you attempt to log in with either the wrong username or password multiple times, your account will be temporarily locked for 15 minutes after the third attempt. If after this time you are still experiencing difficulties, please contact a member of the Vendor Management team via the email address [email protected].

https://mtpflow.capita-ti.com/

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mailto:[email protected]


The Main Screen

The above screenshot shows the main screen that you will first see when you log in to MultiTrans Flow. The upper part of the screen provides a summary of tasks. Here you can see the following:

Tasks to be approved The number of tasks assigned to you that still need to be accepted/refused.

In Progress Tasks The number of tasks you have started but not yet completed.

Tasks to be done The number of tasks you have accepted but have not yet started.

Upcoming Tasks The number of tasks which have been assigned to you but which you cannot start yet as a previous step in the workflow needs to be completed by someone else first.

The bottom part of the screen displays various buttons which link to different Flow modules.

The Tasks module allows you to access the ‘Task List’ where you can view specific request details, search for requests, apply for tasks available in the Pool or see tasks you have applied for.

The Invoices module allows you to manage invoices for services you have supplied.

The Timesheet module allows you to enter periods of time you have spent working on certain activities and periods you are available/unavailable.

The Reports module allows users to view specific reports relating to the work they have carried out.

The My Flow module is where users can enter personal information, such as contact details, passwords, email signatures etc.

Note, what you can view may differ slightly depending on the access rights assigned to your profile in the system.


My Flow

Within the ‘My Flow’ module you can amend details in your personal profile. The different tabs you see in this section will depend on the access rights assigned to your profile. The General Tab In the ‘Security’ section of this tab you can see your username and change your password. To change your password, enter a new password into the ‘New password’ box, then type this again in the ‘Confirm box. Then enter your current password in the ‘Your current password’ box.

From the ‘Date format’ and ‘Time format’ drop-down boxes, you can choose how you would like dates and times to be displayed in your portal.

You can also select your time zone from the ‘Time Zone’ drop-down list.


Why we need to know your time zone The time zone is particularly important because MultiTrans will use this to adapt the dates and times displayed in your portal. This will make the deadlines you are required to work to clearer to you. For example, if a Project Manager in the UK enters a delivery time for your task in the system as 16:00 GMT and you are based in France, so you have set your time zone as ‘Europe/Paris’, the delivery time you will see in your portal will be 17:00 to account for the one hour time difference. If you make any changes in this section, click the ‘Save’ button before moving to another tab or exiting the ‘My Flow’ module. The Profile Tab On the ‘Profile’ tab you will see your address, telephone and email contact details as recorded in our system and you are able to make changes online where applicable. To add an additional email or telephone number, click the ‘Add’ button. When adding a new email address, please tick the notification checkbox next to one of your email addresses to ensure that you will receive the automated notifications through the system. When adding a telephone number, please select the ‘type’ from the drop-down list.

Always remember to click the ‘Save’ button before moving to another tab or exiting the ‘My Flow’ module.


The Availability Tab On the Availability tab, you can enter the days and times you are generally available for work or are on holiday. This information can then be used by Project Managers to determine if you are likely to be available for a job.

1. In the ‘Workdays’ section, click the ‘Add’ button.

2. Select your available days and times using the calendar icons in the ‘Duration’ section

You do not need to enter specific days and times here as you can specify this later. Instead, you can enter general dates here, such as 01/01/14, 09:00 to 31/12/14, 17:00.

3. Click the ‘Add’ button to add these to the ‘Workdays’ list.

4. You can now define specific periods you are available for work for each day of the week.

Please see example below.


To define a working period, go to the ‘Add a new period’ section at the bottom of the ‘Periods’ area and select a day from the drop-down list.

5. Now select your available time from the adjacent ‘From’ and ‘To’ drop-down lists.

When you click the green plus button on the right, these times will appear under the specified day in the area above.

Repeat this for all working days in the week.

If you are not available for full days, for example, Saturday or Sunday, you can leave this as showing ‘No period defined’.

When you have finished adding or amending details, click the ‘Save dates’ button.

6. If you are planning to be unavailable on a specific day or for a specific period of time, you can

enter this information into the ‘Holidays’ section. Click the plus button to expand this area.

To add a personal holiday, click the Add’ button.

7. Enter a name for the holiday in the ‘Name’ box on the right, then select the ‘From’ and ‘To’ dates using the calendar icons and click ‘Add’.


Your holiday dates will now appear in the ‘Holidays’ section.

8. To edit holiday dates, select the holiday from the ‘Holidays’ section and click the ‘Edit’ button on the right.

9. Click ‘Save’ when you have finished making any changes.

10. There will be some national holidays that are already set up in the system. You can choose to add these holidays to your profile by clicking the ‘Add System Holidays’ button.

The national holidays for certain countries will appear in a new window. Select the appropriate country and year to add these to your profile.


11. You can choose to delete holidays from your profile by selecting the holidays in the list, then

clicking the ‘Delete’ button.

From the ‘Calendar’ section you can click on a row to display your availability in the planner on the right of the screen. A definition of the colours you will see can be found below:

Hours outside of your standard working day hours as per the details you entered in the 'Workdays' section.

Hours you are unavailable during your standard working day, as per the details you entered in the 'Holidays' section.

Hours you are generally available during your standard working day, as per the details you entered in the 'Workdays' section.


Invoice Configuration If you are VAT registered in the UK and the Capita TI Finance department has received a valid VAT certificate, you can specify any taxes which should be applied to invoices you create in the system on the ‘Invoice Configuration’ tab. As you are self-employed, you are still responsible for and must account for tax and insurance or any other applicable taxes and deductions to HMRC or any other relevant body in your relevant jurisdiction accordingly. Deductions for tax will not be made at source by Capita and Capita is not responsible for making any deductions in relation to this.

1. To add a tax, enter the name of the tax into the ‘EN’ box in the ‘Name’ column.

2. Enter the tax number in the ‘My Tax Number’ column.

3. Enter any abbreviation you would like to use for the tax in the ‘Code’ column.

4. Enter the percentage rate of tax to be applied e.g. 20%

5. If the tax you are adding should be applied over other taxes, tick the ‘Applies Over Taxes’ checkbox. If this box is not ticked the tax will only apply to the remaining balance after the allocation of other taxes has been subtracted from the invoice total.

6. If applicable, enter a number for the sequence in which the tax should be applied in the ‘Order’ box. For example, 1 means the tax will be applied first, 2 means the tax will be applied second etc.

7. To save the details, click the blue ‘Save’ icon on the left of the row.

Terms and Conditions The first time you log in to MultiTrans you will be presented with a message asking you to confirm acceptance of the current ‘Terms and Conditions’ before proceeding. Once you have accepted these, the details about which version of the Terms and Conditions you have accepted and on which date will appear on this tab. Should you wish to view the Terms and Conditions in the future there is a link where you can download a copy of the files for your reference.


Tasks

In the ‘Tasks’ module you can see an overview of the tasks assigned to you in the system. Within this section there are four tabs: Task List This tab displays all tasks assigned to you in the system and allows you

to carry out a quick search. Search From this tab you can carry out a search for specific requests. Available Tasks (pool) Any tasks that have been offered to a number of linguists will be listed on

this tab and from here you have the opportunity to express an interest in taking on the task on offer.

Previous bids This tab will show any tasks which you expressed an interest in working

on and whether you won or lost the opportunity. Task List Overview On the ‘Task List’ tab there are four sections:

Work to be approved

Work in progress

Work to be done

Upcoming work Any tasks assigned to you will be listed in the relevant sections and a summary of the task details will be displayed. You will be able to see the request number, the type of service requested, the language pair, the word count analysis breakdown, the task delivery deadline and the current status of the task.


You can use the ‘Quick Search’ area on the left of the screen to search for requests according to specific criteria you select in the available fields. Results will be filtered in each of the four areas on this tab. Alternatively you can use the ‘Search’ tab to locate specific requests. Please refer to the ‘Search’ section for more information. Reviewing Additional Task Details If you would like to see more details about a task, double click on the request row or click once to highlight it, then click the ‘Details’ button at the bottom of the section. You will now be taken to a new screen where you will be able to see additional details and the full workflow for the request as shown in the screenshot below.

The ‘Request Information’ section will show general details such as name of the customer this task relates to, the request title and the name of the Capita TI Project Manager. The information you see in this section will depend on the security rights assigned to your profile.

The ‘Notes and Instructions’ section will detail any specific instructions you are required to follow from either the Project Manager or the customer.


If the file is available to download and view, a small page icon will appear next to the source file name in the blue section above the workflow. If you click once on this icon you will be prompted to save this file to a specific location on your computer (depending on your personal download settings).

Note: Files may not always be available to download if the customer has requested that certain security restrictions are enabled.

Getting Started on a Task

If you see a 'Flow Machine Task' step in the workflow showing red page icons on the left, this is the stage at which editable source files are analysed to determine the amount of work required.

If you click on this red icon you will be able to download a zip file containing 5 files: Analysis summary: A full analysis of all files included in the task TermBase extractions: A list of all terminology in the analysed documents that can be found in

the TermBase linked to this request. Terminology extractions: A list of all repetitive expressions in the analysed documents and

potential translations for these suggested from the TextBase linked to this request.

TextBase extractions: A list of all full and fuzzy match segments in the analysed documents and

their corresponding translations, extracted from the TextBase. Repetitions extraction: A list of all segments that repeat a certain number of times in the files

being analysed and for which no match has been found in the TextBase. The service you have been assigned to will be highlighted in the workflow and the amount you are due to be paid for this task will also be displayed. This rate is calculated based on the rates you agreed with Capita TI for this service and the analysis as provided in the request.

Any additional reference material will be made available in the ‘Reference Documents’ section at the bottom of this screen.


Accepting/Declining a Task When a Project Manager assigns you to a task, you will receive an automated email asking you to confirm acceptance of this task in your portal. The email will include a unique request number for reference, details of the task to be completed and a link which will take you directly to the Task List in your portal once you have entered your details on the MultiTrans log in page.

Note: If you want to accept the task and start translating straight away your default browser should be Internet Explorer so that you can access the Web Editor if required.

There is a link contained in the email which will take you to the task however if you do not use this link you can click on the ‘Tasks to be approved’ link from the main page in your portal.

Alternatively, click the ‘Tasks’ button on the main page and view the ‘Work to be approved’ section.

1. To accept a task from the 'Work to be approved' list, click on the request row to highlight it and click the ‘Accept’ button at the bottom of the section. The task will now be moved to the 'Work in progress' section. Alternatively, you have the option to decline the task by clicking the 'Refuse' button at the bottom of the section.

If you click the 'Refuse' button the 'Task refusal' window will appear. Please enter a reason why you are declining the task in the 'Refusal reason' box, then click 'OK'. The task will now be removed from your task list.

If you would like to see more details about a task before accepting it, double click on the request row or click once to highlight it, then click the ‘Details’ button at the bottom of the task list section.

You will now be taken to a new screen where you will be able to see additional details and the full workflow for the request as described in the ‘Reviewing Additional Task Details’ section.

The task you have been assigned to will be highlighted in the workflow. Click on the yellow emoticon on the left next to your task.

The following box will now appear:


Tick the ‘Accept’ checkbox, then click ‘OK’. Important note: By accepting this task in your portal you agree to provide services to Capita TI in accordance with our Terms and Conditions and are accepting the payment as detailed in the request workflow in your portal and in the new task notification email you have received.

If you are unable to accept this task at this time you can tick the ‘Refuse’ checkbox. Please enter a reason for turning down the task in the box below, then click ‘OK’.

2. Once you have accepted/refused a task, an automated email will be sent to the Project Manager confirming your response. If you have declined the task from the workflow details page, you will be returned to the “Task List’ page and the task will be removed from your list. If you have accepted as task from the workflow details page, a grey ‘Go’ button, will now appear next to your task.

3. If, when you click on the ‘Go’ button, a new window appears, as shown below, this indicates that the file is compatible with the Web Editor.

Please refer to ‘Translating in the Web Editor’ for details about how to proceed. If the ‘Go’ button changes to a pencil icon, as shown below, this indicates that the file is not compatible with the Web Editor and the source file (or previous file in the workflow, depending on the task you are doing), must be downloaded and worked on offline.

Please refer to ‘Working with Non-editable Files and Files for DTP’ for details about how to proceed.

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Forwarding Tasks to Sub-Contractors If you have registered with Capita TI as a Language Service Provider, you will have the option to forward the accepted task to a sub-contractor who is not directly registered with Capita TI. Through the system you are able to define a period of time that the task will be available for them to complete. Please see below for further details. If the file is not compatible with the Web Editor a pencil icon will appear next to the task. Please refer to the document ‘Working with Non-editable Files and Files for DTP’ for details about how to proceed. You can download the file you are required to work on and send it to the sub-contractor following your normal procedures. If the file is compatible with the Web Editor, you will see the word ‘Assign’ appear next to the ‘Go’ button after you have accepted the task as shown below.

1. Click the blue hyperlink. The following box will now appear:

2. Enter the email address of the sub-contractor you wish to send the task to. We confirm that the email data of the sub-contractor entered into MultiTrans will not be used directly by Capita TI for the procurement of services of the sub-contractor and that this data is retained in the system to provide a full audit of the workflow for each task.

3. Enter a date the task will be accessible until in the field below using the calendar icon on the right.

4. Click the ‘Assign’ button. An automated email will now be sent to the email address you specified stating that there is a new task to carry out on behalf of Capita TI. A link to the Web Editor will be provided along with a username and password. This will be valid until the expiry date you specified has been reached.

5. Once the task has been assigned, the ‘Go’ button will disappear and the hyperlink will now include the email address you sent this task to.

6. If the expiry date/time has passed and the task has not been completed, the hyperlink will turn red. If the expiry date/time needs to be extended, click on the hyperlink and adjust the date/time. The sub-contractor will now receive another email with a new password which they can use to access the Web Editor and the hyperlink will turn blue again. Please note, it is your responsibility as a provider of services to Capita TI to make sure that tasks are returned on time and in accordance with our Terms and Conditions. Capita TI will not issue any chaser emails to the sub-contractor.

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Search The ‘Search’ tab can be used to locate specific requests in your portal.

Enter the criteria for your search into the relevant fields and click the ‘Search’ button. Any requests matching the specified criteria will be displayed on the screen. To carry out a new search, click the ‘New Search’ button.

On each tab, the individual list of requests displayed is also searchable using the boxes at the bottom of the screen. Where a text box is available, results will be filtered as you type. For example, if you know the partial request number you can enter it into the ‘Request No.’ box and only requests containing the numbers/letters in this order will be displayed. The order of the requests displayed in the list can also be reorganised by clicking on the column headings. For example, if you click on the ‘Task Delivery Date’ header you can choose to display the requests which need to be completed soonest at the top or bottom of the list.


Available Tasks (pool) When a task that meets your qualifications, experience and preference is identified you may receive an automated email stating that a new task is now available in the Capita TI Pool. ‘Pooling’ is a feature within MultiTrans which allows a Project Manager to notify a group (or ‘pool’) of Providers that a task is available for one of them to complete. The task is offered to more than one Provider simultaneously and any Provider within the pool who wishes to complete the task may accept this in their portal. Depending on the requirements specified by the Project Manager, tasks may be offered on a first come, first served basis, or, multiple Providers can apply for a task which notifies the Project Manager who then decides which Provider should be assigned to a task. Providers may also be invited to bid on a task either by specifying a price or delivery date, or both. Please refer to the section below for more details about how to do this. Applying For or Bidding on a Task in the Pool When you receive an email informing you that a task is available in the Capita TI pool, go to the ‘Available Tasks (pool)’ tab in the ‘Tasks’ module. Here you will see all tasks on offer and can review the details.

1. Click on the row of the task you wish to apply for.

2. Depending on the requirements specified by the Project Manager you will be able to click either the ‘Bid’ button or the ‘Apply’ button underneath the list of available tasks.

Apply for a Task

1. If you click on the ‘Apply’ button the following message will appear on screen.

An email will now be automatically sent to the Project Manager to inform them you have applied for the task.

2. If the Project Manager does not need to approve your application for this task, it will be removed from this tab and will now appear on the ‘Tasks’ tab in the ‘Work to be done’ section where the task is available to start immediately, or the ‘Upcoming work’ section if someone else needs to complete another task in the workflow before you can begin. Otherwise, the task will still be listed in this tab until the Project Manager accepts your application and approves you. Once your application has been approved you will receive an automated email to inform you and the job will be moved to the appropriate section in the ‘Task List’ tab.


Bid on a Task

1. If you click the ‘Bid’ button a pop-up window will appear. The information displayed in this window will differ depending on whether you are requested to make your bid based on price, delivery date or both.

Bidding on price

If bidding on price, you have the option to enter either the total price you are willing to accept for this task, or, enter a specific rate for each unit e.g. fuzzy rep, repetition etc. The total amount per unit will be calculated on the right, as shown in the example below. The currency displayed will depend on the currency specified in your profile.

If you can see the ‘Buyout’ button you will also see a price that the Project Manager has offered for this task, as shown in the screenshot below.

If you click the ‘Buyout’ button you confirm that you agree to do this task at the rate specified. You will be automatically assigned to the task and will see the message below and will receive an email to confirm this.


Important note: By accepting this task in your portal you agree to provide services to Capita TI in accordance with our Terms and Conditions and are accepting the payment as shown in the ‘Buyout’ offer.

Bidding on delivery date

If bidding on delivery date, use the calendar icon to select the date and time you guarantee you are able to deliver the task to Capita TI by.

Bidding on price and delivery date

You may also be invited to bid on both price and delivery date and time.

2. In the ‘Comments’ box you can enter a message for the Project Manager if preferred.

3. When you have entered your bid, click the ‘Bid’ button.

The message below will now appear on screen and an automated email will be sent to the Project Manager to inform them that your bid has been submitted.


Once you have submitted a bid, the task will remain in the list displayed in the ‘Available Tasks (Pool)’ tab and to help you assess your chance of being awarded the task you can see the number of total bids submitted. (You may need to refresh the page to see this).

Pool application unsuccessful

If a Project Manager does not approve your application for a task in the pool, the task will be removed from the ‘Available Tasks (pool)’ tab. You will not receive an email to notify you of this.

Previous bids On the ‘Previous bids’ you will be able to see a list of all requests you have previously submitted a bid for. The status light on the right will indicate whether you won the bid, lost the bid or if the bid is still waiting to be accepted or declined.

Bid won

Bid in progress

Bid lost


Invoices In order to receive payment for the services you provide to Capita TI you will need to create and submit an invoice via your portal in MultiTrans. The invoice will be calculated for you automatically based on the services you have accepted and completed. When you submit the invoice this is passed directly to our Finance department to process according to our payment policy. The ‘Invoices’ module can be accessed using the ‘Invoices’ button on the main screen of your portal.

Within this area you can create invoices for requests you have completed, send these to Capita TI for payment and track the invoice status. Please refer to ‘Invoicing and Payments through MultiTrans’ for more information about the ‘Invoices’ module.

Logging Out of MultiTrans To log out of your portal, click the ‘Logout’ link at the top right of the screen. This is visible on all screens in MultiTrans Flow. Please note, when you log out of the Web Editor, this will not automatically log you out of your portal.

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