File manager

Eugene Kuchynski — Wed, 18 May 2022 06:18:27 GMT

Current Revision posted to Wiki by Eugene Kuchynski on 5/18/2022 6:18:27 AM

Important. This article is currently being updated to reflect changes in an upcoming release. It may not correspond to functionality in existing version (6.1.35). To view edits, click More > History at the bottom of this page and select . Older revision can be viewed by following this link.

Overview

https://youtu.be/NbyBBMbDKaU

Trados Business Manager allows to attach files to the following entities:

Clients
Vendors
Quotes
Translation projects
Translation jobs
Translation assignments
Invoices outgoing
Invoices incoming
Mail messages

Maximum file size is ~1500 Mb. For invoices - 10 Mb.

Folder creation

First of all, you have to configure base folders where you're going to store your files. To do this, open application settings and switch to the Files and folders tab:

Detailed description of this page is provide in the Application settings article.

General idea is that you have some base folder for your files (Default folder with work files), which contains subfolder for entity type (jobs, quotes, etc.), and another subfolder for files of a certain entity. If base folder is mandatory to be specified, then folders for entity types can be empty. For example, if base folder is C:\Files, and Folder for storing quote files is blank, then a folder for any of your quotes will be created right inside C:\Files folder. Of course, folder template for quotes may include subfolders as well. For example, Quote folder template may look like this: Quotes\Quote {0}.

For some entity types, you can't specify folder name template. The following table summarizes how TBM determines folder name for each entity type:

Entity type	Folder name detection method
Translation project	Project folder name template parameter specified in the application settings
Translation job	Job folder name template parameter specified in the application settings
Translation assignment	Assignment folder name template parameter specified in the application settings
Quote	Quote folder name template parameter specified in the application settings
Invoice incoming	[Year]\[Month and day] [Invoice number] [Vendor name]
Invoice outgoing	Invoice folder name template parameter specified in the application settings
Customer	[Customer name]
Vendor	[Vendor full name] [Vendor creation date]
Mail message	[Year]\[Date] [Subject (first 15 symbols)]

As you see, first 4 folder templates are customizable, while others are not.

When you create or edit entity which supports file attachments, you will find Files tab in the entity editing window. For example, here are screenshots of the client editing form and quote editing form:

As you see, look of file manager is identical on these images. In the upper field you will find folder name determined based on the application settings and values of a current entity. Since folder name could depends on values provided in form fields (like quote date, project name, currency, project number, etc.), value provided in in the Folder field will change each time you make changes in the corresponding fields.

For, example, you can see that TBM creates a folder named Customers\Capital languages for a client named Capital Languages. For jobs, for example, you can use customer name, job date, currency name and other values to build a folder name.

By default. when TBM determines folder name, it is NOT automatically created on a hard drive. There are few reasons behind this:

Some value could be changed for an entity which will affect folder name. In the example above, if you change customer name, folder name will also be changed, but only if it doesn't actually exists on a hard drive;
It could be a case that you will not add any files to an entity, so there is no sense to create just an empty folder.

When a folder does not exist yet on the hard drive, corresponding icon is displayed near folder name:

To physically create a folder on a hard drive, do one of the following:

Click Create folder green button before folder name. This button is visible only if a folder does not exists on a hard drive:
Upload any file by dropping it to the drop area or by clicking Select files to upload button. If a folder does not exist. it will be automatically created, and your file will be copied to the source folder inside entity folder..

You can always view your files on a hard drive by navigating to a base TBM folder using any file explorer. If you're using Desktop version of TBM, you will see a button to quickly open current folder in the File Explorer:

Default folders

When TBM creates a folder for your entity, it creates the following folders inside it by default:

source
ref
out

Names of these default folders can't be changed, as application behavior depends on contents of these folders.

All source files which should be processed and returned are placed inside source folder. When you create job or assignments, you will be able to attach files from the source folder to created entities.

Reference and other files are placed into ref folder. Files from this folder are automatically propagated into nested entities. For example, if you put any file into ref folder of some client, then this file will be automatically added into ref folder of all projects, jobs and assignments belonging to that client. In the same manner, files can be added to ref folder of some translation project (propagated to nested jobs and assignments) or translation job (propagated to nested assignments).

Out (target, or delivered) files are put into out folder automatically when a vendor delivers a file via vendor portal or when click Upload target file in a job or assignment. When target file is uploaded, application creates folder with target language name inside out folder, and then puts target file into corresponding nested folder, according to hierarchy of a source file in the source folder.

Example. Source file named sample.docx is placed inside source/batch5/sample.docx folder of a job requiring translation into fr language. When you or a vendor uploads target file, it will be automatically placed to the following folder: out/fr/batch5.

Working with folders

When folder is created, you can start viewing its contents and upload files. In addition to main folder for an entity, you're able to create nested folders. Tree on the left will display folder structure, allowing to navigate between folders. When you upload a file by dropping it into the uploading area, then a file will be uploaded to a currently selected folder.

Above the folder tree, the following commands are available:

Create folder. Creates a new folder inside currently selected folder.

Delete folder. Delete currently selected folder with all files. Linked files won't be deleted.

Unlink folder. Removes all linked filed from a currently selected folder and all nested folder.

Rename folder.

Download folder as zip. Packs all files from a selected folder (with all nested folders, including linked files), and downloads them in a single zip archive.

Direct and linked files

File manager of an entity may display 2 types of files: direct files uploaded to the folder determined by an entity, and linked files which were added from other entities as links. Such linked files are physically stored in folders of their master entities. Linked files look as regular files in the file manager, and they can combine with direct files in the same folder. You can download direct and linked files, but you can't delete/rename/move linked files - these operations are available only for direct files.

Example.
Translation job has a source file stored in the source/folder1 folder. You create translation assignment from this job and include job file in a created assignment. This file will then be displayed in the source/folder1 of a created assignment, i.e. in the same relative folder. At this stage, no physical folder is created for an assignment, because it does not contain any direct files. Later, you upload additional file to the same source/folder1 folder. In the result, a folder is created for an assignment on your hard drive, and uploaded file is copied to the source/folder1 folder. This folder physically contains only one file, but in file manager TBM displays 2 files: one direct and one linked. However, you can select both files and download them, or upload target files for any of these 2 files.

Uploading files

When folder name is determined, you can click Create folder button in the Entity folder group, or simply start uploading files using drop area below list of files:

There are 3 ways to upload files:

Drag and drop files to the drop area;
Click Select files to upload button, to open a dialog where you can select files;
Click Upload and extract zip file - this button is useful when you have to upload many filed with nested folder structure; you may pack such structure into a zip file and then upload it - TBM will extract a file keeping your folder structure.

File operations

File manager provides the following commands on the toolbar:

Resync current folder. May be useful if you put a file into a folder using external file manager, and you wish to see this file in TBM's file manager
Add linked file from master entities (see description below)
Delete a file from TBM and from hard drive. Not available for linked files.
Select file type for a selected file(s)
Download selected file
Download selected files as zip archive
Upload a file from cloud drives (see description below)
Collect files (see description below)

The following command are available from the context menu of each individual file (context menu is available by clicking ... button ion the first command column of the table):

Upload target file for a selected file. A file will be uploaded into corresponding nested folder of the out folder.
Move file to another folder. Allows to select one of existing folders to move a file.
Rename a file.
Upload new version for a file (see description below).

Cloud drives

In addition to local files, you can add links to files store in cloud drives (OneDrive, Dropbox, Google Drive). Cloud files are not downloaded by default, TBM only stores a link to a file, which can be used when needed.

To add a link to a cloud drive, click Add Dropbox file, Add Google Drive file or Add OneDrive file button on the toolbar. To be able to use these buttons, you have to establish connection with a cloud drive from the Application settings > Integrations tab. In the result, you will see a dialog with a tree displaying your files from a selected cloud drive:

Here you can expand folder and select files to add to an entity. Before clicking OK, please select file type in a corresponding field.

When a cloud file is added to an entity, you can use it to send to your clients or vendors, or pass to your colleagues. Users who has access to an entity will be able to download cloud file by clicking Download button. If you create a mail message and attach cloud file there, then this file will be downloaded and attached to a message (if file size allows to do that).

Downloading files

To download a file or files, select them in the list and click Download (available only for single file) or Download as zip (available when a single or multiple files are selected). For large files, it is recommended to use zipping functionality.

If selected files include cloud files, then TBM will download them and then allow you to save on your local hard drive. Depending on a file size, downloading a file from a cloud to a TBM server may take some time.

Linking files from master entities

When you work with translation assignments or translation jobs, you can add files from a master entity (base translation job and translation project). In translation jobs and assignments, you will find additional button on the toolbar (Add file):

When you click this button, the system will display a dialog showing all files from base entities, including a column specifying a source where each file come from:

Depending on situation, TBM will preselect files, based on the following logic:

When adding a file from a job, only files from base project which still do not exist in any other jobs for a selected language pair will be preselected;
When adding a file from assignment, only files which are not found in any existing assignments for a selected language pair will be preselected.

Select necessary files, click OK, and they will appear in a corresponding nested folder of the source folder:

These file remain in their initial locations, and they will not be physically copied to the entity folder. Linked files have a special icon near file name, informing a user that a file is linked file. Delete, Rename and Change file type buttons are disabled for such files. However, context menu for linked file contains additional command: Unlink, which allows to remove a file from an entity.

Syncing files

In addition to uploading files by dragging them into the file manager, you can copy them into a folder by using your default file manager. TBM will automatically find new files and add them to a corresponding folders in the File manager. When a file was automatically added, you can continue with setting its type, renaming, moving, etc.

In the same manner, if you delete a file from a hard drive, then next time when you open an entity where this file is attached, it will be removed from a list of files.

File versions

Sometimes files get new version when you start work on them. In this case you (or a client) can upload a new version of a file. To do this, select file and click ... to open a context menu, and then select Upload new version option. Select a file to upload it. It will appear in the list like this, informing you that a file has old versions:

Click on the row to expand and view older versions:

When a new version is uploaded, the system will check if any assignment is in work with a older version of a file. If such file will be found, TBM will send a notification to a vendor informing about new version. Additionally, it is always recommended to manually send a message to a vendor explaining why new version was uploaded.

Work state of files

List of files in TBM provides quick state overview of all files included in a project or job.

When you create jobs in a project and attach files from a project to those jobs, then an icon signaling that a file has job(s) appears near file name. By hovering mouse pointer over this icon, you can find out language codes for which jobs are created. The same for assignments. In translation project a similar icon will be displayed informing about assignments created for a file. For translation job which has only one target language, this icon explicitly means that a file is attached to some assignment. These icons could be green (jobs/assignments exists for all target languages), or yellow (jobs/assignments exist not for all languages).

Collecting and delivering files

File manager allows to quickly check state of project files, and gather them from underlining jobs and assignments. When you create a job from a project, and then assignment from a job, you can include project files to created objects. In fact, files remain in a project folder, and in assignments they will be added as links (but not physically copied to an assignment folder). When a vendor delivers a file, delivered file becomes linked with a source file, so the system knows current stage of a file: if a work has been started or finished. When there are many files in a project, it becomes not very easy to track them all. To track file stages, click Collect files in the file manager of a project. When you click this button, modal dialog appears containing all source files, followed by target files (if any) uploaded in nested jobs and assignments. Colors of these files correspond to entity state (not started, in work, delivered)

This screen shows that sample10.docx file has not been started yet at all, while sample1.docx file is in work for French language. For documents which are in work or delivered, you can find Preview button, to quickly open a document where this file is added. In this list, you can select delivered files and click OK, and these files will be added to a project out folder, and become available for a client to download.

Tags: files, Management

File manager

Eugene Kuchynski — Tue, 01 Mar 2022 09:47:58 GMT

Revision 17 posted to Wiki by Eugene Kuchynski on 3/1/2022 9:47:58 AM

Overview

https://youtu.be/NbyBBMbDKaU

SDL Trados Business Manager allows to attach files to the following entities:

Clients
Vendors
Quotes
Translation projects
Translation jobs
Translation assignments
Invoices outgoing
Invoices incoming
Mail messages

Folder creation

First of all, you have to configure base folders where you're going to store your files. To do this, open application settings and switch to the Files and folders tab:

Detailed description of this page is provide in the Application settings article.

For some entity types, you can't specify folder name template. The following table summarizes how TBM determines folder name for each entity type:

Entity type	Folder name detection method
Translation project	Project folder name template parameter specified in the application settings
Translation job	Job folder name template parameter specified in the application settings
Translation assignment	Assignment folder name template parameter specified in the application settings
Quote	Quote folder name template parameter specified in the application settings
Invoice incoming	[Year]\[Month and day] [Invoice number] [Vendor name]
Invoice outgoing	[Year]\[Month and day] [Invoice number] [Customer name]
Customer	[Customer name]
Vendor	[Vendor full name] [Vendor creation date]
Mail message	[Year]\[Date] [Subject (first 15 symbols)]

As you see, first 4 folder templates are customizable, while others are not.

By default. when TBM determines folder name, it is NOT automatically created on a hard drive. There are few reasons behind this:

Some value could be changed for an entity which will affect folder name. In the example above, if you change customer name, folder name will also be changed, but only if it doesn't actually exists on a hard drive;
It could be a case that you will not add any files to an entity, so there is no sense to create just an empty folder.

When a folder does not exist yet on the hard drive, corresponding icon is displayed near folder name:

To physically create a folder on a hard drive, do one of the following:

Click Create folder green button before folder name. This button is visible only if a folder does not exists on a hard drive:
Upload any file by dropping it to the drop area or by clicking Select files to upload button. If a folder does not exist. it will be automatically created, and your file will be copied to the source folder inside entity folder..

Default folders

When TBM creates a folder for your entity, it creates the following folders inside it by default:

source
ref
out

Names of these default folders can't be changed, as application behavior depends on contents of these folders.

Working with folders

Above the folder tree, the following commands are available:

Create folder. Creates a new folder inside currently selected folder.

Delete folder. Delete currently selected folder with all files. Linked files won't be deleted.

Unlink folder. Removes all linked filed from a currently selected folder and all nested folder.

Rename folder.

Download folder as zip. Packs all files from a selected folder (with all nested folders, including linked files), and downloads them in a single zip archive.

Direct and linked files

Uploading files

When folder name is determined, you can click Create folder button in the Entity folder group, or simply start uploading files using drop area below list of files:

There are 3 ways to upload files:

Drag and drop files to the drop area;
Click Select files to upload button, to open a dialog where you can select files;
Click Upload and extract zip file - this button is useful when you have to upload many filed with nested folder structure; you may pack such structure into a zip file and then upload it - TBM will extract a file keeping your folder structure.

File operations

File manager provides the following commands on the toolbar:

Resync current folder. May be useful if you put a file into a folder using external file manager, and you wish to see this file in TBM's file manager
Add linked file from master entities (see description below)
Delete a file from TBM and from hard drive. Not available for linked files.
Select file type for a selected file(s)
Download selected file
Download selected files as zip archive
Upload a file from cloud drives (see description below)
Collect files (see description below)

The following command are available from the context menu of each individual file (context menu is available by clicking ... button ion the first command column of the table):

Upload target file for a selected file. A file will be uploaded into corresponding nested folder of the out folder.
Move file to another folder. Allows to select one of existing folders to move a file.
Rename a file.
Upload new version for a file (see description below).

Cloud drives

Here you can expand folder and select files to add to an entity. Before clicking OK, please select file type in a corresponding field.

Downloading files

Linking files from master entities

When you click this button, the system will display a dialog showing all files from base entities, including a column specifying a source where each file come from:

Depending on situation, TBM will preselect files, based on the following logic:

When adding a file from a job, only files from base project which still do not exist in any other jobs for a selected language pair will be preselected;
When adding a file from assignment, only files which are not found in any existing assignments for a selected language pair will be preselected.

Select necessary files, click OK, and they will appear in a corresponding nested folder of the source folder:

Syncing files

In the same manner, if you delete a file from a hard drive, then next time when you open an entity where this file is attached, it will be removed from a list of files.

File versions

Click on the row to expand and view older versions:

Work state of files

List of files in TBM provides quick state overview of all files included in a project or job.

Collecting and delivering files

Tags: files, Management

File manager

Eugene Kuchynski — Mon, 28 Feb 2022 10:38:37 GMT

Revision 16 posted to Wiki by Eugene Kuchynski on 2/28/2022 10:38:37 AM

Overview

https://youtu.be/jO3o9JIK8VI

SDL Trados Business Manager allows to attach files to the following entities:

Clients
Vendors
Quotes
Translation projects
Translation jobs
Translation assignments
Invoices outgoing
Invoices incoming
Mail messages

Folder creation

First of all, you have to configure base folders where you're going to store your files. To do this, open application settings and switch to the Files and folders tab:

Detailed description of this page is provide in the Application settings article.

For some entity types, you can't specify folder name template. The following table summarizes how TBM determines folder name for each entity type:

Entity type	Folder name detection method
Translation project	Project folder name template parameter specified in the application settings
Translation job	Job folder name template parameter specified in the application settings
Translation assignment	Assignment folder name template parameter specified in the application settings
Quote	Quote folder name template parameter specified in the application settings
Invoice incoming	[Year]\[Month and day] [Invoice number] [Vendor name]
Invoice outgoing	[Year]\[Month and day] [Invoice number] [Customer name]
Customer	[Customer name]
Vendor	[Vendor full name] [Vendor creation date]
Mail message	[Year]\[Date] [Subject (first 15 symbols)]

As you see, first 4 folder templates are customizable, while others are not.

By default. when TBM determines folder name, it is NOT automatically created on a hard drive. There are few reasons behind this:

Some value could be changed for an entity which will affect folder name. In the example above, if you change customer name, folder name will also be changed, but only if it doesn't actually exists on a hard drive;
It could be a case that you will not add any files to an entity, so there is no sense to create just an empty folder.

When a folder does not exist yet on the hard drive, corresponding icon is displayed near folder name:

To physically create a folder on a hard drive, do one of the following:

Click Create folder green button before folder name. This button is visible only if a folder does not exists on a hard drive:
Upload any file by dropping it to the drop area or by clicking Select files to upload button. If a folder does not exist. it will be automatically created, and your file will be copied to the source folder inside entity folder..

Default folders

When TBM creates a folder for your entity, it creates the following folders inside it by default:

source
ref
out

Names of these default folders can't be changed, as application behavior depends on contents of these folders.

Working with folders

Above the folder tree, the following commands are available:

Create folder. Creates a new folder inside currently selected folder.

Delete folder. Delete currently selected folder with all files. Linked files won't be deleted.

Unlink folder. Removes all linked filed from a currently selected folder and all nested folder.

Rename folder.

Download folder as zip. Packs all files from a selected folder (with all nested folders, including linked files), and downloads them in a single zip archive.

Direct and linked files

Uploading files

When folder name is determined, you can click Create folder button in the Entity folder group, or simply start uploading files using drop area below list of files:

There are 3 ways to upload files:

Drag and drop files to the drop area;
Click Select files to upload button, to open a dialog where you can select files;
Click Upload and extract zip file - this button is useful when you have to upload many filed with nested folder structure; you may pack such structure into a zip file and then upload it - TBM will extract a file keeping your folder structure.

File operations

File manager provides the following commands on the toolbar:

Resync current folder. May be useful if you put a file into a folder using external file manager, and you wish to see this file in TBM's file manager
Add linked file from master entities (see description below)
Delete a file from TBM and from hard drive. Not available for linked files.
Select file type for a selected file(s)
Download selected file
Download selected files as zip archive
Upload a file from cloud drives (see description below)
Collect files (see description below)

The following command are available from the context menu of each individual file (context menu is available by clicking ... button ion the first command column of the table):

Upload target file for a selected file. A file will be uploaded into corresponding nested folder of the out folder.
Move file to another folder. Allows to select one of existing folders to move a file.
Rename a file.
Upload new version for a file (see description below).

Cloud drives

Here you can expand folder and select files to add to an entity. Before clicking OK, please select file type in a corresponding field.

Downloading files

Linking files from master entities

When you click this button, the system will display a dialog showing all files from base entities, including a column specifying a source where each file come from:

Depending on situation, TBM will preselect files, based on the following logic:

When adding a file from a job, only files from base project which still do not exist in any other jobs for a selected language pair will be preselected;
When adding a file from assignment, only files which are not found in any existing assignments for a selected language pair will be preselected.

Select necessary files, click OK, and they will appear in a corresponding nested folder of the source folder:

Syncing files

In the same manner, if you delete a file from a hard drive, then next time when you open an entity where this file is attached, it will be removed from a list of files.

File versions

Click on the row to expand and view older versions:

Work state of files

List of files in TBM provides quick state overview of all files included in a project or job.

Collecting and delivering files

Tags: files, Management

File manager

Eugene Kuchynski — Thu, 24 Feb 2022 10:15:21 GMT

Revision 15 posted to Wiki by Eugene Kuchynski on 2/24/2022 10:15:21 AM

Overview

https://youtu.be/jO3o9JIK8VI

SDL Trados Business Manager allows to attach files to the following entities:

Clients
Vendors
Quotes
Translation projects
Translation jobs
Translation assignments
Invoices outgoing
Invoices incoming
Mail messages

Folder creation

First of all, you have to configure base folders where you're going to store your files. To do this, open application settings and switch to the Files and folders tab:

Detailed description of this page is provide in the Application settings article.

For some entity types, you can't specify folder name template. The following table summarizes how TBM determines folder name for each entity type:

Entity type	Folder name detection method
Translation project	Project folder name template parameter specified in the application settings
Translation job	Job folder name template parameter specified in the application settings
Translation assignment	Assignment folder name template parameter specified in the application settings
Quote	Quote folder name template parameter specified in the application settings
Invoice incoming	[Year]\[Month and day] [Invoice number] [Vendor name]
Invoice outgoing	[Year]\[Month and day] [Invoice number] [Customer name]
Customer	[Customer name]
Vendor	[Vendor full name] [Vendor creation date]
Mail message	[Year]\[Date] [Subject (first 15 symbols)]

As you see, first 4 folder templates are customizable, while others are not.

By default. when TBM determines folder name, it is NOT automatically created on a hard drive. There are few reasons behind this:

Some value could be changed for an entity which will affect folder name. In the example above, if you change customer name, folder name will also be changed, but only if it doesn't actually exists on a hard drive;
It could be a case that you will not add any files to an entity, so there is no sense to create just an empty folder.

When a folder does not exist yet on the hard drive, corresponding icon is displayed near folder name:

To physically create a folder on a hard drive, do one of the following:

Click Create folder green button before folder name. This button is visible only if a folder does not exists on a hard drive:
Upload any file by dropping it to the drop area or by clicking Select files to upload button. If a folder does not exist. it will be automatically created, and your file will be copied to the source folder inside entity folder..

Default folders

When TBM creates a folder for your entity, it creates the following folders inside it by default:

source
ref
out

Names of these default folders can't be changed, as application behavior depends on contents of these folders.

Working with folders

Above the folder tree, the following commands are available:

Create folder. Creates a new folder inside currently selected folder.

Delete folder. Delete currently selected folder with all files. Linked files won't be deleted.

Unlink folder. Removes all linked filed from a currently selected folder and all nested folder.

Rename folder.

Download folder as zip. Packs all files from a selected folder (with all nested folders, including linked files), and downloads them in a single zip archive.

Direct and linked files

Uploading files

When folder name is determined, you can click Create folder button in the Entity folder group, or simply start uploading files using drop area below list of files:

There are 3 ways to upload files:

Drag and drop files to the drop area;
Click Select files to upload button, to open a dialog where you can select files;
Click Upload and extract zip file - this button is useful when you have to upload many filed with nested folder structure; you may pack such structure into a zip file and then upload it - TBM will extract a file keeping your folder structure.

File operations

File manager provides the following commands on the toolbar:

Resync current folder. May be useful if you put a file into a folder using external file manager, and you wish to see this file in TBM's file manager
Add linked file from master entities (see description below)
Delete a file from TBM and from hard drive. Not available for linked files.
Select file type for a selected file(s)
Download selected file
Download selected files as zip archive
Upload a file from cloud drives (see description below)
Collect files (see description below)

The following command are available from the context menu of each individual file (context menu is available by clicking ... button ion the first command column of the table):

Upload target file for a selected file. A file will be uploaded into corresponding nested folder of the out folder.
Move file to another folder. Allows to select one of existing folders to move a file.
Rename a file.
Upload new version for a file (see description below).

Cloud drives

Here you can expand folder and select files to add to an entity. Before clicking OK, please select file type in a corresponding field.

Downloading files

Linking files from master entities

When you click this button, the system will display a dialog showing all files from base entities, including a column specifying a source where each file come from:

Depending on situation, TBM will preselect files, based on the following logic:

When adding a file from a job, only files from base project which still do not exist in any other jobs for a selected language pair will be preselected;
When adding a file from assignment, only files which are not found in any existing assignments for a selected language pair will be preselected.

Select necessary files, click OK, and they will appear in a corresponding nested folder of the source folder:

Syncing files

In the same manner, if you delete a file from a hard drive, then next time when you open an entity where this file is attached, it will be removed from a list of files.

File versions

Click on the row to expand and view older versions:

Work state of files

List of files in TBM provides quick state overview of all files included in a project or job.

Collecting and delivering files

Tags: files, Management

File manager

Eugene Kuchynski — Thu, 24 Feb 2022 08:21:04 GMT

Revision 14 posted to Wiki by Eugene Kuchynski on 2/24/2022 8:21:04 AM

Overview

https://youtu.be/jO3o9JIK8VI

SDL Trados Business Manager allows to attach files to the following entities:

Clients
Vendors
Quotes
Translation projects
Translation jobs
Translation assignments
Invoices outgoing
Invoices incoming
Mail messages

Folder creation

First of all, you have to configure base folders where you're going to store your files. To do this, open application settings and switch to the Files and folders tab:

Detailed description of this page is provide in the Application settings article.

For some entity types, you can't specify folder name template. The following table summarizes how TBM determines folder name for each entity type:

Entity type	Folder name detection method
Translation project	Project folder name template parameter specified in the application settings
Translation job	Job folder name template parameter specified in the application settings
Translation assignment	Assignment folder name template parameter specified in the application settings
Quote	Quote folder name template parameter specified in the application settings
Invoice incoming	[Year]\[Month and day] [Invoice number] [Vendor name]
Invoice outgoing	[Year]\[Month and day] [Invoice number] [Customer name]
Customer	[Customer name]
Vendor	[Vendor full name] [Vendor creation date]
Mail message	[Year]\[Date] [Subject (first 15 symbols)]

As you see, first 4 folder templates are customizable, while others are not.

By default. when TBM determines folder name, it is NOT automatically created on a hard drive. There are few reasons behind this:

Some value could be changed for an entity which will affect folder name. In the example above, if you change customer name, folder name will also be changed, but only if it doesn't actually exists on a hard drive;
It could be a case that you will not add any files to an entity, so there is no sense to create just an empty folder.

When a folder does not exist yet on the hard drive, corresponding icon is displayed near folder name:

To physically create a folder on a hard drive, do one of the following:

Click Create folder green button before folder name. This button is visible only if a folder does not exists on a hard drive:
Upload any file by dropping it to the drop area or by clicking Select files to upload button. If a folder does not exist. it will be automatically created, and your file will be copied to the source folder inside entity folder..

Default folders

When TBM creates a folder for your entity, it creates the following folders inside it by default:

source
ref
out

Names of these default folders can't be changed, as application behavior depends on contents of these folders.

Working with folders

Above the folder tree, the following commands are available:

Create folder. Creates a new folder inside currently selected folder.

Delete folder. Delete currently selected folder with all files. Linked files won't be deleted.

Unlink folder. Removes all linked filed from a currently selected folder and all nested folder.

Rename folder.

Download folder as zip. Packs all files from a selected folder (with all nested folders, including linked files), and downloads them in a single zip archive.

Direct and linked files

Uploading files

When folder name is determined, you can click Create folder button in the Entity folder group, or simply start uploading files using drop area below list of files:

There are 3 ways to upload files:

Drag and drop files to the drop area;
Click Select files to upload button, to open a dialog where you can select files;
Click Upload and extract zip file - this button is useful when you have to upload many filed with nested folder structure; you may pack such structure into a zip file and then upload it - TBM will extract a file keeping your folder structure.

File operations

File manager provides the following commands on the toolbar:

Resync current folder. May be useful if you put a file into a folder using external file manager, and you wish to see this file in TBM's file manager
Add linked file from master entities (see description below)
Delete a file from TBM and from hard drive. Not available for linked files.
Select file type for a selected file(s)
Download selected file
Download selected files as zip archive
Upload a file from cloud drives (see description below)
Collect files (see description below)

The following command are available from the context menu of each individual file (context menu is available by clicking ... button ion the first command column of the table):

Upload target file for a selected file. A file will be uploaded into corresponding nested folder of the out folder.
Move file to another folder. Allows to select one of existing folders to move a file.
Rename a file.
Upload new version for a file (see description below).

Cloud drives

Here you can expand folder and select files to add to an entity. Before clicking OK, please select file type in a corresponding field.

Downloading files

Linking files from master entities

When you click this button, the system will display a dialog showing all files from base entities, including a column specifying a source where each file come from:

Depending on situation, TBM will preselect files, based on the following logic:

When adding a file from a job, only files from base project which still do not exist in any other jobs for a selected language pair will be preselected;
When adding a file from assignment, only files which are not found in any existing assignments for a selected language pair will be preselected.

Select necessary files, click OK, and they will appear in a corresponding nested folder of the source folder:

Syncing files

In the same manner, if you delete a file from a hard drive, then next time when you open an entity where this file is attached, it will be removed from a list of files.

Files from dependent entities

When working with projects or jobs, file manager will display not only files from a project's or job's folder, but also files from nested assignments, along with their state in a form of tiny progress bar. This allows to track state of all project files in a single screen regardless how complex workflow you use. Even if you project has a lot of files and workflow requires a number of phases to pass, you can view the process and access all linked documents from a single file manager screen:

Progress bar displays dots which corresponds to a selected workflow. Each dot may have one of three colors: Green (finished), Yellow (in work) or Red (not started). Depending on a current state, the whole file row gets a corresponding color. Green file means that the file is ready and can be downloaded.

By hovering mouse pointer over a dot you will see a tooltip displaying a name of a phase and a list of documents where this file is used. You can click on a document number to view it in the popup window.

Service type column in the list displays name of a phase, and Language column provides information about target language.

After delivering a file in an assignment, the system will "know" that the file is ready and can be delivered to a client. To quickly select all deliverable files, click Quick select button on the toolbar and select All completed target files.

File versions

Click on the row to expand and view older versions:

Collecting and delivering files

File manager allows to quickly check state of project files, and gather them from underlining jobs and assignments. When you create a job from a project, and then assignment from a job, you can include project files to created objects. In fact, files remain in a project folder, and in assignments they will be added as links (but not physically copied to an assignment folder). When a vendor delivers a file, delivered file becomes linked with a source file, so the system knows current stage of a file: if a work has been started or finished. When there are many files in a project, it becomes not very easy to track them all. Let's imagine that we have 2 files and 2 target languages, meaning that 4 files should be delivered to a client. Additionally, a project workflow has 2 stages: translation and proofreading, so the task is to deliver 4 files to a client after finishing Proofreading stage. To track file stages, click Collect files in the file manager of a project. See an example:

This screen shows that one file has not been started yet at all, while second file is in work, both in translation and proofreading stages. Spanish version is completely done and can be delivered, while French version is currently in translation phase. For documents which are in work or delivered, you can find Preview button, to quickly open a document where this file is added. In this list, you can select delivered files and click OK, and these files will be added to a project and become available for a client to download.

Hiding files

Hide from portals checkbox allows to hide selected files from the client or vendor portal, even if security system allows access to that file. This can be useful if a file was delivered, but requires manager's attention before passing it to a client, for example.

Tags: files, Management

File manager

Eugene Kuchynski — Thu, 24 Feb 2022 07:39:15 GMT

Revision 13 posted to Wiki by Eugene Kuchynski on 2/24/2022 7:39:15 AM

Overview

https://youtu.be/jO3o9JIK8VI

SDL Trados Business Manager allows to attach files to the following entities:

Clients
Vendors
Quotes
Translation projects
Translation jobs
Translation assignments
Invoices outgoing
Invoices incoming
Mail messages

Folder creation

First of all, you have to configure base folders where you're going to store your files. To do this, open application settings and switch to the Files and folders tab:

Detailed description of this page is provide in the Application settings article.

For some entity types, you can't specify folder name template. The following table summarizes how TBM determines folder name for each entity type:

Entity type	Folder name detection method
Translation project	Project folder name template parameter specified in the application settings
Translation job	Job folder name template parameter specified in the application settings
Translation assignment	Assignment folder name template parameter specified in the application settings
Quote	Quote folder name template parameter specified in the application settings
Invoice incoming	[Year]\[Month and day] [Invoice number] [Vendor name]
Invoice outgoing	[Year]\[Month and day] [Invoice number] [Customer name]
Customer	[Customer name]
Vendor	[Vendor full name] [Vendor creation date]
Mail message	[Year]\[Date] [Subject (first 15 symbols)]

As you see, first 4 folder templates are customizable, while others are not.

By default. when TBM determines folder name, it is NOT automatically created on a hard drive. There are few reasons behind this:

Some value could be changed for an entity which will affect folder name. In the example above, if you change customer name, folder name will also be changed, but only if it doesn't actually exists on a hard drive;
It could be a case that you will not add any files to an entity, so there is no sense to create just an empty folder.

When a folder does not exist yet on the hard drive, corresponding icon is displayed near folder name:

To physically create a folder on a hard drive, do one of the following:

Click Create folder green button before folder name. This button is visible only if a folder does not exists on a hard drive:
Upload any file by dropping it to the drop area or by clicking Select files to upload button. If a folder does not exist. it will be automatically created, and your file will be copied to the source folder inside entity folder..

Default folders

When TBM creates a folder for your entity, it creates the following folders inside it by default:

source
ref
out

Names of these default folders can't be changed, as application behavior depends on contents of these folders.

Working with folders

Above the folder tree, the following commands are available:

Create folder. Creates a new folder inside currently selected folder.

Delete folder. Delete currently selected folder with all files. Linked files won't be deleted.

Unlink folder. Removes all linked filed from a currently selected folder and all nested folder.

Rename folder.

Download folder as zip. Packs all files from a selected folder (with all nested folders, including linked files), and downloads them in a single zip archive.

Direct and linked files

Uploading files

When folder name is determined, you can click Create folder button in the Entity folder group, or simply start uploading files using drop area below list of files:

There are 3 ways to upload files:

Drag and drop files to the drop area;
Click Select files to upload button, to open a dialog where you can select files;
Click Upload and extract zip file - this button is useful when you have to upload many filed with nested folder structure; you may pack such structure into a zip file and then upload it - TBM will extract a file keeping your folder structure.

File operations

File manager provides the following commands on the toolbar:

Delete a file from TBM and from hard drive by clicking Delete file button.
Select file type for a selected file(s) by clicking File type button and selecting target file type.
Move file to another folder existing in a current entity by clicking ... button near file name, selecting Move to another folder and selecting folder name:
Rename a file by using same context menu and selecting Rename file option.
Upload new version for a file by using same context menu (see below).
From translation jobs and translation assignments, add a file from a source project or job by clicking Add file from base project/job ()

Cloud drives

Here you can expand folder and select files to add to an entity. Before clicking OK, please select file type in a corresponding field.

Downloading files

Linking files from master entities

When you click this button, the system will display a dialog showing all files from base entities, including a column specifying a source where each file come from:

Select necessary files, click OK, and they will appear in a special folder named Source:

These file remain in their initial locations, this they will not be physically copied to the assignment folder. In the result, you can't rename, move or delete these files - only view them and send to vendors.

Syncing files

In the same manner, if you delete a file from a hard drive, then next time when you open an entity where this file is attached, it will be removed from a list of files.

Files from dependent entities

Service type column in the list displays name of a phase, and Language column provides information about target language.

File versions

Click on the row to expand and view older versions:

Collecting and delivering files

File manager allows to quickly check state of project files, and gather them from underlining jobs and assignments. When you create a job from a project, and then assignment from a job, you can include project files to created objects. In fact, files remain in a project folder, and in assignments they will be added as links (but not physically copied to an assignment folder). When a vendor delivers a file, delivered file becomes linked with a source file, so the system knows current stage of a file: if a work has been started or finished. When there are many files in a project, it becomes not very easy to track them all. Let's imagine that we have 2 files and 2 target languages, meaning that 4 files should be delivered to a client. Additionally, a project workflow has 2 stages: translation and proofreading, so the task is to deliver 4 files to a client after finishing Proofreading stage. To track file stages, click Collect files in the file manager of a project. See an example:

Hiding files

Tags: files, Management

File manager

Eugene Kuchynski — Thu, 24 Feb 2022 07:37:06 GMT

Revision 12 posted to Wiki by Eugene Kuchynski on 2/24/2022 7:37:06 AM

Important. This article is currently being updated to reflect changes in an upcoming release. It may not correspond to functionality in existing version (6.1.35).

Overview

https://youtu.be/jO3o9JIK8VI

SDL Trados Business Manager allows to attach files to the following entities:

Clients
Vendors
Quotes
Translation projects
Translation jobs
Translation assignments
Invoices outgoing
Invoices incoming
Mail messages

Folder creation

First of all, you have to configure base folders where you're going to store your files. To do this, open application settings and switch to the Files and folders tab:

Detailed description of this page is provide in the Application settings article.

For some entity types, you can't specify folder name template. The following table summarizes how TBM determines folder name for each entity type:

Entity type	Folder name detection method
Translation project	Project folder name template parameter specified in the application settings
Translation job	Job folder name template parameter specified in the application settings
Translation assignment	Assignment folder name template parameter specified in the application settings
Quote	Quote folder name template parameter specified in the application settings
Invoice incoming	[Year]\[Month and day] [Invoice number] [Vendor name]
Invoice outgoing	[Year]\[Month and day] [Invoice number] [Customer name]
Customer	[Customer name]
Vendor	[Vendor full name] [Vendor creation date]
Mail message	[Year]\[Date] [Subject (first 15 symbols)]

As you see, first 4 folder templates are customizable, while others are not.

By default. when TBM determines folder name, it is NOT automatically created on a hard drive. There are few reasons behind this:

Some value could be changed for an entity which will affect folder name. In the example above, if you change customer name, folder name will also be changed, but only if it doesn't actually exists on a hard drive;
It could be a case that you will not add any files to an entity, so there is no sense to create just an empty folder.

When a folder does not exist yet on the hard drive, corresponding icon is displayed near folder name:

To physically create a folder on a hard drive, do one of the following:

Click Create folder green button before folder name. This button is visible only if a folder does not exists on a hard drive:
Upload any file by dropping it to the drop area or by clicking Select files to upload button. If a folder does not exist. it will be automatically created, and your file will be copied to the source folder inside entity folder..

Default folders

When TBM creates a folder for your entity, it creates the following folders inside it by default:

source
ref
out

Names of these default folders can't be changed, as application behavior depends on contents of these folders.

Working with folders

Above the folder tree, the following commands are available:

Create folder. Creates a new folder inside currently selected folder.

Delete folder. Delete currently selected folder with all files. Linked files won't be deleted.

Unlink folder. Removes all linked filed from a currently selected folder and all nested folder.

Rename folder.

Download folder as zip. Packs all files from a selected folder (with all nested folders, including linked files), and downloads them in a single zip archive.

Direct and linked files

Uploading files

When folder name is determined, you can click Create folder button in the Entity folder group, or simply start uploading files using drop area below list of files:

There are 3 ways to upload files:

Drag and drop files to the drop area;
Click Select files to upload button, to open a dialog where you can select files;
Click Upload and extract zip file - this button is useful when you have to upload many filed with nested folder structure; you may pack such structure into a zip file and then upload it - TBM will extract a file keeping your folder structure.

File operations

File manager provides the following commands on the toolbar:

Delete a file from TBM and from hard drive by clicking Delete file button.
Select file type for a selected file(s) by clicking File type button and selecting target file type.
Move file to another folder existing in a current entity by clicking ... button near file name, selecting Move to another folder and selecting folder name:
Rename a file by using same context menu and selecting Rename file option.
Upload new version for a file by using same context menu (see below).
From translation jobs and translation assignments, add a file from a source project or job by clicking Add file from base project/job ()

Cloud drives

Here you can expand folder and select files to add to an entity. Before clicking OK, please select file type in a corresponding field.

Downloading files

Linking files from master entities

When you click this button, the system will display a dialog showing all files from base entities, including a column specifying a source where each file come from:

Select necessary files, click OK, and they will appear in a special folder named Source:

Syncing files

In the same manner, if you delete a file from a hard drive, then next time when you open an entity where this file is attached, it will be removed from a list of files.

Files from dependent entities

Service type column in the list displays name of a phase, and Language column provides information about target language.

File versions

Click on the row to expand and view older versions:

Collecting and delivering files

File manager allows to quickly check state of project files, and gather them from underlining jobs and assignments. When you create a job from a project, and then assignment from a job, you can include project files to created objects. In fact, files remain in a project folder, and in assignments they will be added as links (but not physically copied to an assignment folder). When a vendor delivers a file, delivered file becomes linked with a source file, so the system knows current stage of a file: if a work has been started or finished. When there are many files in a project, it becomes not very easy to track them all. Let's imagine that we have 2 files and 2 target languages, meaning that 4 files should be delivered to a client. Additionally, a project workflow has 2 stages: translation and proofreading, so the task is to deliver 4 files to a client after finishing Proofreading stage. To track file stages, click Collect files in the file manager of a project. See an example:

Hiding files

Tags: files, Management

File manager

Eugene Kuchynski — Wed, 23 Feb 2022 11:50:44 GMT

Revision 11 posted to Wiki by Eugene Kuchynski on 2/23/2022 11:50:44 AM

Overview

https://youtu.be/jO3o9JIK8VI

SDL Trados Business Manager allows to attach files to the following entities:

Clients
Vendors
Quotes
Translation projects
Translation jobs
Translation assignments
Invoices outgoing
Invoices incoming
Mail messages

Folder creation

First of all, you have to configure base folders where you're going to store your files. To do this, open application settings and switch to the Files and folders tab:

Detailed description of this page is provide in the Application settings article.

For some entity types, you can't specify folder name template. The following table summarizes how TBM determines folder name for each entity type:

Entity type	Folder name detection method
Translation project	Project folder name template parameter specified in the application settings
Translation job	Job folder name template parameter specified in the application settings
Translation assignment	Assignment folder name template parameter specified in the application settings
Quote	Quote folder name template parameter specified in the application settings
Invoice incoming	[Year]\[Month and day] [Invoice number] [Vendor name]
Invoice outgoing	[Year]\[Month and day] [Invoice number] [Customer name]
Customer	[Customer name]
Vendor	[Vendor full name] [Vendor creation date]
Mail message	[Year]\[Date] [Subject (first 15 symbols)]

As you see, first 4 folder templates are customizable, while others are not.

By default. when TBM determines folder name, it is NOT automatically created on a hard drive. There are few reasons behind this:

Some value could be changed for an entity which will affect folder name. In the example above, if you change customer name, folder name will also be changed, but only if it doesn't actually exists on a hard drive;
It could be a case that you will not add any files to an entity, so there is no sense to create just an empty folder.

When a folder does not exist yet on the hard drive, corresponding icon is displayed near folder name:

To physically create a folder on a hard drive, do one of the following:

Click Create folder green button before folder name. This button is visible only if a folder does not exists on a hard drive:
Upload any file by dropping it to the drop area or by clicking Select files to upload button. If a folder does not exist. it will be automatically created, and your file will be copied to the source folder inside entity folder..

Default folders

When TBM creates a folder for your entity, it creates the following folders inside it by default:

source
ref
out

Names of these default folders can't be changed, as application behavior depends on contents of these folders.

Working with folders

To create a subfolder in a currently selected folder, click Create folder button on the toolbar:

Syncing files

In the same manner, if you delete a file from a hard drive, then next time when you open an entity where this file is attached, it will be removed from a list of files.

File operations

From a file manager you can:

Delete a file from TBM and from hard drive by clicking Delete file button.
Select file type for a selected file(s) by clicking File type button and selecting target file type.
Move file to another folder existing in a current entity by clicking ... button near file name, selecting Move to another folder and selecting folder name:
Rename a file by using same context menu and selecting Rename file option.
Upload new version for a file by using same context menu (see below).
From translation jobs and translation assignments, add a file from a source project or job by clicking Add file from base project/job ()

Cloud drives

Here you can expand folder and select files to add to an entity. Before clicking OK, please select file type in a corresponding field.

Downloading files

Linking files from master entities

When you click this button, the system will display a dialog showing all files from base entities, including a column specifying a source where each file come from:

Select necessary files, click OK, and they will appear in a special folder named Source:

Files from dependent entities

Service type column in the list displays name of a phase, and Language column provides information about target language.

File versions

Click on the row to expand and view older versions:

Collecting and delivering files

File manager allows to quickly check state of project files, and gather them from underlining jobs and assignments. When you create a job from a project, and then assignment from a job, you can include project files to created objects. In fact, files remain in a project folder, and in assignments they will be added as links (but not physically copied to an assignment folder). When a vendor delivers a file, delivered file becomes linked with a source file, so the system knows current stage of a file: if a work has been started or finished. When there are many files in a project, it becomes not very easy to track them all. Let's imagine that we have 2 files and 2 target languages, meaning that 4 files should be delivered to a client. Additionally, a project workflow has 2 stages: translation and proofreading, so the task is to deliver 4 files to a client after finishing Proofreading stage. To track file stages, click Collect files in the file manager of a project. See an example:

Hiding files

Tags: files, Management

File manager

Eugene Kuchynski — Thu, 04 Nov 2021 11:15:08 GMT

Revision 10 posted to Wiki by Eugene Kuchynski on 11/4/2021 11:15:08 AM

Overview

https://youtu.be/jO3o9JIK8VI

SDL Trados Business Manager allows to attach files to the following entities:

Customers
Vendors
Translation projects
Translation jobs
Translation assignments
Invoices outgoing
Invoices incoming
Quotes
Mail messages

For each entity, application creates a folder on the hard drive. In the application settings, on the Files and Folders tab, you can select Default folder with work files, which specifies base folder for the whole TBM application. Then, you can specify base folders for each of mentioned entity types:

And then TBM will create a separate folder inside base folder for entity type, and name of this folder will be determined based on:

Entity type	Folder name detection method
Translation project	Project folder name template parameter specified in the application settings
Translation job	Job folder name template parameter specified in the application settings
Translation assignment	Assignment folder name template parameter specified in the application settings
Quote	Quote folder name template parameter specified in the application settings
Invoice incoming	[Year]\[Month and day] [Invoice number] [Vendor name]
Invoice outgoing	[Year]\[Month and day] [Invoice number] [Customer name]
Customer	[Customer name]
Vendor	[Vendor full name] [Vendor creation date]
Mail message	[Year]\[Date] [Subject (first 15 symbols)]

As you see, first 4 folder templates are customizable, while others are not.

When you create or edit entity which supports file attachments, you will find Files tab in the entity editing window. For example, here are screenshots of the customer editing form and quote editing form:

As you see, file managers here are identical. In the upper field you will find folder name determined based on the application settings and values of a current entity. For, example, you can see that TBM create a folder named Customers\Capital languages for a client named Capital Languages. For jobs, for example, you can use customer name, job date, currency name and other values to build a folder name.

By default. when TBM determines folder name, it is not automatically created on a hard drive. There are few reasons behind this:

Some value could be changed for an entity which will affect folder name. In the example above, if you change customer name, folder name will also be changed, but only if it doesn't actually exists on a hard drive;
It could be a case that you will not add any files to an entity, so there is no sense to create just an empty folder.

To physically create a folder on a hard drive, do one of the following:

Click Create folder green button before folder name. This button is visible only if a folder does not exists on a hard drive:
Upload any file by dropping it to the drop area or by clicking Select files to upload button. If a folder does not exist. it will be automatically created, and your file will be copied there.

Working with folders

To create a subfolder in a currently selected folder, click Create folder button on the toolbar:

Syncing files

In the same manner, if you delete a file from a hard drive, then next time when you open an entity where this file is attached, it will be removed from a list of files.

File operations

From a file manager you can:

Delete a file from TBM and from hard drive by clicking Delete file button.
Select file type for a selected file(s) by clicking File type button and selecting target file type.
Move file to another folder existing in a current entity by clicking ... button near file name, selecting Move to another folder and selecting folder name:
Rename a file by using same context menu and selecting Rename file option.
Upload new version for a file by using same context menu (see below).
From translation jobs and translation assignments, add a file from a source project or job by clicking Add file from base project/job ()

Cloud drives

Here you can expand folder and select files to add to an entity. Before clicking OK, please select file type in a corresponding field.

Downloading files

Linking files from master entities

When you click this button, the system will display a dialog showing all files from base entities, including a column specifying a source where each file come from:

Select necessary files, click OK, and they will appear in a special folder named Source:

Files from dependent entities

Service type column in the list displays name of a phase, and Language column provides information about target language.

File versions

Click on the row to expand and view older versions:

Collecting and delivering files

File manager allows to quickly check state of project files, and gather them from underlining jobs and assignments. When you create a job from a project, and then assignment from a job, you can include project files to created objects. In fact, files remain in a project folder, and in assignments they will be added as links (but not physically copied to an assignment folder). When a vendor delivers a file, delivered file becomes linked with a source file, so the system knows current stage of a file: if a work has been started or finished. When there are many files in a project, it becomes not very easy to track them all. Let's imagine that we have 2 files and 2 target languages, meaning that 4 files should be delivered to a client. Additionally, a project workflow has 2 stages: translation and proofreading, so the task is to deliver 4 files to a client after finishing Proofreading stage. To track file stages, click Collect files in the file manager of a project. See an example:

Hiding files

Tags: files, Management

File manager

Eugene Kuchynski — Thu, 01 Jul 2021 17:45:56 GMT

Revision 9 posted to Wiki by Eugene Kuchynski on 7/1/2021 5:45:56 PM

Overview

https://youtu.be/jO3o9JIK8VI

SDL Trados Business Manager allows to attach files to the following entities:

Customers
Vendors
Translation projects
Translation jobs
Translation assignments
Invoices outgoing
Invoices incoming
Quotes
Mail messages

And then TBM will create a separate folder inside base folder for entity type, and name of this folder will be determined based on:

Entity type	Folder name detection method
Translation project	Project folder name template parameter specified in the application settings
Translation job	Job folder name template parameter specified in the application settings
Translation assignment	Assignment folder name template parameter specified in the application settings
Quote	Quote folder name template parameter specified in the application settings
Invoice incoming	[Year]\[Month and day] [Invoice number] [Vendor name]
Invoice outgoing	[Year]\[Month and day] [Invoice number] [Customer name]
Customer	[Customer name]
Vendor	[Vendor full name] [Vendor creation date]
Mail message	[Year]\[Date] [Subject (first 15 symbols)]

As you see, first 4 folder templates are customizable, while others are not.

By default. when TBM determines folder name, it is not automatically created on a hard drive. There are few reasons behind this:

Some value could be changed for an entity which will affect folder name. In the example above, if you change customer name, folder name will also be changed, but only if it doesn't actually exists on a hard drive;
It could be a case that you will not add any files to an entity, so there is no sense to create just an empty folder.

To physically create a folder on a hard drive, do one of the following:

Click Create folder green button before folder name. This button is visible only if a folder does not exists on a hard drive:
Upload any file by dropping it to the drop area or by clicking Select files to upload button. If a folder does not exist. it will be automatically created, and your file will be copied there.

Working with folders

To create a subfolder in a currently selected folder, click Create folder button on the toolbar:

Syncing files

In the same manner, if you delete a file from a hard drive, then next time when you open an entity where this file is attached, it will be removed from a list of files.

File operations

From a file manager you can:

Delete a file from TBM and from hard drive by clicking Delete file button.
Select file type for a selected file(s) by clicking File type button and selecting target file type.
Move file to another folder existing in a current entity by clicking ... button near file name, selecting Move to another folder and selecting folder name:
Rename a file by using same context menu and selecting Rename file option.
Upload new version for a file by using same context menu (see below).
From translation jobs and translation assignments, add a file from a source project or job by clicking Add file from base project/job ()

Cloud drives

Here you can expand folder and select files to add to an entity. Before clicking OK, please select file type in a corresponding field.

Downloading files

Linking files from master entities

When you click this button, the system will display a dialog showing all files from base entities, including a column specifying a source where each file come from:

Select necessary files, click OK, and they will appear in a special folder named Source:

Files from dependent entities

Service type column in the list displays name of a phase, and Language column provides information about target language.

File versions

Click on the row to expand and view older versions:

Collecting and delivering files

File manager allows to quickly check state of project files, and gather them from underlining jobs and assignments. When you create a job from a project, and then assignment from a job, you can include project files to created objects. In fact, files remain in a project folder, and in assignments they will be added as links (but not physically copied to an assignment folder). When a vendor delivers a file, delivered file becomes linked with a source file, so the system knows current stage of a file: if a work has been started or finished. When there are many files in a project, it becomes not very easy to track them all. Let's imagine that we have 2 files and 2 target languages, meaning that 4 files should be delivered to a client. Additionally, a project workflow has 2 stages: translation and proofreading, so the task is to deliver 4 files to a client after finishing Proofreading stage. To track file stages, click Collect files in the file manager of a project. See an example:

Tags: files, Management

File manager

Eugene Kuchynski — Fri, 23 Apr 2021 08:56:01 GMT

Revision 8 posted to Wiki by Eugene Kuchynski on 4/23/2021 8:56:01 AM

Overview

SDL Trados Business Manager allows to attach files to the following entities:

Customers
Vendors
Translation projects
Translation jobs
Translation assignments
Invoices outgoing
Invoices incoming
Quotes
Mail messages

And then TBM will create a separate folder inside base folder for entity type, and name of this folder will be determined based on:

Entity type	Folder name detection method
Translation project	Project folder name template parameter specified in the application settings
Translation job	Job folder name template parameter specified in the application settings
Translation assignment	Assignment folder name template parameter specified in the application settings
Quote	Quote folder name template parameter specified in the application settings
Invoice incoming	[Year]\[Month and day] [Invoice number] [Vendor name]
Invoice outgoing	[Year]\[Month and day] [Invoice number] [Customer name]
Customer	[Customer name]
Vendor	[Vendor full name] [Vendor creation date]
Mail message	[Year]\[Date] [Subject (first 15 symbols)]

As you see, first 4 folder templates are customizable, while others are not.

By default. when TBM determines folder name, it is not automatically created on a hard drive. There are few reasons behind this:

Some value could be changed for an entity which will affect folder name. In the example above, if you change customer name, folder name will also be changed, but only if it doesn't actually exists on a hard drive;
It could be a case that you will not add any files to an entity, so there is no sense to create just an empty folder.

To physically create a folder on a hard drive, do one of the following:

Click Create folder green button before folder name. This button is visible only if a folder does not exists on a hard drive:
Upload any file by dropping it to the drop area or by clicking Select files to upload button. If a folder does not exist. it will be automatically created, and your file will be copied there.

Working with folders

To create a subfolder in a currently selected folder, click Create folder button on the toolbar:

Syncing files

In the same manner, if you delete a file from a hard drive, then next time when you open an entity where this file is attached, it will be removed from a list of files.

File operations

From a file manager you can:

Delete a file from TBM and from hard drive by clicking Delete file button.
Select file type for a selected file(s) by clicking File type button and selecting target file type.
Move file to another folder existing in a current entity by clicking ... button near file name, selecting Move to another folder and selecting folder name:
Rename a file by using same context menu and selecting Rename file option.
Upload new version for a file by using same context menu (see below).
From translation jobs and translation assignments, add a file from a source project or job by clicking Add file from base project/job ()

Cloud drives

Here you can expand folder and select files to add to an entity. Before clicking OK, please select file type in a corresponding field.

Downloading files

Linking files from master entities

When you click this button, the system will display a dialog showing all files from base entities, including a column specifying a source where each file come from:

Select necessary files, click OK, and they will appear in a special folder named Source:

Files from dependent entities

Service type column in the list displays name of a phase, and Language column provides information about target language.

File versions

Click on the row to expand and view older versions:

Collecting and delivering files

File manager allows to quickly check state of project files, and gather them from underlining jobs and assignments. When you create a job from a project, and then assignment from a job, you can include project files to created objects. In fact, files remain in a project folder, and in assignments they will be added as links (but not physically copied to an assignment folder). When a vendor delivers a file, delivered file becomes linked with a source file, so the system knows current stage of a file: if a work has been started or finished. When there are many files in a project, it becomes not very easy to track them all. Let's imagine that we have 2 files and 2 target languages, meaning that 4 files should be delivered to a client. Additionally, a project workflow has 2 stages: translation and proofreading, so the task is to deliver 4 files to a client after finishing Proofreading stage. To track file stages, click Collect files in the file manager of a project. See an example:

Tags: files, Management

Working with files

Eugene Kuchynski — Fri, 23 Apr 2021 08:55:42 GMT

Revision 7 posted to Wiki by Eugene Kuchynski on 4/23/2021 8:55:42 AM

Overview

SDL Trados Business Manager allows to attach files to the following entities:

Customers
Vendors
Translation projects
Translation jobs
Translation assignments
Invoices outgoing
Invoices incoming
Quotes
Mail messages

And then TBM will create a separate folder inside base folder for entity type, and name of this folder will be determined based on:

Entity type	Folder name detection method
Translation project	Project folder name template parameter specified in the application settings
Translation job	Job folder name template parameter specified in the application settings
Translation assignment	Assignment folder name template parameter specified in the application settings
Quote	Quote folder name template parameter specified in the application settings
Invoice incoming	[Year]\[Month and day] [Invoice number] [Vendor name]
Invoice outgoing	[Year]\[Month and day] [Invoice number] [Customer name]
Customer	[Customer name]
Vendor	[Vendor full name] [Vendor creation date]
Mail message	[Year]\[Date] [Subject (first 15 symbols)]

As you see, first 4 folder templates are customizable, while others are not.

By default. when TBM determines folder name, it is not automatically created on a hard drive. There are few reasons behind this:

Some value could be changed for an entity which will affect folder name. In the example above, if you change customer name, folder name will also be changed, but only if it doesn't actually exists on a hard drive;
It could be a case that you will not add any files to an entity, so there is no sense to create just an empty folder.

To physically create a folder on a hard drive, do one of the following:

Click Create folder green button before folder name. This button is visible only if a folder does not exists on a hard drive:
Upload any file by dropping it to the drop area or by clicking Select files to upload button. If a folder does not exist. it will be automatically created, and your file will be copied there.

Working with folders

To create a subfolder in a currently selected folder, click Create folder button on the toolbar:

Syncing files

In the same manner, if you delete a file from a hard drive, then next time when you open an entity where this file is attached, it will be removed from a list of files.

File operations

From a file manager you can:

Delete a file from TBM and from hard drive by clicking Delete file button.
Select file type for a selected file(s) by clicking File type button and selecting target file type.
Move file to another folder existing in a current entity by clicking ... button near file name, selecting Move to another folder and selecting folder name:
Rename a file by using same context menu and selecting Rename file option.
Upload new version for a file by using same context menu (see below).
From translation jobs and translation assignments, add a file from a source project or job by clicking Add file from base project/job ()

Cloud drives

Here you can expand folder and select files to add to an entity. Before clicking OK, please select file type in a corresponding field.

Downloading files

Linking files from master entities

When you click this button, the system will display a dialog showing all files from base entities, including a column specifying a source where each file come from:

Select necessary files, click OK, and they will appear in a special folder named Source:

Files from dependent entities

Service type column in the list displays name of a phase, and Language column provides information about target language.

File versions

Click on the row to expand and view older versions:

Collecting and delivering files

File manager allows to quickly check state of project files, and gather them from underlining jobs and assignments. When you create a job from a project, and then assignment from a job, you can include project files to created objects. In fact, files remain in a project folder, and in assignments they will be added as links (but not physically copied to an assignment folder). When a vendor delivers a file, delivered file becomes linked with a source file, so the system knows current stage of a file: if a work has been started or finished. When there are many files in a project, it becomes not very easy to track them all. Let's imagine that we have 2 files and 2 target languages, meaning that 4 files should be delivered to a client. Additionally, a project workflow has 2 stages: translation and proofreading, so the task is to deliver 4 files to a client after finishing Proofreading stage. To track file stages, click Collect files in the file manager of a project. See an example:

Tags: files, Management

Working with files

Eugene Kuchynski — Fri, 05 Jun 2020 05:58:32 GMT

Revision 6 posted to Wiki by Eugene Kuchynski on 6/5/2020 5:58:32 AM

Overview

SDL Trados Business Manager allows to attach files to the following entities:

Customers
Contractors
Translation projects
Translation jobs
Translation assignments
Invoices (one file containing generated invoice)
Quotes (one file containing generated quote)
Mail messages

Attachment means that the file is stored inside SDL Trados Business Manager database. Optionally, files can be inserted as links to Dropbox, Google Drive or Microsoft OneDrive. When source file is deleted or moved from HDD, attachments will stay available in SDL Trados Business Manager until deleted from a database (except files linked with cloud drives).

You can view all files attached to all entities by selecting Other/Tools > Manage file attachments from the navigation tree.

This list contains all files attached to all entities. You can view file names, dates of creation, file types, file sizes, and a number of entities which particular file belongs to (Attached to column). In addition, there is an Icon column, which allows to distinguish files stored in the database and on cloud drive (also, cloud drive files has blue background in the list). As in other lists SDL Trados Business Manager, you can sort, filter and group this list to efficiently manage your files.

To view any file in a corresponding application, select this file in list and click Open. Default application linked with selected file type will be launched for viewing it.

To save selected files on disk, select one or multiple files and click Save as....

To save/download selected files in a single archive, select one or multiple files and click Download as zip file. This function is particularly useful in web-version.

Note. When you use Download as zip file function for cloud drive files (Dropbox, OneDrive, Google Drive), you will see Loading window showing a name of a file currently being downloaded. When all files will be downloaded, you will be able to select a destination where to save zip file. In web-version, downloading of files linked with cloud drive may take longer, since it is needed to initially download them from cloud drive to a server, and then allow current user to download zip file on his/her computer.

Note. When you send files linked with cloud drives by e-mail, or create a project in a CAT tool using these files, the system will download them to your computer (or server, in case of web-version), perform required action and delete files from memory.

You can delete any selected file, and it will be removed from entities where this files is attached to.

You can also double click on any row to edit file properties (for example, to change file type or date of creation) and to view all entities where particular file is used.

While Manage file attachments screen is used for general management of attached files, actually you add file to database from individual entities, in a process of their creation. The process is the same for all entities, and below you can find an example screenshot of file attachments in translation job editing form:

Specifics of file management in quotes, translation projects, translation jobs and translation assignments

Mentioned entities allows to store files not only inside database, but on hard drive as well. To control this, there is a special tab in the application settings called Files and folders, where you specify folder name patterns, used to determine folder names and their structure for each type of entity. Then, when you fill data in the editing form, this data is used to determine folder name, which is reflected in the Folder field (Folder with job files on the screenshot below) of the Files tab (this tab is available in any editing form of mentioned entities: quotes, projects, jobs and assignments):

Actual folder on the hard drive won’t be created until you click Create and open folder () or Create and do not open folder () button. Such approach is used because folder name is specified by a pattern which supports variables (for example, folder name may include customer code, source language name, etc.), and value in the Folder field will be changed each time you change value in one of fields which variables are used in a pattern. If you wish to fix currently determined folder and prevent from automatic detection, check Fix folder name box on the right. When this box is checked, you can click Refresh button in the Folder field to force folder detection mechanism to determine folder name according a pattern specified in the application settings.

To manually select work folder, click three dots icon in the Folder field.

List of files below Folder field displays all files of a current entity, both stored on hard drive and internally in a database. Icon column displays file icon (if it’s stored on hard drive). Date field displays date of last modification (for files on hard drive) or date of adding a file to a database. Storage source displays one of the following values: Hard drive (file is stored on hard drive), Internal attachment (file is stored in a database), Dropbox, Google Drive or Microsoft OneDrive (file is stored in a cloud drive). File size displays size of file in kilobytes (for cloud files, value is zero, as SDL Trados Business Manager doesn’t retrieve this information). File type allows to specify ‘intended use’ of file. To quickly change file type, select necessary files and click Select file type button on the toolbar:

Select desired file type from the drop-down list, or select Create a new file type…, if necessary file type is still missing in the database (to manage file types, go to Reference data > File types). Also, you can select Clear values to erase file type values for the selected files.

All other buttons in this list are the same as in default file attachments list:

Creates and new file stored in a database based on file selected from hard drive. You can also drag and drop a file from Windows Explorer to attach it to a database.
If file is already in the database, allows to add a link to it, so it becomes a part of a current entity (and may belong to other entities as well).
Removes link to a file but doesn’t delete it from database (file could be linked to other entities).
Link with Dropbox, Link with Google Drive, Link with OneDrive. Adds a file from a cloud storage.
Open (only in desktop version). Opens selected file in default application.
Download as zip. Downloads selected files in a single zip archive.
Download (only in web-version). Allows to download selected file.
Delete. Deletes a file from a database.

In translation jobs, list of files could include not only files from a job's folder and files attached to a job, but also files from linked translation assignments. For example, if some vendor delivers an assignment, you will see delivered files right here, in a corresponding group, without need to open corresponding assignment to find that file.

Tags: files, Management

Working with files

Eugene Kuchynski — Mon, 09 Dec 2019 06:39:31 GMT

Revision 5 posted to Wiki by Eugene Kuchynski on 12/9/2019 6:39:31 AM

Overview

SDL Trados Business Manager allows to attach files to the following entities:

Customers
Contractors
Translation projects
Translation jobs
Translation assignments
Invoices (one file containing generated invoice)
Quotes (one file containing generated quote)
Mail messages

You can view all files attached to all entities by selecting Other/Tools > Manage file attachments from the navigation tree.

To view any file in a corresponding application, select this file in list and click Open. Default application linked with selected file type will be launched for viewing it.

To save selected files on disk, select one or multiple files and click Save as....

To save/download selected files in a single archive, select one or multiple files and click Download as zip file. This function is particularly useful in web-version.

You can delete any selected file, and it will be removed from entities where this files is attached to.

You can also double click on any row to edit file properties (for example, to change file type or date of creation) and to view all entities where particular file is used.

Specifics of file management in quotes, translation projects, translation jobs and translation assignments

To manually select work folder, click three dots icon in the Folder field.

All other buttons in this list are the same as in default file attachments list:

Creates and new file stored in a database based on file selected from hard drive. You can also drag and drop a file from Windows Explorer to attach it to a database.
If file is already in the database, allows to add a link to it, so it becomes a part of a current entity (and may belong to other entities as well).
Removes link to a file but doesn’t delete it from database (file could be linked to other entities).
Link with Dropbox, Link with Google Drive, Link with OneDrive. Adds a file from a cloud storage.
Open (only in desktop version). Opens selected file in default application.
Download as zip. Downloads selected files in a single zip archive.
Download (only in web-version). Allows to download selected file.

Delete. Deletes a file from a database.

Tags: files, Management

Working with files

Eugene Kuchynski — Fri, 06 Dec 2019 11:41:32 GMT

Revision 4 posted to Wiki by Eugene Kuchynski on 12/6/2019 11:41:32 AM

Overview

SDL BaccS allows to attach files to the following entities:

Customers
Contractors
Translation projects
Translation jobs
Translation assignments
Invoices (one file containing generated invoice)
Quotes (one file containing generated quote)
Mail messages

Attachment means that the file is stored inside SDL BaccS database. Optionally, files can be inserted as links to Dropbox, Google Drive or Microsoft OneDrive. When source file is deleted or moved from HDD, attachments will stay available in SDL BaccS until deleted from a database (except files linked with cloud drives).

You can view all files attached to all entities by selecting Other/Tools > Manage file attachments from the navigation tree.

This list contains all files attached to all entities. You can view file names, dates of creation, file types, file sizes, and a number of entities which particular file belongs to (Attached to column). In addition, there is an Icon column, which allows to distinguish files stored in the database and on cloud drive (also, cloud drive files has blue background in the list). As in other lists SDL BaccS, you can sort, filter and group this list to efficiently manage your files.

To view any file in a corresponding application, select this file in list and click Open. Default application linked with selected file type will be launched for viewing it.

To save selected files on disk, select one or multiple files and click Save as....

To save/download selected files in a single archive, select one or multiple files and click Download as zip file. This function is particularly useful in web-version.

You can delete any selected file, and it will be removed from entities where this files is attached to.

You can also double click on any row to edit file properties (for example, to change file type or date of creation) and to view all entities where particular file is used.

Specifics of file management in quotes, translation projects, translation jobs and translation assignments

To manually select work folder, click three dots icon in the Folder field.

All other buttons in this list are the same as in default file attachments list:

Creates and new file stored in a database based on file selected from hard drive. You can also drag and drop a file from Windows Explorer to attach it to a database.
If file is already in the database, allows to add a link to it, so it becomes a part of a current entity (and may belong to other entities as well).
Removes link to a file but doesn’t delete it from database (file could be linked to other entities).
Link with Dropbox, Link with Google Drive, Link with OneDrive. Adds a file from a cloud storage.
Open (only in desktop version). Opens selected file in default application.
Download as zip. Downloads selected files in a single zip archive.
Download (only in web-version). Allows to download selected file.

Delete. Deletes a file from a database.

Tags: files, Management

Working with files

Eugene Kuchynski — Wed, 31 Jul 2019 06:12:01 GMT

Revision 3 posted to Wiki by Eugene Kuchynski on 7/31/2019 6:12:01 AM

Overview

SDL BaccS allows to attach files to the following entities:

Customers
Contractors
Translation projects
Translation jobs
Translation assignments
Invoices (one file containing generated invoice)
Quotes (one file containing generated quote)
Mail messages

You can view all files attached to all entities by selecting Other/Tools > Manage file attachments from the navigation tree.

This list contains all files attached to all entities. You can view file names, dates of creation, file types, file sizes, and a number of entities which particular file belongs to (Attached to column). In addition, there is an Icon column, which allows to distinguish files stored in the database and on cloud drive (also, cloud drive files has blue background in the list). As in other lists SDL BaccS, you can sort, filter and group this list to efficiently manage your files.

To view any file in a corresponding application, select this file in list and click Open. Default application linked with selected file type will be launched for viewing it.

To save selected files on disk, select one or multiple files and click Save as....

To save/download selected files in a single archive, select one or multiple files and click Download as zip file. This function is particularly useful in web-version.

You can delete any selected file, and it will be removed from entities where this files is attached to.

You can also double click on any row to edit file properties (for example, to change file type or date of creation) and to view all entities where particular file is used.

Tags: files, Management

Working with files

Eugene Kuchynski — Wed, 31 Jul 2019 06:11:26 GMT

Revision 2 posted to Wiki by Eugene Kuchynski on 7/31/2019 6:11:26 AM

SDL BaccS allows to attach files to the following entities:

Customers
Contractors
Translation projects
Translation jobs
Translation assignments
Invoices (one file containing generated invoice)
Quotes (one file containing generated quote)
Mail messages

You can view all files attached to all entities by selecting Other/Tools > Manage file attachments from the navigation tree.

This list contains all files attached to all entities. You can view file names, dates of creation, file types, file sizes, and a number of entities which particular file belongs to (Attached to column). In addition, there is an Icon column, which allows to distinguish files stored in the database and on cloud drive (also, cloud drive files has blue background in the list). As in other lists SDL BaccS, you can sort, filter and group this list to efficiently manage your files.

To view any file in a corresponding application, select this file in list and click Open. Default application linked with selected file type will be launched for viewing it.

To save selected files on disk, select one or multiple files and click Save as....

To save/download selected files in a single archive, select one or multiple files and click Download as zip file. This function is particularly useful in web-version.

You can delete any selected file, and it will be removed from entities where this files is attached to.

You can also double click on any row to edit file properties (for example, to change file type or date of creation) and to view all entities where particular file is used.

Tags: files, Management

Working with files

Eugene Kuchynski — Tue, 16 Jul 2019 14:16:42 GMT

Revision 1 posted to Wiki by Eugene Kuchynski on 7/16/2019 2:16:42 PM

SDL BaccS allows to attach files to the following entities:

Customers
Contractors
Translation projects
Translation jobs
Translation assignments
Invoices (one file containing generated invoice)
Quotes (one file containing generated quote)
Mail messages

You can view all files attached to all entities by selecting Other/Tools > Manage file attachments from the navigation tree.

This list contains all files attached to all entities. You can view file names, dates of creation, file types, file sizes, and a number of entities which particular file belongs to (Attached to column). In addition, there is an Icon column, which allows to distinguish files stored in the database and on cloud drive (also, cloud drive files has blue background in the list). As in other lists SDL BaccS, you can sort, filter and group this list to efficiently manage your files.

To view any file in a corresponding application, select this file in list and click Open. Default application linked with selected file type will be launched for viewing it.

To save selected files on disk, select one or multiple files and click Save as....

To save/download selected files in a single archive, select one or multiple files and click Download as zip file. This function is particularly useful in web-version.

Note. When you use Download as zip file function for cloud drive files (Dropbox, OneDrive, Google Drive), you will see Loading window showing a name of a file currently being downloaded. When all files will be downloaded, you will be able to select a destination where to save zip file. In web-version, downloading of files linked with cloud drive may take longer, since it is needed to initially download them from cloud drive to a server, and then allow current user to download zip file on his/her computer.

Note. When you send files linked with cloud drives by e-mail, or create a project in a CAT tool using these files, the system will download them to your computer (or server, in case of web-version), perform required action and delete files from memory.

You can delete any selected file, and it will be removed from entities where this files is attached to.

You can also double click on any row to edit file properties (for example, to change file type or date of creation) and to view all entities where particular file is used.

Tags: files, Management