One of the things I like about XTRF, the system we use to manage translation projects, is the ability to send completed projects directly from the system—much faster than it normally takes to send a delivery e-mail manually. In theory, the system can even deliver the ready files without any operator intervention. This article explains the main aspects of this feature.
By default, clients receive two links: to download all files as a ZIP file or open an FTP folder and drag and drop them to their computer. Compared to manual e-mail delivery, the only difference is an additional step of clicking the link. After that, clients save files in a folder of their choice, just as they normally would. There are no time-consuming additional steps, such as using an FTP client to connect to an FTP server and locate files manually.
Besides the ease of use, clients benefit from reliability and consistency of deliveries. All delivery e-mails come under a consistent, meaningful name. And there is no risk of forgetting to attach a file—a frequent source of frustration and lost time on both ends.
Clients’ IT teams may understandably have security concerns about their users downloading files from external sites. Let me reassure you:
- XTRF is used by 200+ language services providers globally, with a large team of developers and support behind it. If a security risk were ever to appear, it would have been announced and quickly fixed.
- XTRF is not like your average external file exchange site or Dropbox, which we would never use because we cannot take any responsibility for reliability and confidentiality of third-party sites. XTRF runs on our local server, which we—and only we—have full control over.
- From a security standpoint, there is no difference between the files delivered via a manual e-mail and an XTRF delivery e-mail. With the manual method, we take and send files manually from the same local network folder that the system sends them from automatically. If any threats were ever to emerge, they would reach clients regardless of the delivery method. In other words, we do not upload files to any external system that would add to security risk.
Using this system to deliver files helps us optimize our internal process, resulting in lower project management costs and consequently better translation rates.
- Manual delivery can take as much as five minutes. These five minutes our system saves are better spent more productively, for example on QA.
- By delivering through the system, we ensure that the project has been delivered and not forgotten.
- With smaller and simpler tasks, the system can deliver files automatically as soon as they are ready. This means clients receive them much faster than by manual delivery, where it may take some time before a project manager gets to this project and delivers it.
In addition to delivering completed translation projects, we can also send quotes and invoices from within XTRF in a similar manner. Again, clients benefit from the consistency and reliability of the e-mails they receive.
For more information on XTRF, read the article “Customizing and Getting the Most Out of XTRF.”