2.5 System settings

Espresso comes with a preset of data that is suitable for most translation agencies. However you would probably want to customize it to accomodate for your business needs.

5.5.1 Workflow

Click Settings->System->Workflow to access the Workflow setup page.

The Workflow setup allows you to define the milestones used by your project managers to gauge project progress per each task or per each assignment. Workflow needs to be defined per Task type (translation, DTP etc). The usual workflow describes the steps that are necessary to complete the project. A typical workflow for translation task will look like:

• Source documents received
• Source documents analyzed
• Vendor availability confirmed
• PO created (created automatically by Espresso)
• PO sent
• PO confirmed
• Translation received
• Translation confirmed

Your workflow will look most probably slightly different.

IMPORTANT! Espresso does not require project managers to follow all workflow steps and mark them as complete. Instead of that, Espresso uses the workflow data to label tasks and make the project workflow easy to understand and prpjects easy to manage.

5.5.2 Specializations

Click Settings->System->Specializations to access the Specializations setup page.

Espresso uses names of Specializations to fill dropdown menus thoughout the whole application.
Specializations names can be changed freely.

IMPORTANT! you can not remove specializations from the system once they are referenced in quotes or projects. You can circumvent this limitation by changing display mode to ‘OFF’ (Red column) from ‘ON’ (Green column), effectively hiding the record.

5.5.3 Languages

Click Settings->System->Languages to access the Languages setup page.

Espresso uses Languages in all language drop-down menu throughout the application. Espresso uses two masks to display language information: ISO (three letter abbreviation) and Full name. The application can be re-configured to display all language information in either way.

Espresso comes pre-configured with a standard list of languages.
Language names and ISO language codes can be changed freely.

IMPORTANT! you can not remove languages from the system once they are referenced in quotes or projects. You can circumvent this limitation by changing display mode to ‘OFF’ (Red column) from ‘ON’ (Green column), effectively hiding the record.

5.5.4 Countries

Click Settings->System->Countries to access the Countries setup page.

Espresso uses Country names in all country drop-down menu throughout the application.
You can set default tax rate per country. It will be selected automatically for each new project.

Country names can be changed freely.

IMPORTANT!You can not remove countries from the system once they are referenced in quotes or projects.You can circumvent this limitation by changing display mode to ‘OFF’ (Red column) from ‘ON’ (Green column), effectively hiding the record.

IMPORTANT! Espresso 2.5.3 introduced Client-specific tax settings that will override country settings if selected.

5.5.5 Leads

Click Settings->System->Leads to access the Leads setup page.

Add leads to the system to flag the origin (sales channel) of the client and to trace the effectiveness and profitability of various marketing channels (Yellow Pages, Google AdWords, word of mouth etc).

Lead names can be changed and removed freely.

5.5.6 Whiteboard

Click Settings->System->Whiteboard to access the Whiteboard setup page.

Espresso integrates a very easy to use bulletin board system called Whiteboard.
Using Whiteboard, Espresso users can notify each other about various events relevant to the whole team such as client visits, absence, sickness etc.

Espresso comes with a preconfigured list of Whiteboard message categories.
The Whiteboard setup page allows you to personalize your Espresso whiteboard by adding and editing categories and (if necessary) by assigning various background colors to various Whiteboard categories.
Colors should be presented in hexadecimal format. You can find a selection of web-safe colors at http://users.rcn.com/giant.interport/COLOR/1ColorSpecifier.html

Category names can be changed and removed freely.

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