Espresso

Each Project consists of several tabs. All data that you entered in the Quote phase is copied to the Project.

Overview tab

The first tab, called 'Overview' displays the most important information such as Client contact details, Client Memo field, the list of all tasks and the financial details of the Project including margin calculations.

Dropdown menu options:

• Accountmanager - You can reassign a Project to another Accountmanager
• Projectmanager (up to 4 depending on your Espresso configuration) - Projects appear on the Projectmanager's ToDo list immediately after assignment.

TIP! In some configurations you can assign several Projectmanagers to one project. Use the radio button behind the Projectmanager name to mark the person who is currently in charge.

There are 9 buttons at the bottom of the Overview page

• List - returns the user to the Project list
• Cancel - cancels the Project. Please note that the Quote will be displayed on the Client History tab
• Revert - reverts Project into Quote (effectively cancels 'go-ahead')
• Deliver - closes the Project and requests feedback for all involved Resources
• Print - prints Project overview
• Invoice - creates a Project Invoice
• Email - creates an empty e-mail message addressed to the Project Manager with e-mail addresses of all involved Resources in the BCC field.
• ccQ - creates a new Quote based on the current Project (templating).
• ccP - creates a new Project based on the current Project (templating) including assigned Resources.

Status tab

Click Status to access the Status tab

The Status tab displays status for each Task and allows Project Managers to view Project profitability per Task:
The vertical axis displays margin in %. Orange bars show margins per Task. Margins can be positive or negative. The green line displays the expected Project margin, set per default on 40%.
TIP: Set your mouse above the bar to view its description.

All Project Tasks are listed below the graph. Project Tasks are color coded by Task deadline.
You can change the Task status by selecting it from the dropdown menu. Espresso saves all changes automatically. Tick the checkbox to mark the Task completed. All completed tasks are colored grey.

Project tab

Click on the Project tab to access the Project details.

This tab allows you to edit Project details:

Project Description fields:

• Project title - project title.
• Quote code - overrides the automatically generated Quote code.
• Ref - any reference (yours or client's) you would like to include.
• Tags - allows you to tag Projects with keywords
• Location - allows you to transfer the ownership of a Project to another Location (if configured).
• Framework Agreement - you can book this project on a certain Framework Agreement or leave it as a standalone project.
• Contact person - select a Client Contact person for this project. Please note that selecting a Person will automatically fill in the Telephone and Email fields with the information from the Client Persons database.
• Telephone - Telephone of the Client Contact person for this Project.
• E-mail - E-mail address of the Client Contact person for this Project.
• Quote created - Quote creation date. Sometimes you need to change it.
• Delivery - Deadline date and time for this Project
• Delivery format - delivery format description (i.e. Word, XML etc)
• Applicable tax - Select the applicable tax (VAT) rate. Espresso pre-selects Client- or Country- specific tax rates but you can always override this pre-selection.
• Specialization(s) - Expertise area for this projects. Adding this information makes this project appear in Specialization reports. Specialization is also a part of the EN 15038 requirement for Proofreaders.
• Note (client) - any Project-specific text you would like to appear on your Quote.
• Note (internal) - any Project specific text for internal use
• Archive - can be used to store the path to the project files

IMPORTANT!Espresso calculates the Project Delivery date (or Deadline) using the Project duration in days and the date of go-ahead if the Quote Project duration is set to other number than zero.

Task management tab

Click Tasks to access the Task management tab.

This tab allows you to edit, add, delete and reorder Tasks within a Quote.

To add a new Task

Add tasks by selecting the Task Type and adding financial details per task (see 4. Sales for details).

IMPORTANT! All Surcharge or Discount tasks should be added at the very end as their calculations are based on the total amount of tasks already added.
IMPORTANT! Non-TRADOS Translation tasks are marked with awith a blue border. TRADOS Translation tasks are marked with a red border.IMPORTANT!You can always update Translation and Sworn Translation tasks with the new TRADOS log.

To change an existing Task:

• Change any number and click the "update" button next to it to save changes.
• Click theTRADOS icon to view or edit the TM breakdown or upload a new log instead of already registered log.
• Click the Task Deadline to edit it. Espresso saves changes automatically
• Pull the dropdown menu to re-assign the Task to another Project Manager. Espresso saves changes automatically

To delete an existing Task:

• Click theDelete icon and confirm your decision by clicking ''OK

To reorder the tasks:

• Use the arrow icons to reorder the tasks

Assignments tab

Click Assignments to access the Assignments tab

Assignment tab displays the Assignments of Tasks to Resources.
Each Assignment row shows the Task financial details (number of units, price per unit, Task value and currency) and the Assigment details (Name of the Assigned Resource, his/her e-mail address, PO number, deadline, number of units, price per unit, Assignment value and currency etc).

To Assign a Task:

• Click on the 'Assign' button to open the Assignment window.

The Assignment window helps Project Managers to find the best suitable and available Resources for your Project Tasks. The search form accepts the following criteria:

1. Name (or Company name).
2. Task type (i.e. Translation, Interpreting, DTP etc)
3. Ranking status

Possible Search scenarios:

1. You just want the best match. Let Espresso find the right Resource for your Task: just click the '->' button. Espresso will display a list of Resources that match the Task and are already rated. Espresso sorts Resources by a) Client favorites b) highest rating in the last 6 months. All Resources that are currently engaged in your Projects will be marked with color. Resources on vacations (or unavailable otherwise) will be marked by the icon.

2. You would like to assign a Task to someone you know well. Just type some letters from the Resource name and click the '->' button. Espresso will fetch all Resources with matching the name and Task type.

IMPORTANT! Check the box (see screenshot) to instruct Espresso to override Task type matching. If the box is checked Espresso will match only by name!
IMPORTANT! Resources must be marked as suitable for a certain Task type if you want Espresso to use full matching. Click Resource record -> Work tab to add Task types to a Resource record.

Click 'Select' to select one of the found Resources. The Assignment window will open an Assignment form:

The Assignment form fields:

• Resource contact person - select one of the available Resource contact persons from the dropdown menu.
• Number of units - enter the number of units. TIP: double-click in the field to copy the number of units from the Task.
• Units - select units from the dropdown menu
• Unit rate - enter the unit rate. Please note that Espresso will pre-fill this field with the rates from the Resource profile if the Task matches the Task type, unit type and currency of the rate record from the Resource Work tab.
• Assignment value - the value of this field is calculated automatically based on either a) the number of units and the unit rate or b) the TM calculation (see below).
• Currency - you can create a PO in any currency of your choice
• Assignment deadline date - click this field to open the Calendar
• Assignment deadline time - click this field to open the Calendar
• Additional notes - use this field to add additional instructions if you want them to be added to the Purchase Order automatically (if configured!)
• Mark as client preferred - check this box if you want to add the Resource to the list of Client Preferred Resources for this Task type and language combination (if available).

Click 'Assign' to complete the Assignment. Espresso will automatically generate a PO (Purchase Order) based on your PO template. Click the PO code to open the PO.
IMPORTANT! You can assign a Task to several Resources.
IMPORTANT! To edit the Assignment: change any numbers and click 'update'
IMPORTANT! Use status menu to flag the Assignment status

Handling TM

Espresso allows you to import a separate TRADOS log if you want to use another breakdown for Assignment of Translation tasks. To use a log:

• Click on the icon to open the TM form
• Select a CSV-formatted logfile for import
• Click upload log
• The form is pre-filled with TRADOS rates from the Resource profile. You can change the breakdown numbers and rates, Espresso will re-calculate the totals for you. The total value number is copied with each re-calculation into the Assignment value field.

TIP: Red table background means 'not calculated yet'. Green table background means 'OK'

Documents tab

Click Documents to access the Documents tab

The Documents tab displays the EN 15038 Checklist of items that should have been completed before you issued a Quote and provides links to various linked documents. The Checklist is not mandatory.

Attached documents:

• Quote for download - provides a link to a Quote template (format depends on your installation).
• Envelope Green - provides a quick link to create a Project Confirmation e-mail using standard texts (See Settings->Texts)
• Envelope Red - provides a quick link to create a Project Delivery e-mail using standard texts (See Settings->Texts)
• Attached documents - you can attach any document to your Project. These documents are uploaded to the Espresso server (the exact directory structure depends on you installation). All linked documents can be downloaded from the Espresso server: right click on the link and select 'Save as ...' to save a copy locally.

Invoices tab

Click Invoices to access the Invoices tab

The Invoices tab lists:

• All invoices issued to the client within this Project. Each invoice is listed with the invoice code, issue date, due date, all the financials and its status. Click on the invoice code to access it.
• All Resource invoices that are expected to be received from your vendors. Each Resource invoice is listed with the Resource name, Purchase Order code, amount ex tax, status (not invoiced, invoiced, paid). Click on the Resource name to access the Resource record.

Log tab

Click Log to access the Log tab

The Log tab provides an overview of all Project-related actions. Each action is logged with the date, time and intials of the user. Users cannot change log records.