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How to manage user information

Updated over a week ago

This article shows you how to manage user's information. If you want to learn how to create a user, please refer to the article: Creating a user in Bureau Works

1. Introduction
​2. User Tabs
​ 2.1 General
​ 2.2 Permissions
​ 2.3 Billing & Language Tab Overview
​ 2.4 Associations
​ 2.5 Autopilot
​ 2.6 Tags
​ 2.7 Metrics

1. Introduction

Mastering the management of user information is pivotal to ensuring an optimal experience for users when utilizing Bureau Works, directly influencing the quality of their work.

This article aims to delve into every tab within the user section, elucidating how their configurations can impact their use.

Below, you can see how the user profile looks like:

2. User Tabs

2.1 General

This tab will bring some basic information about the user.

Name: The user's name
​Email: The registered email for logging into Bureau Works
​Account status: The user's account status. It can be set as Active, Inactive or Disabled.
​Country/State/City/Postal Code: The user's address (optional)
​Slack: The user's Slack account (optional)

How to manage user information - General.png

At the upper right-hand corner, you'll find the Actions button. From here, you can send the user a reset password link via email if they've forgotten their password. You will find more information about it here.

2.2 Permissions

On the Permissions tab, you can change the user's role. Bureau Works will grant granular permissions according to it, but you may change them as well.

How to manage user information - Permissions.png

It is worth mentioning that users with Project_Manager can only create new Project_Manager and Vendor users.
​
​If you want to learn more about roles and permissions, please refer to this article: All about Bureau Works roles.

2.3 Billing & Languages Tab Overview

The "Billing & Languages" tab brings together two essential sections: Payment Information and Prices per Language Pair. These two components are crucial for defining the payment structure and assigning rates for each language pair that a translator works with. In this article, we will guide you through the fields and options available in this newly merged section, explaining how to manage payment methods, set rates, and assign workflows to language pairs.

1. Payment Information

The Payment Information section allows you to configure your billing details. Here, you will find the necessary fields for setting your preferred currency, minimum fee per task, and selecting your payment method. Based on your selection of payment method, the platform will display additional fields relevant to the chosen option. Let’s break it down:

Fields in Payment Information:

  • Currency: Select the currency used for billing purposes.

  • Minimum Fee per Task: Set the minimum fee charged per task.

  • Payment Method: Choose your preferred payment method from the available options.

    • PayPal: If you choose PayPal, only the fields Currency, Minimum Fee per Task, Payment Method, and PayPal Account will appear.

    • Payoneer: Selecting Payoneer will show the Currency, Minimum Fee per Task, Payment Method, and Payoneer ID.

    • Bank: If you choose Bank, the platform will display additional fields specifically for bank payments. These fields include:

      • Bank Name

      • Bank Code

      • Bank Branch

      • Account Number

      • Beneficiary Name

By selecting the Payment Method, the platform automatically adjusts the fields shown to suit the chosen option, ensuring you only fill in the necessary details.

(imagem da tab "Payment Information" com todos os campos explicados acima sendo destacados).

2. Language Pair

The Language Pair section allows you to select which language pairs the user can work with on the platform. A language pair consists of a source language and a target language, for example, from English to German (EN-US > DE-DE).

How to Add a Language Pair:

  1. Select the Source Language.

  2. Select the Target Language.

  3. Confirm to save the new language pair.

  4. Once added, all language pairs assigned to the user will be displayed in a list on the screen.

You can add multiple language pairs as needed for the user.

3. Rates

The Rates section allows you to define the payment rates for each user. This section is organized into two parts: Default and Org. Unit.

Default Rate

The Default Rate serves as the general base rate for the user. This rate will be applied whenever there are no specific rates configured for an Org. Unit.

Org. Unit Rate

You can also set rates for the user that are linked to a specific Org Unit.
When a rate exists for a given Org. Unit, it will always be applied in priority over the Default Rate. If no Org. Unit rate is configured for a task, the Default Rate will be used as a fallback.

Use Project Currency

The Use Project Currency option allows you to control how the system selects the currency used when applying user rates.

When this option is enabled, the user’s rates will use the project currency instead of the currency defined in the user’s rate configuration.

How It Works

  • The project currency is determined by the currency configured in the Prices tab of the Org Unit associated with the project.

  • If an Org Unit has multiple rate configurations (for example, USD and BRL), and the project currency is BRL, the system will override the default currency selection and apply the BRL rate—as long as a BRL rate exists.

  • Even if the default rate for that Org Unit is set to USD, BRL will still be used because the project currency takes priority when this setting is active.

Fallback Behavior

If there is no rate configured in the Org Unit using the project currency, the system will then:

  1. Look for a rate in the Default tab that matches the project currency and apply it.

  2. Even if the Org Unit has a rate configured, but in a different currency than the project currency, the system will still fall back to the Default rate that matches the project currency.

Summary

  • ON: Currency used = Project Currency (Org Unit → Default tab fallback).

  • OFF: Currency used = Currency defined in the user’s rate configuration (Default or Org Unit).

How to Configure Rates

You can set up user rates in two different ways: as a Default Rate or as an Org. Unit Rate. Follow the steps below for each configuration:

  • Configuring the Default Rate

  1. With the Default tab selected, click the Add User Rate button.

  2. After this, a modal will appear with the following fields to fill out:

    1. Currency: The type of currency for the payment (e.g., USD, EUR, BRL).

    2. Word Rate: The amount paid per translated word.

    3. Hourly Rate: The amount paid per hour of work.

    4. Daily Rate: The amount paid per day of work.

    5. Pages Rate: The amount paid per completed page.

  • Configuring an Org. Unit Rate

  1. With the Org. Unit tab selected, click the Add User Rate button.

  2. After this, a modal will appear with the following fields to fill out:

    1. Org Unit: Select the organizational unit for which you want to set this rate.

    2. Currency: The type of currency for the payment (e.g., USD, EUR, BRL).

    3. Word Rate: The amount paid per translated word.

    4. Hourly Rate: The amount paid per hour of work.

    5. Daily Rate: The amount paid per day of work.

    6. Pages Rate: The amount paid per completed page.

All Default and Org. Unit rates configured for the user will be displayed in a list, making it easy to review or update them as needed.

Listing and Display

All Default and Org. Unit rates configured for the user will be displayed in a list, making it easy to review or update them as needed.

  • Default Rates Listing

In the Default rates list, the following information and actions are available for each rate:

  1. Default: Allows you to select that rate as the active default rate.

  2. Currency: Displays the type of currency set for the rate.

  3. Word Rate: Shows the amount paid per translated word.

  4. Hourly Rate: Shows the amount paid per hour of work.

  5. Daily Rate: Shows the amount paid per day of work.

  6. Pages Rate: Shows the amount paid per completed page.

  7. Add User Rate Detail Button: Lets you add more granular information, such as specific language pairs and workflows for that rate.

  8. Edit Button: Edit the default rate details.

  9. Delete Button: Remove the rate from the list.

  10. Dropdown: View the more granular information added in point 7, such as Language Pair and Workflow details for that rate.

  • Org. Unit Rates Listing

In the Org. Unit rates list, the following information and actions are available for each rate:

  1. Radio Button: Allows you to select that rate as the active default within the Org. Unit (You can select a default rate per Org. Unit).

  2. Organizational Unit: Shows the Org. Unit for which the rate is set.

  3. Currency: Displays the type of currency set for the rate.

  4. Word Rate: Shows the amount paid per translated word.

  5. Hourly Rate: Shows the amount paid per hour of work.

  6. Daily Rate: Shows the amount paid per day of work.

  7. Pages Rate: Shows the amount paid per completed page.

  8. Add User Rate Detail Button: Lets you add more granular information, such as specific language pairs and workflows for that rate.

  9. Edit Button: Edit the Org. Unit rate details.

  10. Delete Button: Remove the rate from the list.

  11. Dropdown: View the more granular information added in point 8, such as Language Pair and Workflow details for that rate.

Add User Rate Detail

The Add User Rate Detail option is available for both Default and Org. Unit rates. This feature allows you to add more specific rate configurations based on language pairs and workflows.

When you select Add User Rate Detail, a modal will appear with the following fields to fill out:

  1. Language Pair: Select a language pair already configured for the user, or choose "All" to apply the rate to all language pairs.

  2. Workflow: Select a specific workflow, or choose "All" to apply the rate to all workflows.

  3. Word Rate: Set the amount to be paid per translated word for this combination.

  4. Hourly Rate: Set the amount to be paid per hour for this combination.

  5. Daily Rate: Set the amount to be paid per day for this combination.

  6. Pages Rate: Set the amount to be paid per completed page for this combination.

Below is an example of how the User Rate Detail is displayed after it has been added.

2.4 Associations

Within this tab, you can administer the associations between the user and the Organization and Organizational Units they belong to.

All users will be associated with an Account, which stands at the apex of Bureau Works's organizational structures and is exclusively managed by the Account-Admin.

How to manage user information - Associations.png

To include an Organization/Organizational Unit, locate the Org/Unit and click on + Add.

2.5 Autopilot

The Autopilot feature allows the linguists to see the tasks in their dashboard as long they are eligible for them. On that wise, they can choose to assign themselves and proceed with the work. This feature will save some time touching the PM attributions, seeing that they will not need to assign the linguists for each task.

On this tab, it is possible to manage the autopilot permissions for each user.

How to manage user information - Autopilot.png

1. Translate: Allows the vendor to become eligible for the workflows: Translation and Feedback Implementation
​2. Reviewer: Allows the vendor to become eligible for the workflows: Review, Review 2, Review 3 and Proofreading
​3. Voice Talent: Allows the vendor to become eligible for the workflows: Voiceover
​4. Sworn Translator: Allows the vendor to become eligible for the workflows: Sworn
​5. ICR: Allows the vendor to become eligible for the workflows: In-Country Review and In-Country Review 2
​6. DTP: Allows the vendor to become eligible for the workflows: DTP, Subtitling and Video Editing
​7. Interpreter: Allows the vendor to become eligible for the workflow: Interpretation
​8. Regional Approval: Allows the vendor to become eligible for the workflow: Regional Approval
​9. Transcriber: Allows the vendor to become eligible for the workflow: Transcription
​10. QA: Allows the vendor to become eligible for the workflow: QA

If you want to learn more about the Autopilot feature, please refer to this article: How to use the Autopilot feature.

2.6 Tags

On this tab, it is possible to manage the tags related to each user.

To add a tag, just type the desired tag in the Tags field.

How to manage user information - Tags.png

Tag insertion simplifies task retrieval in Bureau Works. For instance, if you need a linguist specializing in marketing content, you can conveniently locate them by the "marketing" tag. The tags will also be considered for Autopilot tasks.

2.7 Metrics

This tab showcases the metrics that determine user performance. The points of analysis include:

1. Average Ratio (%): User's overall average achievement
​2. Average Preferential Per Job: Preferred reviews on vendor work
​3. Average Fluency Per Job: Reviews indicating fluency improvement
​4. Average Grammar Per Job: Reviews highlighting grammar correction
​5. Average Incorrect Per Job: Reviews addressing incorrect translations
​6. Average Terminology Per Job: Reviews indicating terminology correction
​7. First Job: Date of the user's initial job executed on Bureau Works
​8. Last Job: Date of the user's most recent job completed on Bureau Works
​9. Total Words: Total translated words within Bureau Works
​10. Punctuality Index (%): Percentage of task deliveries completed within the deadline

How to manage user information - Metrics.png
Related Articles
All about Settings
All about Price Lists
All about Organizational Units
Bureau Works Integration - User Interface
How to Configure Taxes
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