Enterprise edition user manual
Contents
Get started with Protemos
To start working with Protemos, create your account in the system by completing the following steps:
1. Press the "Sign up" button at the website www.protemos.com
2. Go to the Create Account page:
3. Select your account type:
Enterprise: select this option if you are going to assign jobs to in-house translators, freelancers or other companies.
If you select this, the system will have supplier’s functionality and you will be able to assign jobs to your suppliers.
Freelance: this is a light and free version of the system. Select this option if you are doing all jobs alone and do not subcontract freelancers.
If you select this, you will not be able to create suppliers in the system and assign jobs to them. Upgrade to Enterprise version is possible if desired.
3. Fill in all the boxes and click the "Sign up" button:
4. After pressing the "Sign up" button, the account will be set up and you will see a welcome screen to start working with the system.
5. Press the "OK, let’s get started!" button:
The system setup wizard will be displayed:
6. Enter data for each menu entry:
Services are the services you provide. In addition to translation and proofreading, you can indicate any other services such as layout design, OCR, etc.
Language pairs are your language pairs.
Units are units to measure the volume of work. For example, hours, words, pages, etc.
Specializations are your specializations.
Currencies are the currencies you work with such as US dollars or euros. Indicate the main currency of the system here. The system will use it for accounting.
Payment methods are the payment details. They will be used in the invoices the system will generate to send your clients.
To navigate in the menu entries, use a dedicated navigation menu:
Don’t worry if you select something wrong. You’ll be able to change these values in System settings.
7. Having completed all the entries, press the "Complete wizard" button:
8. The following screen will be displayed:
This means that your account has been created and you can start working with Protemos.
However, before you start working with the projects in the system, you need to add your clients in it.
For Enterprise version, you need also to add vendors. These areas will be addressed in the following sections.
Back to the table of contents.
System values settings
You can change and set system values in the System menu:
Each of these menu screens is described below.
System =>Account
On the "Account" page you can complete, delete or update general information,
the logo of your company, default settings, deadline email reminders and configure custom SMTP server.
General info
The "General info" section contains common information about your company.
Here you can amend information about your company and change account owner.
To edit information press the "Update" button:
Confirm changes by clicking "Update" or call off them with the "Cancel" button after editing:
To change account owner press the "Change account owner" button:
Assign a new owner and press the "Update" button to сonfirm change:
Note: the “User group” for this user should be “Administrator”.
For more info on user creation, please see the User creation page.
Company logo image
On the "Company logo image" section you can upload company logo image which will be displayed
in all documents generated by the system: invoices, POs, Quotes etc.
Press the "Upload new" button to upload a logo:
Note: only PNG and JPEG images with a maximum size of 350x50 pixels are supported.
Default settings
On the "Default settings" section you can define the following settings:
Default time zone: the time zone you are located in. It's used for the deadlines calculation.
Default currency: the currency you are using for balances and reporting. For more info, please see the Currencies page.
Default payment method: the method which will be added by default to all your invoices unless you don't indicate the different method for specific client or invoice.
Default payment terms: standard payment terms for all your clients. It defines how soon the payment should be made after issuing the invoice. You can set different method for an individual client.
Default VAT for client invoices: this is the VAT value to be added to all invoices that you issue to your clients. For more info, please see the VAT page.
Default VAT for vendor invoices: this is the VAT value to be added to all invoices that you issue to your vendors (or your vendors issue to you). For more info, please see the VAT page.
To change any of the above settings, click "Update":
It will open the "Change account default settings" page:
Having completed all the entries, press the "Update" button.
Deadline email reminders
The system notifies you by email about overdue projects, jobs, and invoices. You can switch these notifications off/on by clicking "Update":
It will open the "Update deadline reminders settings" page where you can select which reminders you want to receive.
Select which reminders you want to receive and press "Update":
Note: reminders will be sent one day before deadline and upon deadline.
Custom SMTP Server
By default, the system sends all email messages from Protemos own email server, but you can change this and make the system use your own server.
To do this, click "Update":
It will open the "Update SMTP server configuration" page where you can define the settings of your own SMTP server:
Press "Update" to save changes.
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System =>License
When you are registering your account, you get a free 3-months trial license. It works just like a normal license, with no limitations.
On the "License Details" page you can see:
- your license status and type;
- active managers limit (the number of users with Administrator, Project manager, Project and finance manager rights that can work in the system simultaneously);
- when your license expires;
- the time left before the expiration date of your license.
When the trial period is over, the account owner may request the license by pressing the "Request license" button:
It will open the "Request license" page where you can enter the number of managers you need to work simultaneously in your system,
select the license period and click "Request".
Note:you can create as many managers as you wish, but only the licensed number of them will be able to log in.
We will get your request by email and will send you the payment request and the invoice. Then we will activate your license.
For more info on licensing, please see the Licensing page.
Back to the table of contents.
System=>System Values
This menu screen contains several submenus:
Each of them is described below.
Languages
On this page, you can add, update or delete the language pairs you work with:
"Add language pairs" – opens language pairs creation page. Here you can create various language pairs combinations of source and target languages selected.
"Update" – opens language pair update page where you can change languages for particular language pair.
"Delete" – deletes the language pair.
Note: you can’t delete pairs of languages, that you have already used in the system ("Yes" in the column "Іn use" and no "Delete" button).
Services
Use this menu to add, update or delete the services your company provides:
"New service" – opens service creation menu. Here you can create as many services as you wish.
"Update" – opens services update page where you can change the name of particular service.
"Delete" – deletes the service.
Note: you can’t delete services, that you have already used in the system ("Yes" in the column "Іn use" and no "Delete" button).
Specializations
On this page, you can add, update or delete the specializations your company works with:
"New specialization" – opens specialization creation menu. Here you can create every possible specializations you may wish.
"Update" – opens specialization update page where you can change the name of particular specialization.
"Delete" – deletes the specialization.
Note: you can’t delete specializations, that you have already used in the system ("Yes" in the column "Іn use" and no "Delete" button).
Units
Use this menu to select units to measure the volume of your work (words, hours, pages, etc.).
Here you can add, update or delete any measurement units you need:
"New unit" – opens unit creation menu where you can add any measurement units you need.
"Update" – opens unit update page. Here you can change the name of the particular unit.
"Delete" – deletes the unit.
Note: you can’t delete units, that you have already used in the project ("Yes" in the column "Іn use" and no "Delete" button).
Currencies
Use this menu to add currencies that will be used in the system.
For example, one client can pay in US dollars while others can choose euros and you can pay to vendors in local currency.
On this page, you can: add currencies, set any currency as default, disable or delete currencies, check up the exchange rates history.
"Add currency"- opens the menu, where you can add desired currency. You can add as many currencies as you need.
"Exchange rates history"- shows the exchange rates on the selected date.
"Set as default" - sets the selected currency as default. If you change the default currency,
all reports and project balances will be rebuilt and recalculated in the new default currency.
"Disable" - disables the currency.
"Delete" - deletes the currency. You can't delete the currency that is already in use in the system
but you can disable it in case this currency no longer needed.
Note: Protemos is connected to the currency conversion service so the exchange rate is updated on a daily basis.
That’s why you can always see the correct summary in your default currency.
Back to the table of contents.
System=>Users
Use this menu screen to add new users who will use the system just as you do.
For example, if there are several project managers in your team, you can add a separate account for each of them.
To add a new user, press the "Add user" button:
It will open the "Add user" page. After you fill in the boxes press the "Save" button:
After pressing the "Save" button, the user will be sent an invitation email and will be able to complete the account creation.
For more info on user creation, please see the "User creation" page.
Note: use the "User groups" box to select the group to relate your users to. This will define the user’s access rights.
On the "Users" page, you can also "Update user" information.
Back to the table of contents.
System=>User groups
Use this menu screen to define access rights for various user groups:
System=>Payment methods
Enter your payment details here so the clients can pay you.
On this page, you can: add various payment methods, change default payment method and terms, update, disable or delete them.
"Add payment method" - opens the menu, where you can create a new payment method.
"Change default payment method and terms" - on this page you can select the default payment method,
define in how many days invoices should be paid and the "Default VAT" value for your invoices.
"Update" - opens the page, where you can renew payment method details.
"Disable" - disables the payment method.
"Delete" - deletes the payment method.
Note: you can’t delete the payment methods, that you have already used in the system ("Yes" in the column "Іn use" and no the "Delete" button)
but you can disable them in case these payment methods no longer needed.
