Freelance edition user manual
Contents
- 1 Get started with Protemos
- 2 My profile settings
- 3 System settings
- 4 Add clients
- 5 Add new quote
- 6 Add new project
- 7 Clients prices
- 8 Create invoices for clients and control their payment
- 9 Filters
- 10 Reports
- 11 Export data
- 12 Additional information
Get started with Protemos
To start working with Protemos, create your account in the system by completing the following steps:
1. Press the "CREATE PROTEMOS ACCOUNT" button on 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. It will suit those who complete all the work on their own and do not pass it to other vendors.
The interface does not have the capability to assign projects to subcontractors. Also, other users can’t be added. Upgrade to Enterprise version is possible if desired.
4. Fill in all the boxes and tick the "I'm not a robot" checkbox.
Please read our Privacy policy and Terms of service. To do so, click the corresponding links (highlighted in blue), and click the "Sign up" button:
5. 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.
6. Press the "OK, let’s get started!" button:
The system setup wizard will be displayed:
7. 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.
8. Having completed all the entries, press the "Complete wizard" button.
Before you start working with the projects, add your clients to the system.
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My profile settings
On the "My Profile" page you can update your personal information, the time zone you are located in, change your username and account password, and link your ProZ.com account.
To do so, go to the My profile menu:
For more detailed information, please see the My profile page.
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System settings
You can change and set system settings in the Settings menu:
Each menu screen is described below.
Account
On the Account page, you can complete or update general information, upload the logo of your company, delete your account.
In the Account section, you can amend user account information.
To edit general information press the "Update" button:
In the Legal entity section, you may update your account details, upload (or delete) a logo, image that will be displayed in all documents generated by the system: invoices, POs, quotes, etc.
Press the "Update" button to change your details or upload a logo:
Note: Only PNG and JPEG images with a maximum size of 350x350 pixels are supported.</span>
In the Default settings you can define the following settings:
—Default Currency: the currency you are using for balances and reporting. For more info, please see the Currencies page.
—Default PDF page size: here you can set the size of the PDF page for invoices generated by the system.
—Default PDF page orientation: here you can set the PDF page orientation for invoices generated by the system.
—Default PDF locale: here you may specify the default locale (language, date and time) of invoices for all newly created clients. You may also define it individually for a particular client.
To change any of the above settings, click "Update":
In the Account deletion section, you can permanently delete all your account data and files from the server.
To do so, press the "Delete account" button:
System Values
This menu screen contains several submenus:
- Language pairs
Use this menu to add new language pairs, update the language pairs you work with, delete, disable or enable them:
You can use the Disable option if you don't want to see this language pair in the drop-down list, for instance, while creating a new project.
Note: You can’t delete the pairs of languages that you have already used in the system ("Yes" in the column "Іn use" and no "Delete" button), but you can disable them.
- Services
Use this menu to add new service, update or delete the services you provide:
You can use the Disable option if you don't want to see this service in the drop-down list, for instance, while creating a new project.
Note: You can’t delete services that you have already used in the system ("Yes" in the column "Іn use" and no "Delete" button), but you can disable them.
- Specializations
Use this menu to add new specialization , update or delete the specializations you work with:
Note: You can’t delete specializations you have already used in the system ("Yes" in the column "Іn use" and no "Delete" button), but you can disable them.
- Units
Use this menu to add new unit to measure the volume of your work (words, hours, pages, etc.), update or delete it.
Note: You can’t delete units that you have already used in the project ("Yes" in the column "Іn use" and no "Delete" button), but you can disable them.
- Currencies
Use this page to add currency, set currency as default, disable, delete currencies, check up exchange rates history.
If you change the default currency, all reports and project balances will be rebuilt and recalculated in the new default currency.
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.
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Object codes
On this page, you can set the number of your next invoice, project, payment, etc.
To update the next object identification numbers or the object code prefixes press the "Update next IDs" or "Update code prefixes" button correspondingly:
For more details, please see the Object codes page.
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Payment methods
Enter your payment details here so the clients can pay you.
On this page, you can add various payment methods, update, disable, delete them or change the default settings.
"Add payment method" - opens the menu where you can create a new payment method.
"Change default settings" - on this page, you can select the default currency, payment method, PDF page size for your invoices, and define in how many days invoices should be paid.
"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 payment methods 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.
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Settings=>Taxes
You can define taxes in the system, link them to the clients, and add taxes to your invoices.
To create a list of taxes, go to Settings=>Taxes
You may add taxes whether as a percentage or flat amount by pressing the "New tax" button:
Enter the name of the tax, select the type, and specify its sort order in invoices.
Note: Only the taxes, that are defined in this list, will be displayed in the drop-down list while assigning values to them.
To create a default clients taxes set , go to Settings=>Taxes=>Default clients taxes set:
You can add default percentage and absolute taxes for your clients.
To do that, please press the corresponding buttons:
The system will be adding this set of taxes to each client when you issue invoices.
Note: Apart from that, you may define an individual set of taxes for each client. It will override the default clients taxes set value.
For more info on individual sets creation, please see the Custom taxes set for individual client section.
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Settings=>Reminders
The system notifies you by email about overdue projects and invoices. You can switch these notifications off/on by clicking "Update":
For more info on deadline email reminders, please see Reminders settings page.
Settings=>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":
For more details, please see the SMTP server page.
Add clients
You can add clients manually, one by one, or import their list from an Excel file. Each of these options is described below.
Add clients manually
There are two ways to add new clients manually:
1. Press the Client menu on the top panel and then click New client:
2. Or you may go to Clients and press the "New client" button:
Enter information about your client on the displayed screen. It consists of two sections:
- Use the General info section to enter general information about the client:
- Use the Primary user section to enter the client’s primary contact person:
Note: Only clients with marked the "Can log in" checkbox can receive corresponding notification, create quote requests, projects from the system.
Press "Save" to display the client entry.
- On the General info tab you may:
—update client info or delete the client.
—check all the client-related objects and add necessary tags
Note: You can’t delete clients involved into recorded projects, invoices or payments.
—in the Primary user section you can view and edit client's primary contact details.
—change your client's default payment settings .
- On the Contact persons tab, you can view the list of client’s contacts, edit or delete them, and start creating new contacts.
If the client has several contact persons, they can all be entered in the Contact persons tab.
- On the Prices tab, you can view the list of prices agreed with the client, edit or delete them, and start creating new prices.
- On the Taxes tab, you can create a custom taxes set for this client. Here you may also define which tax set should be applied (whether custom or default one) for this particular client.
- On the Documents tab, you can upload and delete files related to the client.
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Import and export clients
On this page, you can Import clients from Excel without the need to enter the required information manually and Export clients data to Excel by pressing the corresponding buttons:
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Add new quote
The quote is a potential project. Let's assume that your client has sent you a translation request, but first, he would like to know how much it will cost, time frames for implementation, etc. You can easily convert it to the project.
Create quote
1. There are two ways to create a quote:
Press the Quotes menu on the top panel and then click New quote:
2. Or you may go to Quotes, and press the "New quote" button:
In both cases, it will open the New quote page where you can specify all basic details for the quote.
2. Once the quote is created, you can do the following:
- Send - opens the Quote sending page which allows emailing the quote to the client directly from the system.
- Mark as sent - if you not sending the quote through the system, you may move the project and use this button to remember the date of sending.
- Convert to project - by pressing this button you begin creating a new project with this quote.
- Cancel - if the client doesn't accept this quote conditions, you may press the "Cancel" button to remember that rejection.
- Download as PDF - pressing this button downloads the quote in PDF format.
- Update - opens the Update quote page on which you can edit the quote.
- Delete - deletes the quote.
Quote sections
- Files section: here you can upload the files you received from your client or add links (file URLs) to external files by pressing the corresponding buttons:
- CAT logs section: here you can upload CAT log files or enter them manually if needed:
- Receivables section: here you can enter receivables to indicate the amount to be charged from the client:
- You can create SmartCAT-related quotes in Protemos. For more detailed instructions, please see the Creating SmartCAT-related quotes in Protemos section.
- You may also create Protemos quotes from SmartCAT projects. For more detailed instructions, please see the Creating Protemos quotes from SmartCAT projects section.
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Add new project
After setting up the system and entering the clients in it, you can start new projects.
- Create project
1. To create a project, click the Projects menu on the top panel and then press the "New project" button:
2. Or you may go to Projects, and press the New project button:
3. In both cases, it will open the New project page where you can enter the required information.
4. The project will be created.
5. In the Details tab, you can check the general information of the projects, complete, cancel, update, clone, delete it, and add tags:
6. In the Files tab, you may upload all the necessary files or links to the files (URLs).
7. In the Finances tab, you may enter the volume of work and create receivable from the client. To do so, press the "New receivable" button and choose the receivable type:
- "Flat rate"—if you just need to enter the amount of a receivable without entering volumes and rates.
- "Unit-based"—if you have to enter the volume and rate for calculating the price.
- "CAT log based"—if you have fuzzy matches logs generated by CAT tools and want to calculate discounts for each type of match.
You can enter several receivables for a project.
8. In CAT logs tab, you may upload a CAT log file to your project. To do so, press the "'Upload CAT log" button:
- You can create SmartCAT-related projects in Protemos. For more detailed instructions, please see the Creating SmartCAT-related projects in Protemos section.
- You may also create Protemos projects from SmartCAT projects. For more detailed instructions, please see the Creating Protemos projects from SmartCAT projects section.
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Create CAT log conversion schemes
Use this menu toadd CAT log conversion schemes for the CAT tools you are using, update, delete, or clone templates by clicking the necessary template name in the list.
To do so, go to Projects=>CAT log conversion schemes:
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Clients prices
To display the list of all clients' prices, go to Finances=>Prices:
It will open the Client prices page.
Here you can view and create prices, import or export the list of all clients' prices from/to Excel, update or delete a particular client's price:
- New price - opens the New client price creation page. On this page, you can create prices for a definite client, service, language pair and specialization.
Note: Here you may also create general prices without reference to the particular client or type of service, specialization etc.
- Import from Excel - opens the Import clients from Excel page where you may import the list of all clients' prices from Excel.
- Export to Excel - exports the list of clients' prices to Excel.
- Update - opens the Update client price page. Here you can update the price for the client.
- Delete - deletes the price.
For more info on clients' prices, please see the Clients prices list page.
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Create invoices for clients and control their payment
1. To create an invoice for a client, go to Finances=>Project receivables:
2. The list of all receivables will be displayed. Select the desired rows and press the "Invoice selected on this page" button:
3. The system will create an invoice and will display its page.
For more info on client invoices, please see the Client invoice creation page.
The Client invoice page consists of the following sections:
Client invoice details section
In this section you can do the following:
Download as PDF - pressing this button downloads the invoice in PDF format.
Please click "Actions" to see the following functions:
Send - opens the Send invoice page which allows emailing the invoice to the client directly from the system. After the invoice is sent, the system records the date of sending.
Resend - this button appears after the invoice has been sent. Pressing it sends the invoice one more time.
Mark as sent - if you not sending the invoice through the system but by any other channel (e.g. email, customer’s portal etc.), you may use this button to remember the date of sending.
Discount and Extra Charge - you may add a discount and an extra charge to the invoice by pressing this button.
Write off - this button marks the invoice as fully paid. Write off is the unpaid part of the invoice that you are not expecting to be paid in the future, so you may want to mark the invoice as fully paid by adding a write off. E.g. you invoiced the client for 1000 EUR but got 990 EUR because of the bank charges, and for some reason, you are not going to ask the client to pay 10 EUR difference.
Mark as unsent - this button appears if the invoice has been sent. Pressing it deletes the date of sending.
Update - opens Update invoice page where you can edit the invoice.
Delete - deletes the invoice. This button disappears after you link the invoice with the payment.
For more info on action buttons, please see the Action buttons section.
Client invoice taxes section
In the taxes section of a client invoice page, the set of taxes is displayed according to the system and client's profile settings:
- Default clients taxes set - is displayed by default.
- Custom taxes set - will be displayed if you apply and define a custom taxes set for the particular client.
- No taxes - will be displayed if you apply the custom taxes set, but don't define any tax values for the client.
But in any case, you can add new percentage and absolute taxes, edit or delete the displayed ones by pressing corresponding buttons:
For more info, please see the Taxes in individual client invoice section.
Client invoice receivables section
Here you can view, add and remove receivables in unsent invoices.
To add receivables press the "Add receivables" button:
For more info on how to add receivables, please see the Add and remove receivables page.
Client invoice linked payments section
If you have received the payment for the invoice, you can record it by pressing the "Create linked payment" button under receivables table:
For more info on client linked payments, please see the Create linked payment page.
Alternatively, payments can be created on the Client payments page.
The difference is that on the Client invoices page you can enter the payment covering only the invoice itself, while on the Client payments page, you can enter the payment covering multiple invoices.
To find out how to create payments on the Client payments page, please read the section below.
Clients payments
As mentioned above, this is the alternative way to enter the payment.
So, when a client pays the invoice, enter the payment in the system and connect it with the paid invoice. To do so, complete the following steps:
1. Go to the Finances=>Payments menu:
It will bring you to the Client payments page.
In order to add a new client payment press "New payment":
It will open the New payment from client page.
2. Enter the payment received from the client and select the invoices that payment covers from the list:
Press "Save" to add the payment to the system.
Now you have entered and completed the payment in the system.
For more info on client payments, please see the Create client payment page.
Clients invoices list
You may view the list of all the invoices in Finances=>Invoices:
This way you can track all the invoices from your clients and control their payment.
For more details, please see the Client invoices list page.
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Filters
Filters are provided for most of the tables in the system. Use such filters to hide the information you don’t want to be displayed.
Quotes filter
Go to Quotes=>Quotes list menu on the top panel to display the list of quotes:
The following filter is provided for that list:
- Quote code - displays only the quotes with the code containing the entered value.
- Quote name - displays only the quotes with the name containing the specified text.
- Description - displays only the quotes with the description containing the specified text.
- Statuses - displays only the quotes with the specified status (Active, Rejected, Converted to project).
- Start date - displays only the quotes which were started in the specified period of time.
- Deadline date - displays only the quotes with deadlines in the specified period of time.
- Client - displays only the quotes for a specific client.
- Receivable PO - displays only the quotes containing the entered PO number determined by the client.
- Has receivables - displays quotes with or without receivables in accordance with the filter value applied (Yes, No).
- Is sent - displays sent or unsent quotes in accordance with the filter value applied (Yes, No).
For more info on quotes filter, please see the Search quotes with filter page.
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Projects filter
Click the Projects=>Projects list menu on the top panel to display the list of projects:
The following filter is provided for that list:
- Project code - displays only the projects with the code containing the entered value.
- Project name - displays only the projects with the name containing the specified text.
- Client - displays only the projects for a specific client.
- Statuses - displays only the projects with the specified status (Active, Completed, Canceled).
- Start date - displays only the projects which were started in the specified period of time.
- Deadline date - displays only the projects with deadlines in the specified period of time.
- Completion date - displays only the projects which were completed in the specified period of time.
- Description - displays only the projects with the description containing the specified text.
- Specialization - displays only the projects with the specified specialization.
- Receivable PO - displays only the projects containing the entered PO number determined by the client.
- Overdue - displays overdue or not overdue projects in accordance with the filter value applied (Yes, No).
- Free of charge - displays projects marked or unmarked as free of charge in accordance with the filter value applied (Yes, No).
- Has receivables - displays projects with or without receivables in accordance with the filter value applied (Yes, No).
For more info on projects filter, please see the Search projects with filter page.
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Clients filter
The filter looks as follows:
- Code - displays only the clients with the code containing the specified symbols combination.
- Company name - displays only the clients with the company name containing the specified symbols combination.
- Primary user - displays only the clients with the primary user name containing the entered symbols combination.
- Email - displays only the clients with the email containing the specified symbols combination.
- Country - displays only the clients from the specific country.
- Types - displays only the clients of the specified type (Company, Individual).
- Assignable - displays only clients that can or cannot be assigned to projects in accordance with the filter value applied (Yes, No).
- Note - displays only the clients with notes containing the specified symbols combination.
- Tag - displays only the clients with tags containing the specified symbols combination.
For more info on clients filter, please see the Search clients with filter page.
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Clients prices filter
The filter looks as follows:
- Client - displays only the prices for the selected client.
- Service - displays only the prices with the selected service.
- Language pair - displays only the prices with the selected language pair.
- Specialization - displays only the prices with the specified specialization.
- Unit - displays only the prices with the specified measurement unit.
- Price range - displays only the prices within the specified price range.
- Currency - displays only the prices with the specified type of currency.
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Clients receivables filter
The filter looks as follows:
- Receivable code - displays only the receivables with the specified symbols in the code.
- PO number - displays only the receivables with the entered PO number.
- Client - displays only the receivables for the selected client.
- Project name - displays only the receivables for the projects with the specified name.
- Project statuses - displays only the receivables for the projects with the specified statuses (Active, Completed, Canceled).
- Project deadline date - displays only the receivables for the projects with the deadlines within the specified deadline range.
- Is invoiced - displays receivables which have been or have not been invoiced in accordance with the filter value applied (Yes, No).
- Has PO number - displays receivables with or without PO number in accordance with the filter value applied (Yes, No)
For more info on clients receivables filter, please see the Search receivables with filter page.
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Clients invoices filter
The filter looks as follows:
- Code - displays only the invoices with the code containing the specified symbols combination.
- Creation date - displays only the invoices created within the specified date range.
- Due date - displays only the invoices with the due date within the specified date range.
- Client - displays only the invoices of a certain client.
- Overdue - displays only the invoices which are overdue or not in accordance with the filter value applied (Yes, No).
- Has linked payments - displays only the invoices with or without linked payments according to the filter value applied (Yes, No).
- Fully covered - displays only the fully covered or partially/not covered invoices in accordance with the filter value applied (Yes, No).
- Is sent - displays only the invoices which have been sent or have not been sent according to the filter value applied (Yes, No).
For more info on the client's invoices filter, please see the Search invoices with filters page.
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Clients payments filter
The filter looks as follows:
- Code - displays only the payments with the code containing the specified symbols combination.
- Client - displays only the payments from the specified client.
- Creation date - displays only the payments created within the specified date range.
- Paid at date - displays only the payments received within the specified date range.
- Has linked invoices - displays only the payments with or without linked invoices according to the filter value applied (Yes, No).
- Is fully covered - displays only the payments which are fully covered or partially/not covered with invoices according to the filter value applied (Yes, No).
For more info on clients payments filter, please see the Search payments with filters page.
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Reports
There are several reports in the system enabling you to analyze the financial results of your activity for a defined period.
Click the Reports menu on the top panel and choose the required item:
Each of these menu screens is described below.
General finances
These reports show income dynamics and how finances by projects, invoices and payments change over months.
To view the General finances reports, go to Reports=>General finances:
It will open Monthly finances by project balances, invoices and payments page.
You can select the period of time for reporting:
On this page, you can see the following reports:
Monthly finances by project balances
This report shows the income dynamic based on receivables in your projects:
Monthly finances by invoices
This report shows the income dynamic based on client invoices:
Monthly finances by payments
This report shows the income dynamic based on client payments:
For more info on general finances reports, please see the General finances reports page.
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Clients
This menu screen contains several submenus:
Each of them is described below.
Income by project balances
To view the Income by project balances reports, go to Reports=>Clients=>Income by project balances:
Here you may see your finances reports for each client based on the receivables.
All amounts are converted to the default currency of your account.
You can select the period of time and clients for reporting:
Monthly income per client by project balances
This report shows the income per client based on receivables in their projects:
This report shows how the income share of the client was changing each month:
On this report you may see the shares of income each your client brings over the selected period:
Monthly income per client by project balances summary table
This table shows all income amounts per each client monthly:
For more info on these reports, please see the Finances per client by project balances reports page.
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Income by invoices
To view the Income by invoices reports, go to Reports=>Clients=>Income by invoices:
Here you may see your finances reports for each client based on the client invoices.
All amounts are converted to the default currency of your account.
You can select the period of time and clients for reporting:
Monthly income per client by invoices
Here you can see the income per client based on the invoices you issued for them:
This report shows how the share of invoices per clients was changing monthly:
This report shows the share of invoices per clients over the selected period of time:
Monthly income per client by invoices summary table
This table shows all invoice amounts per client and month:
For more info on these reports, please see the Monthly income per client by invoices reports page.
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Income by payments
To view the Income by payments reports, go to Reports=>Clients=>Income by payments:
These reports show how the clients were paying you.
All amounts are converted to the default currency of your account.
You can select the period of time and the clients for reporting:
Monthly income per client by payments
Here you can see the amounts of payments per each client monthly:
Here you can see how the share of payments per client was changing monthly:
This diagram shows the share of each client in payments received over the specified period of time:
Monthly income per client by payments summary table
This table shows all payment amounts per client monthly:
For more details, please see the Monthly income per client by payments reports page.
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Export data
On every page (quotes, projects, invoices, payments etc.) you can export the tables into xls.
Let’s take the Projects page as example:
If you press "Export to Excel", you will get the file with exported data and will be able to use it for backup, analysis,
import or any other purpose you might need.
For instructions on how to export the required data to excel, please click the corresponding link:
Additional information
The system supports all the modern browsers. However, some outdated browsers (e.g., Opera 12.17) may have issues.
If you experience issues, we recommend using the modern browser. We are improving the system all the time.
That’s why its user interface may change and look a little bit differently from the one described above.
However, we try to update this manual accordingly. If you notice some discrepancies between the description and the real functionality, please tell us.
Attention! Some links on this page may refer to the features of the Enterprise account type.
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