Automatic processes

Vendor Selection
LivoLINK automates communication between system users by reducing the time it takes to transmit the necessary information to complete an order. Communication takes place via email. It is possible to switch off email communication and do this online in the system instead. Messages sent to the client and vendor come as templates that the company can modify to suit its own needs.
Communication with the client

The client receives the following notifications:

  • enquiry acknowledgement
  • quote via email and in pdf format
  • order processing confirmation
  • information on order completion and file download options 
  • automatic sending of invoices in pdf format
Communication with the vendor

Vendors receive the following messages:

  • notification of a job proposal
  • cancellation of a job proposal
  • confirmation of a job for a selected Vendor
  • information on invoices issued to the Vendor
This section consists of quotes for translation services provided by the company to the client.
LivoLink creates a quote automatically based on attributes entered in the request.
Definition of enquiry parameters

Definition of all service attributes includes:

  • determining the required attributes defined by the company (e.g. document specialisation)  
  • performing a qualitative and quantitative file analysis
  • determining deadlines
Cloud-based OCR capability
When a file is not editable, LivoLINK offers the option to perform OCR in the cloud.
OCR - Optical Character Recognition - extracts text for translation from image files. In addition to using cloud-based OCR, it is possible to upload an editable version of a file prepared outside the system.
Quantitative analysis
LivoLink performs quantitative text analysis using CAT tools.
The system provides analysis of wordcount and characters for translation as well as numbers and types of repetitions.
Creating quotes
Based on volume analysis and price lists, LivoLINK automatically creates a quote which can be reviewed by a company employee or modified by a project manager before it is sent to the client.
Sending and accepting/rejecting a quote
LivoLINK sends the quote to a specified email address but also saves it in your client portal. Acceptance or rejection of the quote can be done directly from the email or in the client portal.
If the quote is rejected, you can send a new, modified one for the same enquiry.
LivoLINK can automatically perform steps for processing translation projects.
Automation includes transferring project files between translation stages and sending necessary messages after each completed step.
The automated project procedure includes the following processes: DTP, CAT project creation, vendor selection, remaining project steps and automatic invoicing.
If the procedure is paused, LivoLINK will notify the project manager to decide on the next steps of the translation project.

If a DTP service involving files is required, LivoLINK will create an additional task in the project, which will occur first in the handling sequence.

CAT translation

LivoLINK performs detailed file analysis with CAT tools using glossaries, translation memories and NMT engines, depending on the type and specialisation of the document.

Vendor selection

LivoLink automatically searches for Vendors who meet the order criteria. A full description of the procedure is described in the Vendor Selection tab.

Next steps of the project

The system automatically sends messages to vendors responsible for subsequent tasks informing them that the project is ready to proceed.

If an automated project is paused for some reason, the system sends a corresponding notification to the project manager, who decides on the next steps.

When the last task is completed, LivoLINK sends a notification to the client advising that the files can be downloaded from the client portal.

Automatic invoicing

LivoLINK automatically generates and sends invoices for services provided within the criteria specified in the client's billing data.

Stopping automation

If an automated project is stopped for some reason, a notification is sent to the project manager, who decides on the next steps.

LivoLink will automatically select suitable translators and will contact them automatically. It will confirm the order with the selected Vendor and notify the others when the selection process is finished.
Job criteria

The Vendor has specific language competences in the system as defined by the Company. 

A Vendor's language competence must comply with the assignment criteria. LivoLINK divides the criteria into those requiring full compliance and those where some approximation is acceptable.

Criteria requiring full compliance are strict and absolute - they must be identical to the Vendor's price list item, e.g.

  • source and target language
  • type of service
  • delivery mode

Criteria based on approximations indicate the best match if there is no 100% match. This type of matching occurs in hierarchical competences structured in a tree, e.g. document domain: Medical sub-domain: Oncology

Selection of a preferred Vendor

The algorithm for selecting the best vendor acts according to the following criteria arranged by importance:

  • Vendors dedicated to the Client
  • Vendor group

Within a given group, the following criteria determine the order:

  • native of the target language
  • price

The company defines Vendor groups according to the company's own criteria.

Based on the above criteria, LivoLINK creates a ranking list of Vendors.

Automatic communication with translators
The system communicates with Vendors using ranking lists. Query sending is based on quantity and time intervals defined by the Company.

Invoicing takes place automatically after the order is completed, based on the parameters specified in the contractor's billing data. These include:

  • issuance frequency
  • recipient of the invoice

Invoices are issued to the Customer and to the Vendor.

Invoices to the client are issued according to the settings in the billing data. The client has the option to add non-standard invoice descriptions (e.g. purchase order) before the invoice is issued.

Invoicing for vendors can be done in 2 ways:

  • The vendor receives a unique registry which generates individual numbering for the vendor. In this case, the whole process takes place automatically.
  • Vendors that wish to keep their own numbering may start the invoicing procedure manually and insert their own numbering. 
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