New features > QuaHill client news
Chat in projects - The opportunity for vendors and agency’s PM to chat between themselves has been added in the project detail. Vendors can write messages among themselves as well as to agency’s PM, and agency’s PM can write to vendors, too. Every time a new message is saved, an e-mail alerts PM and vendors of it. Several chats can happen in a single project and various vendors have access to various chats based on their assigned rights.
QA check - A QA check option for projects has been added. A proof-reader can evaluate a vendor’s work quality and also add recommendations for changes. An agency can set the quantity of critical, major and minor errors allowed for a QA check to pass/fail. A report, such as in PDF format, can be printed from the QA check. A service can be defined in the Code list of Services, where a QA check should be created automatically so a PM need not manually create it directly in the project detail.
Quote - reason for rejection - A new Code list has been added explaining why a client rejected a quote. A column with the reason for the rejection is available in the quote list.
Claims - Claims has just made it possible to record corrected text errors and recommended changes in texts automatically transferred from the QA check, and also to add them directly to claim details.
Automatic refresh - Any user can set in their own details the time when the list of data should be automatically updated. This applies to the project list, quotes, client and vendor invoices, vendor POs and the list of business activities.
Vendor`s service check - Checking whether a vendor has the required combination of service, units, source/target languages and currency can now be disabled in the global settings while the project is being assigned.
Calendar - In addition, events can now be displayed from the vendor calendar in the calendar.
Sending login information - E-mails with login information can be sent to the web portal from the client and vendor lists.
Colouring of rows - Any user that has enabled View projects - client / vendor jobs in the project list can select whether the lines should be coloured by either client job or vendor job status. They are selected in the right part of the list on the drop-down panel below the combo box, where the view of the project list is switched.
Communication interface - The QuaHill Enterprise now has a communication interface that enables agency vendors using QuaHill Basic (including the free version) or QuaHill Enterprise to connect directly to the agency's system and download data directly to their QuaHill. Vendors can thus import jobs directly from the agency's system with no need for manual assignment. Furthermore, they can download and upload files and create invoices - all from the QuaHill installed in their computer without needing to access the vendor website and enter the data twice (in their own system and in the agency's system). The agency can either disable or enable this communication in the global interface.
Project quality rating export - The option has been added of exporting the list of job quality ratings to an MS Excel file. The user must be assigned the right to do this.
File uploaded by vendor - A column recording the uploading of files by vendors has been added to the project files list.
File downloaded by vendor - A column with the date and time a file was downloaded by a vendor has been added to the vendor project files list.
Default folder for download by client - An option enabling the marking of a folder as a default for file download by the client has been added to the code list of folder structures and files uploaded to this folder will be automatically available to the client for download at the client's web portal. This does away with the need to assign rights to files manually.
Default folder for file upload by vendor - An option enabling the marking of a folder as a default for upload by a vendor has been added to the code list of folder structures. All vendors may thus upload files to this folder without needing to have the right to write into the folder manually assigned to them.
Global texts - A code list of global texts has been added; it is used to define global texts or specific-use texts. They can be used, e.g., for printing invoices where a specific text can be defined for each vendor and client to be printed on the invoice depending on whether it is a domestic or foreign entity.
Advance payments - A module of pro forma invoices has been added. Advance payments used to create pro forma invoices can be defined in the Project detail. To access pro forma invoices, a user must be granted the right to do so. An independent series of pro forma invoices is defined in the Global settings. Pro forma invoices can be deducted from regular invoices.
Folder structure code list - Level of folder sharing can now be defined in the folder structure code list. This allows the system to be set so that, e.g., a proofreader is notified that a file is ready for download at the moment a vendor delivers a translation so that he/she can start working on it without the need for any action by a project manager. Assignment of access rights to the folder is done automatically. Level of folder sharing can be set up so that the file is accessible only for a vendor of the subsequent job, or for all subsequent vendors, or not shared at all. Sequence of jobs is determined using the vendor's job code. Level of folder sharing can be changed manually in the project.
Client requirements - A code list of client requirements has been added. This code list allows specific requirements for the work concerned to be defined, such as requirements for document layout, provision of interpreting equipment, etc. Values defined in the code list are displayed in the quote and project detail and can by selected by checking the respective boxes. Requirements can be defined so as to be available in a new enquiry detail on the Client's Portal.
Vendor - order - A print template can be defined in the Vendor details. It is used when a vendor downloads an order as a PDF via the web interface. This template is superior to the default template defined in the print template code list. The Vendor purchase order details contain information on whether the vendor has accepted or rejected the order via the web interface.
Client - Quotes print - A print template can be defined in the Client details; it is used when a client downloads a quote as a PDF via the web interface. This template is superior to the default template defined in the print template code list. A counter can be set up to limit the number of downloads by the client before the downloading option is deactivated.
Job history - Now you can monitor changes in status and the user who made the changes in the Vendor and Client details.
Purchase orders for a vendor - The project detail now allows for batch generation of orders for vendors, eliminating the need to generate an order for each vendor individually.
Automatic change of job status - Now it is possible to set up QuaHill so it changes the status of jobs automatically based on updated values so, for example, if you assign the date and time the job was delivered to the client (and the job meets other criteria of required fields), the job automatically gets the status DELIVERED and it is not necessary to assign this status manually.
Timeline - A new tab with a timeline showing jobs and their dates and times was added to the project/quote detail window to give users an overview of jobs.
Custom defined taxes - A new code list for taxes was added and now it is possible to use multiple taxes at the same time. In client detail it is possible to define what tax should apply to each client while invoicing. And the same is possible for vendors and their invoices.
Job templates - On the Settings tab in the main menu it is possible to define job templates for repeat tasks. Templates can be defined for a combination of client jobs, client jobs and vendor jobs, or for vendor jobs only. Once created, they can be added to the project/quote by right mouse button click on the list of jobs in the project/quote detail window.
- Single communication language - By default, QuaHill uses 4 languages for communication with clients and vendors. Now it is possible to use only one if needed. In global settings it is possible to choose all the languages for communication or only one language. If one language is selected, neither clients nor vendors can choose their communication language and in operational code lists all other languages are also blocked. The system looks like it is using only one language.
SDL Trados Studio 2014 integration - It is possible to maintain Translation memories, Trados project templates and create an SDL Trados Studio 2014 project directly from QuaHill. Or you can simply run an analysis of the file in the background directly from QuaHill and the system will generate an analysis log; all you have to do is assign language combinations and prices.
Print out of claims - It is possible to print out claims now. Naturally, the print template is editable.
Project/quote emails - It is possible to store important emails received from a client related to the project/quote details as part of the project/quote.
E-mails with translated files - It is possible to create an e-mail with translated files directly from project folders and send it to the client. The e-mail template can be predefined for this, too.
Outlook integration - QuaHill now has available AddIn for MS Outlook, which allows you to create projects, quotes and business activities directly from e-mail messages in Outlook. It is also possible to save e-mail attachments from MS Outlook directly in project/quote folders.
Quotes - The client can accept/reject a quote via the web portal for clients and project managers get an e-mail notification about it. Details about accepting/rejecting a quote are available in quote detail.
Invoices for clients - The client can now download invoices via the web portal for clients. The system can be set up so the default or client print template is used for generating a PDF.
Commissions - In client detail, an unlimited number of commission rules can be defined. If you add a new project for such client, commissions are automatically added and are also automatically recalculated based on changes in exchange rates, margin, etc. The financial data tab now contains the module “Commissions”. A list of all commissions as well as a list of all commission rules are available. Access to different features of commissions can be limited by user rights.
Second optional language - QuaHill code lists now work with only two default languages (ENG and GER) and 2 optional languages that can be defined in global settings.
Extended address - Client`s address and vendor`s address have been expanded by two new fields (Street 2, P.O. Box), which are now also available in print templates.
Wage - It is possible to print out the calculated wage for project managers or salesmen. The template can be freely designed so that it exactly meets the user’s needs.
Client detail - folder prefix - Short text can be defined in client`s detail. This text will be used as a prefix for automatically generated project/quote root folders. If the char “\” is used in this prefix, it will generate one main folder for the client and all project files and subfolders will be stored in this folder. Example: The prefix is defined as “GoodClient\” so the generated folder path will be “\\server\quahill_files\projects\GoodClient\2014_00458\”.
Client`s source code list - We have added a new code list that will help you to determine where the client comes from (websites, conference, advertisement). It can be used later when creating statistics. Values from the code list are available in the client`s detail window.
Express surcharge - In the client`s price list and the global price lists you can now create definitions for the surcharge calculation that will be automatically recommended if the client`s job meets certain criteria that you have defined. For example, 10 pages in 3 hours – 25% higher price.
Tooltips - Some forms (projects, project detail, job detail window) now have integrated tooltips that will help first-time users to become familiar with the system faster. Experienced users can turn this feature off in user settings.
E-racuni accounting system integration - The E-racuni accounting system communication has been integrated. Now clients that use this system can export invoices to this accounting system.
Unit conversion - In the unit code list it is possible to define the coefficient for conversion between units so you can, for example, define that 1 page is 250 words and in the job detail window (both client`s and vendor`s) you can use right mouse button click in the text box with volume or unit and use this conversion.
Vendor`s PO - The print template of the PO for the vendor now also contains data sources for files that are assigned to the vendor and specialization (area of expertise) so the list of files and specialization can also be available in the printed PDF file.
POs - export - a list of POs from the client and POs for vendors can now be exported to MS Excel.
Project file folder sharing - Project file folders can be marked as shared between vendors so when one vendor uploads the file to this folder, the other vendor is notified by email that the file has been uploaded and he has it accessible via the web portal immediately without further assistance from the project manager.
QuickBooks integration - QuaHill can now communicate with the desktop version of QuickBooks. Items, clients, vendors and invoices can be synchronized between QuaHill and QuickBooks.
Calendar - The calendar has been improved. Now you can see events from multiple users at the same time, you can get a perfect overview of your job deadlines, invoice due dates, vendors’ birthdays and notes, and all this can be presented in month view, week view or day view.
Project/job status change notification - Now you can assign every project/job status with an email that will be generated when the status is changed so you are able to notify the client that the project has been finished, jobs have been assigned to vendors or you can automatically notify the vendor that a new job has been assigned to him.
Client enquiries - Clients now have the option to create enquiries either through the web portal for clients after logging in or from the agency website as an anonymous client.
Project/jobs status changed e-mails - The status of projects and jobs in code lists can now be assigned by e-mail templates that are used for generating e-mails for vendors or clients when the status of a project or job is changed.
PO for vendors - A new module for evidence of purchase orders for vendors. Until now, the system was able to create POs for vendors but they were not saved in the database when generated. We have added a new module that works with vendor purchase orders as with other regular records. You can open the list of generated POs. You can sort, filter and update them. You have a perfect overview of created POs. A list of POs is also available in the vendor's detail form. Please see tutorials about how to work with POs on this page.
E-mail templates with attachment - Now it is possible to add a general attachment to all saved e-mail templates so if you have some general notes that should be attached, for example, to all POs you create, you don`t have to do this every time you create an e-mail from a template.
Enquiry - A new module of enquiries has been added. Users now have the option to create an enquiry that may or may not be related to the vendor`s job. The enquiry can be marked as public. In this case it can be available in the public list on the agency website. When creating an enquiry, the user can decide whether he/she wants to contact specific vendors or not. If so, he/she can create an email for them which is automatically sent with an URL link that allows them with a simple click to gain access to this enquiry on the QuaHill web portal for vendors and to create a response. When a new response to an enquiry is placed by a vendor, the user gets a notification email about it (if set in code lists).
Code list Status of enquiry - A list of statuses for the newly added module of Enquiries.
Code list Status of response to enquiry - A list of statuses for the newly added module of Enquiries.
Project - enquiry - Now PMs have the option to create an enquiry for a vendor’s job (right mouse button click on the list of jobs in the project detail window). A new enquiry tab is available in the vendor’s job window.
List of projects - shortcuts - Shortcuts for switching between views in lists of projects have been added.
List of quotes - shortcuts - Shortcuts for switching between views in lists of quotes have been added.
Job status behavior changed - Now the vendor`s job status does not have to affect the status of the entire project. It can be set in global settings. The rule that all jobs (client`s and vendor`s) must have a status higher than the status of the entire project no longer applies. It can be changed so that only the client`s job affects project status.
New e-mail templates - New e-mail templates for enquiries and responses to enquiries have been added.
Localization - QuaHill is localized to Polish.
Color scheme - Every user has an option to change the default color scheme of the QuaHill client to black. It can be changed in user settings.
Code list PM task - This code list is related to a project client’s jobs and allows the user to specify tasks for project managers.
Code list Status of an order - A list of statuses for the newly added module of Orders from clients.
Orders from clients - A list of POs from clients. This list is available from the main menu. Now you can create a new PO from the client and when you do so, this PO appears in the list of POs in the client's job in the project. In client's job detail, a new tab with read only details of the selected PO is now available.
Job code - "Group" field on job has been replaced by the field "Job code" (both Projects and Quotes). In the "Department" code list you can define the structure of this automatically generated but editable field.
Client/department relation - In client detail the field "Department" is available. It allows you to create a relation between the client and department so the client is not available to any other department.
Project folder - In global settings you have the option to specify whether a project root folder should be automatically created or not when saving a project in the database for the first time.
Client's job/folder relation - Now you can define the relation between the client's job and an already existing folder from the project.
Custom filters - Now you can predefine custom filters and use them for quick filtering of projects. Please see this tutorial.
Print templates - All print templates (PO, Invoice, Quote, etc.) are fully customizable and the system allows you to have an unlimited number of print templates.
Project/quote folder structure - The tree view of project/quote folders now has the option to import folders and files from your hard drive so you can add folders and files directly to the project’s main folder and import them into QuaHill.
Project/quote folder structure - The tree view of project/quote folders now has the option to create folders and subfolders based on the list of directory structures so you can predefine common structures of folders and subfolders and use them when generating the project/quote folder.
Personal Information Protection - In global settings, the option to define the "Personal Information Protection" text for vendors’/clients’ portals for each localization separately has been added.
Price per unit after discount - CAT services in jobs (in projects and quotes) have a new editable field, "Price per unit after discount". This field can be used for calculating discounts. When you change the value of this field, the discount (%) is recalculated based on the difference between “Price per unit” and “Price per unit after discount field".
Print templates - project order - The agency customizable print template for "Project order" now has data available for "Payment method".