The software contains integrated modules for quality assurance, online communication and administration of all processes. OTM is user-friendly and is provided as Software as a Service (SaaS), meaning that it is available 24/7 from any internet browser.
General features
- No software installation required; 24/7 availability anywhere, using browser-based access
- Intuitive, process-oriented navigation
- Online help / Online user manual / How-to videos for easy learning
- Multi-lingual – all languages are possible for the user interface and project-related texts (UTF8 coded)
- Built-in e-mail client for communication with customers and resources
- Integrated quality assurance modules
- Can be individualized (quotes, invoices, forms, standard text blocks)
- NEW Integration with SDL Trados® Studio
- Multiple-site support (managing several locations jointly or separately)
Process control and workflow management
- Automated project-related documentation of all processes
- Personalized task board
- Cost estimations, quotation generation
- Price templates – customers / projects
- Wizard for freelancer job postings
- Pre-selection of translators based on availability, language pair, fields of expertise, quality requirements, ranking/job history, …
- Project-related email communications, including documentation (customers, translators, project managers, administrators, accountants, …)
- Email templates, with automatic messaging where required (job offers, deadline reminders, payment advices, etc.)
- Incoming emails containing a project number will be sorted automatically to the relevant project.
- Projects can be delegated to another project manager (in case of absence due to vacation, sickness, termination of employment, etc.)
- Automatic generation of quotes and invoices (including partial invoices) for customers, and of credit notes for freelancers; PDF format – ready to print, send, download
- Process-oriented document control (including archiving)
- Automatic document version control
- Clickable telephone numbers ("callto:" links for VoIP clients)
- Convenient search functions (projects, customers, translators – multiple criteria)
- Customized bookmarks
- Newsflash tool for distribution of internal news within the agency front end
- Comprehensive statistics (revenues, costs, quality control, charts, …)
Online interfaces
Front ends (TLS-connection)
- Online customer request form Sample
- Web-based front ends for project managers, administrators, accounting, management reporting
- Vendor portal – Web-based freelancer front end: Job documentation, document upload/download, email client, credit notes, W9 forms, archiving...
- Client portal – Web-based customer front end: Project tracking and documentation, file upload/download, email client, quotes, invoices, archiving...
- Online freelancer application form Sample
- Formal quality assessment
- Linguistic quality assessment
- Recording and evaluation of quality indicators
- Automatic evaluation of performance indicators and characteristics for ranking freelancers when selecting resources for a job (differentiated by field of expertise and language pair)
- Complaints management and documentation
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Business administration, bookkeeping,
risk management and controlling
- Customer and resources management
- Rights-based routing of tickets for administrative tasks
- Automatic sequential numbering of projects, invoices, and credit notes (customizable)
- Accounting functions including payments, monitoring, reminders (dunning) and management reporting
- Invoicing of customers and freelancers in all currencies, with currency calculations based on the current exchange rates of the European Central Bank (incl. transaction log)
- Automatic blocking of new quotes for customers with overdue payments (customizable)
- Credit limits for customers (customizable by country, registered office and company name)
- Blacklist function (for customers and freelancers)
- Comprehensive statistics (revenues, costs, cash flow, quality control, charts, …)
- Cash flow diagram to visualize average payment performance
CRM (Customer Relationship Management)
- Administration of customer feedback
- Online customer satisfaction scale and testimonials
- Multi-stage follow-up module
- Generation and management of discount codes
Administration
Online Back end (TLS-connection)
- Setup Wizard
- Differentiated authorization management for various tasks/roles (users/admins)
- Administration of company and contact data
- Administration of underlying business data (VAT, cost estimation assumptions, etc.)
- Administration of internal employees and agency resources (freelancers)
- Editors for text blocks, general terms and conditions, etc. - all languages are possible
Upcoming modules and features
- Push notifications to the OTM task board
- Integration with MemSource
OTM is mature, tried-and-true software for the language services industry – an expert system that is nevertheless easy to use, with all of the features that language service providers and end customers prefer.
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Detailed explanations on the various topics are 