Project In Wordbee Translator, project files and translations are moved to cold storage when a project is archived or canceled for an extended period of time. The This archival and offloading solution in Wordbee Translator is scheduled to operate operates at regular intervals to optimize the storage capacity of in the platform, ensuring that the platform runs smoothly. It archives and offloads all files in projects that meet a given set of criteria to cold storage, so you can bring an administrative close to them. Once archived in the offline facility, project and job details are still accessible, but files and translations are not. Since files can be valuable long into the future
any given project if needed.
How to archive and offload projects
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While project and job details remain accessible online, the files and translations from the project are stored in a different location.
This article provides detailed insights into project archiving, offloading, and the benefits of these processes.
Purpose of project archiving
The primary purpose of project archiving is to make sure people and processes operate smoothly. This solution aims at:
- Managing storage space efficiently.
- Optimizing system performance.
- Organizing project lists.
- Ensuring transparency and compliance.
- Supporting business analytics.
- Facilitating training and reference for new team members.
Archiving and offloading projects
Best practices prior to archival
Before archiving and moving a project to cold storage, make sure you keep any relevant information in the project is kept online for later reference. Here is what you need to know:
- Run the consolidation of the Project Memory into a master memory, so it can be further referenced in other projects. Otherwise, the translations in that project can't be reused once the memory is offloaded.
- Make sure the files and deliverables are available in the related order. When the client portal is enabled, the translations are handed over to the end client in the respective order.
Both points above can be addressed in the existing project management processes (which can be automated or run manually). Learn more about the options available in the following articles:
Consolidation of Project Memories to Master
Workflow template (Automation options for orders)
Automatic archival
The automation in place for archival and offloading is scheduled during regular intervals. Here is where to find the details for your platform and subscription plan:
- Inside the License and Usage page, you will find all the details related to the File Storage
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- .
The automation in place for
- Project archival and offloading
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Criteria to automatically offload projects
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- can occur automatically if they meet specific conditions (see listed criteria).
Criteria for automatic archival and offloading
- The project status remains 'archived' or 'canceled' during for a given defined dormancy period (see latency periods defined)SLA plan dependent).
- The latency dormancy period for automatic archival, following project completion. It can vary varies from one month to a full year (according to the customer's year, depending on the SLA plan).
- The latency dormancy period for automatic offloading, following project archival. It can vary varies from one week to one month (according to the customer's SLA plan)The latency period is reset any time a change is done into month, as specified in the SLA plan.
- Any changes made to an 'archived' or 'canceled' project (this includes restoring a project or manually changing its status).
Customers can upgrade the latency period for archival or offloading by reaching out to the Wordbee Team.
Manually
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- will reset the dormancy period.
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For questions about SLA plans or dormancy periods, contact the Wordbee Team for assistance. |
Manual archival
Administrative users have the flexibility to manually trigger the archival and offloading of individual projects on the spot.. Here's how:
- Navigate to the Project details page.
- In the 'More' section
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- , locate the dedicated option for 'Project archival
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- Click on 'Offload data' to initiate the archival process.
Once triggered, the files of the project will be transferred to a secure space. Note that many sections of the project remain available for consultation, although the
Please note that, after offloading, project files are no longer available online.
The archival and offloading of projects are also , but many project sections remain accessible. Archival and offloading actions are recorded in the project's status history of the projectfor reference. These logs serve to follow up on all the events that have happened during the project lifecycle and provide a closer look to at all actions taken along the way.
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Managing projects
Listing offloaded projects
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To determine which projects are offloaded and which remain online, users can utilize filters on the main Project page users will be able to find which projects remain fully available in the system and which are moved out to cold storage. These filters can also be used to locate are also useful for locating specific files in within a project, regardless of its their offloaded status.
How to retrieve the files back from an offloaded project
By clicking the
Searching files within offloaded projects
The filtering options in Wordbee Translator make it easy to search for files within offloaded projects, enhancing efficiency in retrieving essential data.
Restoring offloaded projects
To bring an offloaded project back online, follow these steps:
- Navigate to the 'Project Details' page and open the 'More' section or clicking on the 'Click to continue' link in the red banner.
- Click the option 'Click to restore data.'
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- The project will be
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- restored entirely to the online platform
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- , making files and deliverables
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- accessible once again.
Benefits of
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project archiving
With the module for project archival and offloading, you are able to:
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users can enjoy numerous benefits, including:
- Managing storage space
Efficiently manage available space in the Wordbee Translator platform, with the option to manually recover offloaded projects
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- as needed. Additional storage can be purchased if required.
- Optimizing system performance
Maximize
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- system performance
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- for daily activities
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- by optimizing the use of online storage resources
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- , ensuring efficient distribution within ongoing projects and jobs
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- Organizing project lists
Maintain an up-to-date overview of your
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- project list by archiving old projects, and simplifying project management.
- Ensuring transparency and compliance
Comply with ISO standards by archiving projects, a crucial mechanism for record-keeping and evidence of consultation activities.
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- Access to archived files and data supports accountability for decisions made during
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- project lifecycles.
- Supporting Business Analytics
Keep essential data online, enabling the business analytics module
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- to retrieve information for long-term reporting and analysis.
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- Facilitating training and reference
Utilize archived project material for training purposes or as a point of reference, aiding new projects and team members
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- in understanding project specifics.
- Manage the space available in the online Wordbee Translator platform (as per subscription details), with the option to manually recover offloaded projects on demand. More space for the online platform can always be purchased if required.
In conclusion, project archiving and offloading in Wordbee Translator are essential tools for optimizing storage, enhancing system performance, and maintaining organized project lists. These processes ensure transparency, compliance, and support for business analytics while facilitating training and reference for new team members. Whether performed automatically or manually, project archiving is a valuable feature for effective project management.