Basic setup

The setup is fairly simple, once you understand the idea:

• on the Server: install FM Pro or FM Server (recommended if  5+ workstations). Next, install the TOM Host setup package, which will copy the TOM program files and utilities onto the server. Launch TOM under FM Pro, making sure that network file sharing is turned on, OR start the FileMaker database server after doing some configuration work on the FM Server control panel. Note that under FM Server you have full control of what is happening in the TOM network, it runs very stable (a Windows service) and you can produce backups freely during live operation.
• on the network Clients: install FM Pro. Second, install the TOM Client setup package: it contains some utilities only, not the database files, which are  already on the server. After launching FileMaker Pro on the clients you will be able to see and open the TOM program files that are shared by FM Pro or FM Server through the FileMaker network.

Configuration options

For purposes of stability, performance and user comfort we highly recommend using FM Server in networks of five and more clients. But it is definitely useful in smaller networks as well; this depends on your budget, the difference being approx.  550 – 700 EUR.

If you are using FM Pro as a host you should consider a specific backup strategy, since no live backups are possible as long as even one client is accessing the database.

You do not necessarily need a separate server: in a mini network of two or even three you can set up one FM Pro as a host and client simultaneously, the second and third machines accessing the TOM files shared by the host; TOM can thereby be used on all workstations. Note that the hosted files need to be stored locally on the host computer, otherwise performance suffers a little and FileMaker will generate a warning each time TOM is opened on the host computer.

Please refer to the price page for a special price for a mini network of two.

The following paths need to be set right for all of this to work:

TOM Documents sub-folder as output folder, where TOM will automatically save the newly created document; set this path in >User Settings >Forms

Templates folder (containing Offer.dot, Invoice.dot etc.) ; default is:

…\TOM 10 (or FileMaker Pro 11)\Documents\__Templates

(define this path in >User Settings >Forms )

Customizing the MS-Word templates

The templates can be modified quite freely. However, there are some issues to be considered.

• Font, font size and style can be edited freely
• Layout elements (logos, graphics etc.) are optional
• Table characteristics (frame, background, column width and text alignment) can be changed, but not the number and order of columns!
• Table size (i.e. the number of rows) should ideally correspond to the maximum possible size of invoices or other forms. E.g., if your invoices are never longer than one page it will be unnecessary to maintain a three-page table in the template. This will cause no harm, but it takes some extra time each time you print (see below).
• When you shift bookmarks in Word, make sure you are shifting the ENTIRE bookmark
• MS-Word displays bookmarks in brackets []. Use Word’s Extras menu ( >Extras >Options >View) to make them visible or to hide them.
• If you do NOT want a certain value in TOM to appear on your Word form simple delete the corresponding bookmark in the respective Word template.
• Always make backups of your Word templates, especially in the beginning — working with bookmarks is rather tricky
• Whatever changes you make to your templates — do not rename them! The file names in the template folder may not be changed.

1. Remote Desktop (requires the IP address of the computer accessed)
2. Server-based remote desktop control (logmein.com, teamviewer.com etc.)
3. FileMaker network through VPN or TCP/IP, requires IP address or DynDNS

• Enhanced user interface: multi-window, dropdown feature menus, quick navigation links
• Sub-project overview: efficient working view, integrating lots of editing functions
• Improved performance in SP processing
• Reworked: group mail to several translators
• Graphic display of ongoing translator projects during translator selection
• SP-Assistant now integrating reviewers
• Finance: new search function for client invoices
• General price list: export option, selective import into client profiles
• Appointments/deadlines: now with reminder function TM Calculator
• TM calculation for reviewers
• Multiple TM scales per translator
• Transit reports import
• Calculation by weighted words
• Web forms: inquiries (clients, prospects), applications (freelancers)
  Note: a complete client portail is scheduled for early 2012
• new e-mailing options: switch between external mailer and TOM Mail as per requirement
• project mails now fully html formatted (tables, columns and other)

These forms require no login on part of the web user and are freely accessible, comparable to a general ‘contact’ page integrated into the translation company’s web pages. Jovosoft provides the php setup package and offers support with the integeration into the web pages.

View video tutorial

Weighted price

Prices can be calculated on the basis of a given percentage of a base price which will be summarized into a total price.

Weighted words
As of TOM 10 you can also calculate the number of words proportionate to the percentage in a given match category – the difference being that you your clients will see only one valid basic price. The total price will of course be the same.
The number of weighted words is also a relevant figure for project statistics.

Flexibility
You can manage any number of different TM systems in TOM, i.e. that for each TM system you will define a price matrix and reporting scheme (see below). These can then be assigned to your clients and translators, where it can be further edited individually.

TM Data in project communication
Use the E-Mail Form Templates to include TM information in offers, P.O.’s etc.

• the invoice layout is defined under >User settings >Forms >Letter.
• the wording on the invoice form is defined under >User Settings >Forms >Invoice.
• invoices can also be printed in MS-Word
• multi-project invoicing
• generally, each sub-project will appear as an invoice item (exceptions).
• you can create more than one invoice from a project (Partial invoices)
• you can create an invoice for the current project specifically
• you can create an invoice from within a sub-project for that particular sub-project only.
• you can decide whether or not to print project-related sub-totals on your invoice.
• you may include or exclude the client’s department and/or contact in the invoice address
• you can add a general custom notice to the invoice
• you can also add free invoice text to any sub-project 
• each new invoice appears as an Open item in the Finance section (outgoing invoices)
• invoices can be re-printed at any time later from within TOM
• “batch invoicing” creates invoices from a list of completed projects