Team Collaboration
Role-based workflows for efficient IFU translation projects
Role-based access control
Every user sees exactly what they need for their role. Translators work in the editor, reviewers check and comment, Regulatory Affairs Managers approve. Clear responsibilities prevent errors and duplicate work.
Structured workflows
Define multi-stage approval workflows that match your processes: from simple translate-review-approve chains to complex workflows with specialist review, linguistic checking, and regulatory approval.
Project dashboard and progress tracking
Keep track of all ongoing translation projects, languages, and deadlines. The dashboard shows the status of each language, open tasks, and potential bottlenecks in real time.
How it works
Set up team and roles
Set up your team in manualworks and assign roles: translator, reviewer, Regulatory Affairs Manager, project manager, or guest user. Each role has defined permissions and access areas.
Define workflow and assign tasks
Create your translation workflow with the desired stages and assign tasks per language and role. Automatic notifications inform stakeholders when their task is ready.
Collaborate and communicate
Use integrated comments and discussions directly on the relevant segments. Questions, notes, and decisions are documented and traceable at all times — including for later audits.
The Challenge of Team Coordination
Translating Instructions for Use for medical devices is not a solo project. Typically, five to ten people are involved in an IFU translation project: specialist translators for each target language, native-speaking reviewers, medical subject-matter experts, Regulatory Affairs Managers, and project coordinators. When this collaboration is organized via emails, shared folders, and Excel spreadsheets, delays, misunderstandings, and version conflicts are inevitable.
manualworks brings all stakeholders onto a shared platform and replaces fragmented communication channels with structured, traceable workflows. Everyone knows what needs to be done, when it needs to be done, and where to find the most current version.
Role-Based Workflows in Detail
In manualworks, you define workflow stages that map the lifecycle of a translation. A typical workflow for an IFU translation comprises four stages: initial translation by the specialist translator, linguistic review by a native-speaking reviewer, specialist review by a medical expert, and regulatory approval by the Regulatory Affairs Manager.
Each stage is linked to a role, and the transition to the next stage can occur automatically or manually. Only when the previous stage is completed is the next person notified and granted access. This four-eyes principle ensures that no translation is approved without the prescribed review.
Integrated Communication
Instead of clarifying questions via email and painstakingly reconstructing context, all stakeholders in manualworks can comment directly on the relevant text segments. For example, a translator can ask a question about medical context, which the subject-matter expert answers directly in the system. These segment-level discussions are permanently documented and part of the audit trail.
Additionally, manualworks offers configurable notifications: via email, in-system, or as integrations with existing communication tools. Project managers receive automatic status updates and warnings when deadlines are at risk.
Transparency for All Stakeholders
The central project dashboard gives every stakeholder an overview relevant to their role. Project managers see overall progress across all languages, open tasks, and potential bottlenecks. Translators see their personal task list with priorities and deadlines. Regulatory Affairs Managers see which translations are awaiting their approval. This role-based transparency accelerates decisions and prevents information gaps.
Frequently Asked Questions
Can external translators and agencies be integrated into the workflow?+
Yes, manualworks supports the seamless integration of external translators and translation agencies. You can invite guest users with restricted access rights who can only access the projects and language combinations assigned to them. External users work in the same system as your internal team, eliminating the need for separate file handoffs and email exchanges.
How does the review process work for multiple languages simultaneously?+
manualworks enables parallel processing of multiple target languages. Each language goes through its own workflow status (draft, in review, approved), and the dashboard shows the progress of all languages at a glance. Project managers can set priorities, define deadlines per language, and identify bottlenecks early. Comments and queries can be raised across languages.