The classic order form can be integrated with your website and provides an easy way for new clients to request work by submitting a general order. When this form is used, the order will be viewable in the system; however, the client will not exist and a project must be created manually from the submitted order.
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A pop-up window will appear as shown below. Here you can either create a new project or attach the order to an existing project. For new clients who submit their order through the classic order form, you will want to create a new Standard or Codyt project. Tick the radial next to the appropriate project type.
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The above screen will appear differently depending on what type of project has been chosen (Standard or CoDyt). |
Standard Projects
Make certain Standard has been selected. You have the option to enter a project reference. . Make certain Standard has been selected.
You have the option to enter a project reference. If nothing is entered, then the system will automatically assign one for the project.
Since this is a new client in the system, a project template will most likely not be available. Project templates can be used to streamline several tasks for new projects in the system including compatible resources, workflow, pricing, word count settings, document format profile, and custom fields. These are typically created after one project has been placed in the system for a client. To learn more, please see Project Templates in the User Guide section.
Additionally, you can configure what tasks will be completed for the project (i.e. translation, revision, proofreading, etc.). Tick each applicable checkbox in the pop-up window to configure this information for the new project. For this example, there are no project templates and only translation + revision will be performed.
A pricelist defines the costing for work to be done. With it you will define the currency, discounts for fuzzy matches, discounts for pre-translations, and the price per task (translation, revision, etc.) and language pair (English to German, German to French,...). For orders being submitted through the classic form, you typically will not have a pricelist defined for the prospective client.
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After a pricelist has been chosen, you will see an additional option titled "Documents to translate". By default this option is checked (recommended). This informs the system to copy every file attached by the client through the classic order form to the project being created. Click OK once you have finished the configuration.
CoDyt Projects
When creating a CoDyt Project for an order, the steps are essentially the same as with a Standard Project. However, you will not need to configure the tasks and files are added to the project in a different manner.
As shown above, you can enter a project reference, choose a project template, and will need to configure a pricelist. The steps are the same whether you have chosen standard or codyt in the pop-up window. Click OK when finished.
You will be returned to the Order Details Tab. Scroll down to the Documents Section and click on Copy files from/to project.
Then choose Copy files to project within the drop-down menu.
A pop-up window will appear for copying the files to the CoDyt project. By default, all files will be checked, however, you may uncheck any document that should not be copied over. You may also choose what folder the files are copied to.
For example, the client might have attached reference documents that need to go into the reference materials folder rather than the source folder or attached files may need to be placed in a target folder. This process can be completed more than once to ensure that the files reach the appropriate project folder.
Just choose the files underneath Files to Copy and then choose the appropriate folder in the Copy to Project Folder drop-down menu. In the example below, only one document is being copied and needs to be placed in the Source folder for translation and revision.
An option is also provided to place documents in a subdirectory of the chosen project folder. However, if the client has just been added to the system, there will most likely be no subdirectories available.
These can be created when viewing the documents for an existing client in the system and used later for copying documents to a project. To learn more about managing your document folders, please see the Client Documents page.
You can also choose to replace existing files or to not overwrite them. This option is checked by default and recommended to be enabled for any new order submitted through the classic order form. Click OK to finish copying the files to the new CoDyt project.
You will be redirected to the Order Details Tab. It is now possible to click on the Cost and Project Tabs for the order:
If the order is viewed again by clicking on Orders in the Menu Bar, you will now see an Icon underneath the Project Column to show that a project exists for the order.
Complete the Project Configuration
Now that the project has been created in the system, you will be able to make pricing changes, mark the document for translation, perform a word count, calculate the cost, create quotes, propose jobs to suppliers, and generate invoices for completed work.
To do so, click on the Project Tab to access the project details for the order.
The Project Details Tab will appear as shown below:
Mark Documents for Translation
Click on the Documents Tab and then right click on the appropriate source document. Then choose Translate Yes/No and Mark for online translation.
Then click on Next in the pop-up window. Make any needed configuration changes and click on OK to finish.
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For more information about marking documents for translation, please see the Upload Document(s) page in the Getting Started Guide. |
Count Words & Set Cost
Next, you will need to complete a word count for documents. This information is necessary to properly calculate the cost based on the number of words and the pricelist information. The following will show how to do so for a CoDyt project. Click on the Counts & Costs Tab and then Client counts and cost.
Next, tick the checkbox for the documents you want to cost and then click on Set cost selected... Wordbee will perform a word count automatically for CoDyt projects and calculate the cost based on the chosen pricelist.
Mark the documents in the provided pop-up window that you want to cost and then click on OK. You will be returned to the Counts & Costs Tab where the cost of each document will now be displayed.
You will be redirected to the Order Details Tab. It is now possible to click on the Cost and Project Tabs for the order:
If the order is viewed again by clicking on Orders in the Menu Bar, you will now see an Icon underneath the Project Column to show that a project exists for the order.
Complete the Project Configuration
Now that the project has been created in the system, you will be able to make pricing changes, mark the document for translation, perform a word count, calculate the cost, create quotes, propose jobs to suppliers, and generate invoices for completed work.
To do so, click on the Project Tab to access the project details for the order.
The Project Details Tab will appear as shown below:
Mark Documents for Translation
Click on the Documents Tab and then right click on the appropriate source document. Then choose Translate Yes/No and Mark for online translation.
Then click on Next in the pop-up window. Make any needed configuration changes and click on OK to finish.
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For more information about marking documents for translation, please see the Upload Document(s) page in the Getting Started Guide. |
Count Words & Set Cost
Next, you will need to complete a word count for documents. This information is necessary to properly calculate the cost based on the number of words and the pricelist information.
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To learn how to perform a Word Count for standard projects, please see the Count Words page in the Getting Started Section. |
Now when you view the order, you will see the cost on the Order Details Tab. Access permissions will also be displayed for the client. If you have the client portal and a login exists for the client, they can view the cost and quote information by logging in.
Generate a Quote
For CoDyt projects, select the documents again and click on Create quote/invoice. Make any needed changes to the configuration and choose a format in the provided pop-up window. Then click on OK.
Next, choose access permissions for the client by clicking on the drop-down menu. The default is "No Access"; however, you may choose to let the client view the quote as well as edit the cost details. Then click on Select for the quote draft. the documents again and click on Create quote/invoice. Make any needed changes to the configuration and choose a format in the provided pop-up window. Then click on OK.
Next, attach the quote to the project by clicking on Attach to the left of Quote in the pop-up window. Create the file from the default Wordbee template or upload your own template. Then Save and attach the quote.
Click on Close to exit the pop-up window.
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