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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Then perform the following steps:
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Step 1: Create a Project for the Order
Now that the client has been added to the system and assigned to the order, you will be able to create a project, enter pricing information, calculate costs, and propose jobs to suppliers. To begin, the first task will be creating a project in the system for the order. Click on Attach to project... on the Order Details Tab.
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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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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.
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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.
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The Project Details Tab will appear as shown below:
Step 2: 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.
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For more information about marking documents for translation, please see the Upload Document(s) page in the Getting Started Guide. |
Step 3: Count Words
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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.
Step 4: 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.
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For more information about completing quote generation for CoDyt & Standard projects, please see the Client Quotes & Invoices section. |
Step 5: Send the Proposal
Go back to your order by clicking on Orders in the Menu Bar and then clicking on Select. On the Order Details Tab, click on Send Proposal.
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Your message will appear in the Order Details as shown below and the status will now show Proposal.
Step 6: Propose and/or Assign Jobs
You are now ready to send job proposals to suppliers for the project tasks. To do this, click on the Project Tab when viewing the order. Then click on the Jobs Tab. To select a suppliers, click on Manage for the desired job.
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Jobs may also be proposed to suppliers from the Work Status Tab when it is a CoDyt Project. |
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Step 7: Complete Work
After job proposals have been accepted, the appropriate suppliers will need to complete the work. This can be done via the CAT editor when you have the client portal or via another preferred tool. The alternative choice will involve downloading the document, completing the translation, and then uploading it to Wordbee Translator.
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The project manager will see the following on the Jobs Tab for the project after a job has been completed:
Step 8: Generate Invoices
After all jobs have been completed, the next step will be to generate an invoice for the completed work. To generate an invoice, first click on the Project Tab when viewing the order details. Then do the following:
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To learn more about generating invoices for clients or suppliers, please see the Managing Quotes & Invoices section. |
Step 9: Finalise the Project
Next, it is time to finalise the project. When viewing the order details, you will need to click on the Projects Tab and then the Status Tab. This tab displays the work status of the project and is used to finalise translations after all work has been completed. To finalise the translation, click on Finalise Now and then click on Confirm in the pop-up window.
The finalise translations section will appear as shown below once all documents have been finalised:
Step 10: Copy Project Documents to Order
The finalised project documents must now be copied to the order. To do this, you will need to click on Orders in the Menu Bar and select the order. Then scroll down to the Documents Section and click on Copy Files from/to Project.
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The Documents Section on the Order Details Tab will now show the finalized documents, as shown below:
Step 11: Mark the Order as Done
If all work has been completed, you can now click on Work Done for the order on the Order Details Tab.
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In the pop-up window, you have the option to send a message to the client and to enable/disable email notifications. Click on OK when finished.
Step 12: Rate Project
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(Optional)
Once the the above steps have been completed, the Order Details Tab will appear as shown below when viewing the order. You have the option to rate quality, timeliness, source text quality and more. To learn more about ratings, please see the User Ratings section in Administration.
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