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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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.
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. Make certain Standard has been selected.
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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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When an order is submitted through the classic order form, you may not always know the pricing for the tasks to be completed. In these instances, it is best to choose the default standard pricelist or another standard pricelist you have created in the system. Click on the appropriate selection to continue. To learn more about creating pricelists, please see the Client Price Lists page.
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.
You will be redirected to the Order Details Tab will now see an Icon underneath the Project Column to show that a project exists for the order.
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:
Step 2: Mark Documents for Translation
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For more information about marking documents for translation, please see the Upload Document(s) page for Standard projects in the Getting Started Guide. |
Step 3: Count Words & Generate a Quote
Next, you will need to complete a word count for documents so that the costing is correct and a quote can be generated for the project. This information is necessary to properly calculate the cost based on the number of words and the pricelist information.
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Choose a Word Count Profile or manually configure the options within the pop-up window. Then click on OK to finish the configuration.
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To learn more about Word Count Profiles, please see the Create a Word Count Profile page. |
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To learn how to perform more about performing a Word Count for Standard projects, please see the Count Words page in the Getting Started Section. |
Step 4: Generate a Quote
Click Next, you will need to generate and attach a quote to to the project. First, click on the Cost Tab and then click on Add New.
Leave the current options selected in
Then complete the following steps:
- In the pop-up window, leave the current options selected and click on Continue.
- Choose a pricelist from the drop-down menu and click
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- on Continue.
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- In the preview window, make any needed changes
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- .
- Click on OK to save
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- the quote draft.
- Click on Close to exit the
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- preview window and return to the Cost Tab.
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Next, click on Select to you will need to attach the quote to the project. To attach the quote, you will need to do this, click on Select to choose the quote draft on the Costs Tab. Then complete the following steps:
- Click on Attach next to Quote in the pop-up window.
- Upload a template or click on Create File to use the default Wordbee template.
- Then click on Save & Attach to finish.
- Click on Close to exit the pop-up window.
Once the quote draft has been created and attached to the project, the Quotes and Invoices section will appear as shown below. The quote can be printed, downloaded, exported, etc.
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For more information about completing quote generation for Standard projects, please see the Client Quotes & Invoices section. |
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4: Send the Proposal
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. On
On the Order Details Tab, click on Send Proposal.
If If desired, you may enter a message to send with the proposal to the client in the pop-up window. Click on OK to send the proposal.
Your message will appear in the Order Details as shown below and the status will now show Proposal.
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5: Create & Assign Jobs
You are now ready to create jobs for the project and send job proposals to suppliers. To do this, click on the Project Tab when viewing the order. Then click on the Jobs Tab and click on and New Job.
A job will need to be created for every task that is part of the project (Translation, Revision, etc.) and each language pair (French, German, etc.). The following information will need to be configured for each job:
- Task
- Source Language
- Target Language
- Deadline
- Any Instructions
Then tick the checkbox for each document that should be included in the job. You can also set dependencies automatically, set access rights for reference materials, and add any internal comments pertaining to the task. Once finished, click on OK in the upper right corner.
Then click To complete job creation, perform the following tasks:
- Choose a task from the drop-down menu.
- Configure the source language.
- Configure target languages.
- Enter a deadline for the job.
- Add any required instructions.
- Tick the checkbox next to each document included as part of the job.
- Choose an option for dependencies (None or Set Automatically).
- Configure an option for viewing of reference materials for workers.
- Enter any internal comments
- Then click on OK to finish.
Note: All other information for the job is optional. If no reference number is entered, the system will automatically generate one for the job.
Next, a supplier will need to be chosen for the job and sent a proposal. To do so, click on 
to choose a supplier for the job.
Click on Select for an individual supplier or click on another option (supplier groups/crowd sourcing) to propose the job to multiple suppliers at once.
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