A Codyt Project can be set up to be fully automated when using the new order form; however, if you have set it up differently, a few tasks might need to be done manually. The following sections provide insight on what steps are required when managing orders in both ways:
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The new order form saves a lot of time, because you get to configure everything upfront so that when the form is submitted, it is already taken care of in the system. When an order is submitted in this way for to generate a CoDyt Project, managers can reduce all manual interaction with the processing of the order to 0. The request received will automatically generate the project, the dispatching and the cost calculations can be done internally by the system and the final delivery once the workflow has been configured for full automation, it completed can also be automated. See a sample of this scenario right below:
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This full automation behavior has been configured for all related options in the order form and the workflow template(s)). Read below for more details:
Prerequisite 1: Configure the workflow templates
You will need to define the automation options you wish to be ran in the background by the system.
For example, you can automatically create any quote/invoice related to the jobs, generate the final deliverables and update the status of the related request automatically.
Prerequisite 2: Configure the Order Form options
By using the order form, you will be able to preset the services and fees to be costed to your clients, if you wish to automatically generate a quote/invoice.
For example, each option in your form can contain a fixed set of tasks (analysis, project management costs, etc.)
Semi-automated orders
If you have decided to use the order form to automatically create the projects but you wish to keep control of supplier costs and the results to be delivered, your request will appear as shown below:
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- Project Creation & File Copying
- Marking Documents for Translation
- Cost Calculations and invoice generation for the client
- Job Creation and Assignment
- Invoice Generation
All you need to do is complete the following three steps after the work has been completed and reviewed:
Step 1: Finalise the Translations
For fully automated CoDyt project orders, the most of the work is done for you! After the job has been accepted by the supplier and the work has been completed for the project, all you need to do is finalise the translations.
This is done from the Status Tab when viewing the project. In the Finalise Translations section you will see generate the final files of the project. This tab shows each translation that needs to be finalised in the system for the project. To finalise a translation, click on Finalise Now and then click on Confirm in the pop-up window.
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To learn more about finalising your translations for a CoDyt project, please see the Finalising Translations page in the Getting Started Guide. You can also decide to automate this process in the workflow template, so the final files are generated once the last supplier in the workflow completes his job. |
Step 2: Copy Files from Project
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Folders for each language will be added in the documents section and you will be able to see each file that was copied from the project. Once this step is completed, you will be able to mark the work as done so the client can review the work and approve it.
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The transfer of files from the project to the client request page can also be automated in the workflow template, so you are able place that final file in the order library once the last supplier in the project workflow completes his job. |
Step 3: Mark Order as Done for Client Approval
On the Order Details Tab, click on Work Done to send the completed work to the client for review and approval.
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The workflow templates also allow you to keep the project and order status aligned, so you are able to update the order status when the project is completed. This will also send a notification to all users involved in the order, including the ones on the client side. Note this notification is only launched once the project is completed (the results for all languages are delivered). |
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After the work has been marked as done, you will have the option to provide a rating. More information can be found in the User Ratings section. |
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For more information about proposing and assigning jobs to suppliers, please see the Modify Workflow in an existing project page in the Getting Started Guide. Learn how to preview costs and estimate delivery for suppliers before assigning them jobs or even how to generate the final invoices for their activity in the dedicated pages. |
Step 7: Create an Invoice
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