When configuring an order form for a client to use within the client portal, there are two specific configuration tasks that must be completed. The first involves the configuration of the form header and links on the form. Second, you must configure each available option for requested work and the workflow for these user options.
The following sections provide information page provides a general view about these settings:
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For a step-by-step configuration guide, go to the following section
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Form Header & URL's
The first set of options to configure when creating a new order form for a client will be the form header and URL information. This information will appear at the top of the form and includes the:
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Once these items have been configured, you will then need to set up the user options for selecting the type of work to be completed for the order. This might include creating user options for the type of documents, services offered, etc.
User Options
The User Options represent a different, individual configurations of the current form. For example, options can be defined for the type of work such as "Regular translation", "Localization", "24 hour request", "Medical translation", etc.
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For example, the "Medical translation" options would likely be configured to pre-translate using a client's medical translation memories and a workflow selecting your medical translators.
Basic Information
First, the basic information for the option must be completed. These details must be entered for each user option displayed on the form and includes:
- Option Name - Required. Text will appear as a selection underneath "Type of Work" on the customized form. It should be kept short and precise to avoid confusion.
- Description - A detailed description of the option shown to the user. Use this space to precisely explain the purpose of the option so that the user fully understands their selection. Text may be marked as HTML code.
- Help Message - If filled in, the form shows a help icon where you can give an even more detailed description of the option to the user. Text may be marked as HTML code.
General Settings Tab
The General Settings Tab provides options for configuring basic settings such as the word count profile, machine translation system to be used, document format profile, initial order status, etc. It is broken into three sections:
Settings SectionAnchor Settings Settings
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- Create Invoice - The system is capable to automatically establishing a quotation or invoice for all files that could be successfully word counted within an order. You have the option to never create an invoice, to create an invoice if at least one file could be word counted, or to create an invoice if all files could be word counted.
- Incomplete Invoice - When an invoice is created, some service(s) or unitary cost details could be missing so that a cost estimation cannot be established entirely or at all. If you tick this option, then an invoice will be created even if it is incomplete. You can then manually fill in the missing blanks.
- Show Cost Details - Enable this option to see the client cost details when confirming the first step of the order process and prior to confirming the order. If disabled and the form has been configured to create an invoice, then the invoice will be hidden from the client as well. This permits to later manually validate the invoice prior to making it accessible to the client.
- Price List - Choose a pricelist to be used for cost calculation.
- Services - These are the services that will be used for cost calculation. Simply select the work types and specify an optional product code. The product code is used to pick up the right service from the pricelist. If no product code is set, then the system will pick the first service that matches the languages.
Order Settings Tab
The Order Settings Tab provides options for configuring order details such as the deadline and domain information. It includes these configuration options:
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- Target Languages - The target languages settings may be used to configure if language selection is a requirement for the client, to provide a help message, and to configure available or default language selections on the order form. As part of this configuration, you may add a help message, configure specific languages to appear on the form, and preselect languages for automatic selection on the form.
- Help Message - Provides additional information to the client when clicking on the tooltip icon
. - Languages - Configure the target languages that will be displayed as selection options to the client on the order form for the user option.
- Preselected - Configure any target languages that should be automatically selected in the order form.
- Help Message - Provides additional information to the client when clicking on the tooltip icon
- Uploading Files - This option may be used to configure whether or not the user is required to upload files as part of the submitted request. If unticked (disabled), a user can submit requests without uploading any files. This is not recommended.
- Uploading Reference Material - This option may be used to configure whether or not the user is required to upload reference materials as part of the submitted request. If enabled, a separate upload option for reference material is added to the order form when the user option is selected. Those files will be stored in a dedicated folder inside the order library.
- Instructions - A text box may be provided to let a client fill in additional instructions or comments about the order on the form. If enabled, an additional field for adding comments will reside on the order form.
Order Settings for Managers Tab
The Order Settings for Managers Tab may be used to configure options for instances where an in-house manager creates the order on behalf of the client. In these situations the additional fields will appear on the order form, but are not visible to the client.
- Received Date - The reception date is the the date when the order has been submitted. By default it is set to the current date and time. It may be configured to be a required or non-required field and may be shown to or hidden from the client based on this selection. A help message may also be added for this option.
- Internal Comments - Determines whether or not the manager can view and fill in internal comments.
- Manager - These settings may be used to configure the person in charge of handling the orders when this option is selected. The selected manager will be the default manager for all new orders for the user option. The person will show up as the contact person for the order. This information may be required or not required and can be hidden when needed.
Project Settings Tab
The Project Settings Tab will only be present if you have configured for a new project to be created when the option is selected on the order form. It contains options for including instructions, internal comments, deadline information, the reception date, and other information that is essential to the project being created.
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