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 have to be added to the system 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. Make certain CoDyt has been selectedchoose Create Codyt Project by ticking the radial next to this option.
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 Project templates can be used to streamline several tasks for new projects 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, workflowincluding compatible resources, workflow, pricing, word count settings, document format profileprofiles, 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.
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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- Manage Pricelists - This will redirect you to a screen showing the details for your company's standard pricelist. Here you can view this information, view additional pricelistpricelists, make changes, etc.
- Add New Pricelist - Create a new pricelist for the client.
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 ListsPricelists page.
Click OK once you have finished the configuration.
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You will be returned to the Order Details Tab. Scroll down to the Documents Section and click on Copy files from/to project.
Then Then choose Copy files to files to project within the provided 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.
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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.To do so, click and so on. Click on the Project Tab to access the project details for the order.
The Project Details Tab will appear as shown below:
Step 3: Mark Documents for Translation
The document(s) must be marked for translation. Click on the Documents Tab and then right click on the appropriate source document. Then choose Next, perform these tasks:
- Click on Translate Yes/No
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- Click on Mark for online translation.
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- Click on Next.
- Make any needed configuration changes
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- Click OK.
If the document does not need to be translated, you can click on Translate Yes/No and then Mark for no translation. Documents marked for online translation will have a green checkmark in the Translation Column and a star in the Online Column.
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For more information about marking documents for translation, please see the Upload your documents page for CoDyt projects in the Getting Started Guide. |
Step 4:
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Set Cost and Generate a Quote
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. Click on the Counts & Costs Tab and then To complete this step, you will need to do the following:
- Click on the Counts & Costs Tab.
- Click on Client counts and cost.
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- Tick the checkbox for
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- each document to be costed.
- Click on Set cost selected...
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- In the pop-up window, mark the appropriate documents.
- Click on OK to set the cost and close the pop-up window.
Wordbee will perform a word count automatically for CoDyt projects and calculate the cost based on the chosen pricelist. After clicking on OK, you will be returned to the Counts & Costs Tab where the cost of each document will now be displayed.
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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 has been created for the new client, they can view the log into the system to view the cost and quote information by logging in.
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After the cost has been set, you will be able to generate a quote for the work. To do so,
- Select the documents again
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- Click on Create quote/invoice.
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- Make any needed changes to the configuration
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- Choose a format in the provided pop-up window.
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- Click on OK.
Next, choose access permissions for the client by clicking on the drop-down menu in the Access Column. 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 to attach the quote draft.
Attach
the quote to the project by clicking A pop-up window will appear where you can review the quote information, make changes, and attach it to the project. The following steps must be completed:
- Click on Attach to the left of Quote in the pop-up window.
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- Create the file from the default Wordbee template (Create File) or upload your own template (Upload).
- Then Save and attach the quote
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- 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 To learn more information about completing quote generation for CoDyt projectsabout setting the cost of selected documents, please see the Client costs in Codyt projects page in the Managing Quotes & Invoices section. |
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5: Send the Proposal
Go back to your You will need to view the details for the order by clicking on Orders in the Menu Bar and then clicking on Select for the appropriate one. On the Order Details Tab, click on Send Proposal.
If desired, you may enter a message to send with the This will send the costing information to the client so they can review and accept the proposal. A pop-up window will appear and if desired, you may enter a message to send with the proposal to the client. Click on OK to send finish sending the proposal.
Your message will appear in the Order Details as shown below and the status will now show Proposal.
Step 7: Propose and/or Assign Jobs
You are
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Once the client reviews the quote and accepts the proposal, the status of the order will change to "In Progress". |
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
- Click on the Project Tab when viewing the order.
- Then click on the Jobs Tab.
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- Click on Manage for the desired job to select one or more suppliers.
In this example, there are two different translation and revision tasks (German and French) for the English Source Language. You will need to use the drop-down menu to choose one a target language and then select the suppliers . This will need to be done twice to assign the translation and revision work.for each language pair. The following may also be done in this pop-up window:
- Click on the
to choose a supplier for each job.
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- Enter a deadline
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- for the job.
- Enter the cost for the job.
- Change the status.
If the jobs shown are not correct or more must be added, use the Change Workflow drop-down menu in the bottom left corner of this pop-up window to make changes to the current workflow.
A 
After clicking on 
, a new pop-up window will appear as shown below. Here you can propose the job to a certain supplier, a supplier group, or perform crowd sourcing. Simply click on an option and make your selections.
The pop-up window will show the unit price, language, rating, etc.Additionally, you can click on the Calendar Icon to view their current schedule. A Search Feature is also provided to help in finding a specific supplier. Click Click on Select to choose a supplier or use tick the checkboxes for when choosing a supplier groups and or crowd sourcing.
If the chosen supplier has pricing information, it will automatically be populated in this window. Otherwise, you may click on the field and type a value. Click on the Change Menu to set the status of the job. Jobs that are not started, but have a supplier chosen will result in a proposal being sent to the supplier. If they accept the job, then the status will change to In Progress. Click on Save Changes when finished.
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The Jobs Tab will now show each job, the document, the work, the supplier who was assigned or sent a proposal, the deadline, and the number of segments. The suppliers will receive an email (if notifications were enabled) and can accept the proposal from the email .
They may also log into the client portal (if the feature is enabled on the platform) to view the job proposal and accept it. With this feature the supplier may also conduct the work and submit it.
or by logging into the client portal.
Once a proposal has been accepted by the supplier, the Jobs Tab will appear as shown below.
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Jobs may also be proposed to suppliers from the Work Status Tab when it is a CoDyt Project. |
Step 8: 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.
Once the work has been completed, the status will need to be changed to completed so it can be handed off to any additional suppliers such as a revisor or someone for proofreading. The translator (if using the client portal) will be able to check the translation and change the status. They may either close the job or keep it open for continued communication until the project has been completed.
After a job has been completed, they will still be able to view messages, see the terms & conditions, and rate the job. For more information about the rating feature, please see the Rating Orders & Jobs page.
The project manager will see the following on the Jobs Tab for the project after a job has been completed:
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show "In Progress" for the document in the Current Work Column.
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To learn more about creating, proposing, and assigning jobs to suppliers for CoDyt projects, please see the How to modify the workflow in an existing project page in the Getting Started Guide. |
Step 7: 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:
- Click on the Counts & Cost Tab.
- Click on Client Counts and Cost.
- Tick each item the invoice will be created for.
- Click on Create quote/invoice selected....
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Next, choose Invoice Draft in the Status drop-down menu. If desired, enabled enable the option to make the invoice accessible to the client via the client portal and then choose a format for the invoice. Click on OK when finished.
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You will be redirected to Quotes and Quotes and Invoices on the Counts & Cost Tab. In the example below the access permissions have been changed to "Can View". You can choose to provide no access or even allow the invoice to be edited. Click on Select to view the invoice. 
To finish, you will need to attach you will need to attach the invoice. This can be done by performing the following steps:
Click on Select in the above screen to view the invoice.
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- Click In the pop-up window, click on Attach next to invoice.
- Create the file from your own template (Upload) or the default Wordbee template (Create File).
- Click on Save and Attach.
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After the invoice has been attached, you will see a Download option. Click on Close to exit the invoice pop-up window.
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To learn more about generating invoices for clients or suppliers, please see the Managing Client Quotes & Invoices section underneath Project Management Tasks. |
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8: Finalise
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Translations
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:
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To learn more about finalising translations for a CoDyt project, please see the Finalising Translations page in the Getting Started Guide. |
Step 9: 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 complete the following tasks:
- Scroll down to the Documents Section
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- Click on Copy Files from/to Project.
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- Choose Copy files from project in the provided drop-down menu.
The following pop-up window will appear. Here you can expand each item and check the documents you want to copy from the project to the order. Tick each checkbox to make selections.
You may also change the destination folder for the copied files (if desired). By default the files are copied to the appropriate language folder (English, French, German, etc.). Additional options include changing the file name and disabling the options option for overwriting existing files. Once finished, click on OK to copy the files to the order.
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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 show the finalized documents, as shown below:
Step 10: Mark Work as Done for Client Approval
After the above steps have been completed, the order can be marked as done. This informs the client that the work is completed and allows them to review/approve the finalised documents.
- Click on Work Done for the order on the Order Details Tab.
- In the pop-up window, you have the option to send a message to the client
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- You can also enable/disable email notifications.
- Click on OK when finished.
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Optional: Rate Project
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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.
