An order may be submitted via your website by using the classic order form or through the client portal with the the new order form. The New Order Form can be used to submit do the following
- Submit orders internally for clients who are already in the system.
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- For clients to submit orders through the client portal.
This order form (when not configured) for automation will require a few manual steps; however, it can be configured to automate the entire ordering process from submission, to project setup, and work delivery. To learn more about configuring the new order form for a client, please see the New Order Form section underneath Administration.
Before an order can be submitted via the new order form, you will need to complete a form configuration and save it either for a specific client, certain project types, or even by domain. This form automates all the work required to complete an order including:
- Order Submission
- Project Creation
- Word Counting
- Cost Calculation
- Invoicing
- Job Creation & Assignment
Once the new order form has been configured, the client can log into the client portal and submit orders as needed. The order can be accessed in the system after it is submitted.
After accessing it, the following pages can be used to see what other steps are necessary to complete the order depending on type of project (Standard or CoDyt) and the form configuration.
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Accessing Orders
To access orders submitted with this form, you will need to click on Orders in the Order Menu and then click on Select next to the order you want to view.
You will be redirected to the Order Details Tab for the order.
This page is broken down into the following sections:
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Order status
Shows the status, message, cost, project and contact information. However, since this order was submitted via your website by a new client, there is no information to display and the cost/project must be configured manually. Note that when clicking on the 'Status' itself, both the client and project manager can see the history of the order to know when the order was set to 'In progress' by the project manager but also to see when the deadline has been adjusted by the project manager (if the client deadline could not be met).
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You can enter a message each time you do manual changes in the order status. Additionally, you can decide to notify or not these updates to users who are involved in the request (or who are subscribed to this type of event).
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General details
Shows the order information including the client, entered reference number, deadline, date received, and language/task information. Since the client is not registered in the system, you will see a message like the one above. Here you can assign the order to an existing client or add them to the system for project creation.
Document library
Shows all documents the new client submitted as part of the order.
How to manage orders and projects created via the new order form
With the New Order Form, the client is already in the system. Depending on how the new order form is set up, you may have to create a project or simply review the details of an project created directly by the system based on your desired presets.
In the example above, the project is automatically created, a cost is already present, and the order has been attached to the project. The new order form can be a great time saver when your clients regularly submit orders in the system or to your company.
Your next step will be to become the manager of the request and eventually run all activities at project level (dispatching jobs, contacting vendors, etc.)
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