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, workflow, including 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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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. Click on the Project Tab to access the project details for the order.
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The document(s) must be marked for translation in order the them to be pre-translated. Click on the Documents Tab and then right click on the appropriate source document.Next Next, perform these tasks:
- Click on Translate Yes/No.
- Click on Mark for online translation.
- Click on Next.
- Make any needed configuration changes.
- Click OK.
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For more information about marking documents for translation, please see the Upload Your Documentsyour documents page for CoDyt projects in the Getting Started Guide. |
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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 log into the system to view the cost and quote information by logging in.
After the cost has been set, you will be able to generate a quote for the work. To do so so,
- Select the documents again.
- Click on Create quote/invoice.
- Make any needed changes to the configuration.
- Choose a format in the provided pop-up window.
- Click on OK.
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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 to create attach the quote draft for the project.
A popup 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:
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To learn more about setting the cost of selected documents, please see the Creating Client Quotescosts in Codyt projects page in the Managing Quotes & Invoices section. |
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You will need to view the details for the order by clicking on Orders and then clicking on Select for the appropriate one. On the Order Details Tab, click on Send Proposal.
This will send the costing information to the client so they can review and accept the proposal.A A pop-up window will appear . If and if desired, you may enter a message in the pop-up window to send with the proposal to the client. Click on OK to finish sending the proposal.
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Your message will appear in the Order Details as shown below and the status will now show Proposal.
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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
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- Click on the Project Tab when viewing the order.
- Then click on the Jobs Tab.
- Click on Manage for the desired job to select one or more suppliers.
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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 for each language pair. The following may also be done in this pop-up window:
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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.
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. 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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To learn more about creating, proposing, and assigning jobs to suppliers for CoDyt projects, please see the Create Jobs for the Project How to modify the workflow in an existing project page in the Getting Started Guide. |
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To finish, you will need to attach the invoice to the project. This can be done by performing the following steps:
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To learn more about generating invoices for clients or suppliers, please see the Client Quotes & Invoices section underneath Project Management Tasks. |
Step 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 pop-up window.
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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
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The Documents Section on the Order Details Tab will now show the finalized documents, as shown below:
After this step has
Step 10: Mark Work as Done for Client Approval
After the above steps have been completed, you can mark the order as done: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.
- You can also enable/disable email notifications.
- Click on OK when finished.
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