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 and a project must be created manually from the submitted order.
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Then perform the following steps:
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Step 1: Create a Project for the Order
Now that the client has been added to the system and assigned to the order, you will be able to create a project, enter pricing information, calculate costs, and propose jobs to suppliers. To begin, the first task will be creating a project in the system for the order. Click on Attach to project... on the Order Details Tab.
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 Standard has been selectednew project. Make certain that create Standard project has been chosen in the pop-up window.
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 in the system, a project template will most likely not be available. Project templates can be used to streamline several Project templates can be used to streamline several tasks for new projects in the system 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.
Additionally, you can configure what tasks will be completed for the project (i.e. translation, revision, proofreading, etc.). Tick each applicable checkbox in the pop-up window to configure this information for the new project. For this example, there are no project templates and only translation + revision will be performed.
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,...)/language pair. For orders being submitted through the classic form, you typically will not have a pricelist defined for the prospective client.
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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 a default standard pricelist or another standard pricelist you have created in the systemfor the required tasks or document types. Click on the appropriate selection to continue. To learn more about creating pricelists, please see the Client Price ListsPricelists page.
After a pricelist has been chosen, you will see an additional option titled "Documents to translate". By default this option is checked (recommended). This informs the system to copy every file attached by the client through the classic order form to the standard project being created. Click OK once you have finished the configuration.
You will be redirected to the Order Details Tab. It is now possible to click on the Cost and Project Tabs for the order:
If the order is viewed again by clicking on Orders in the Menu Bar, you will now see an Icon underneath the Project Column to show that a project exists for the order.
Complete the Project Configuration
Now that the project will now see an Icon underneath the Project Column to show that a project exists for the order.
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 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 2: Mark Documents for Translation
The document(s) must be marked for translation. Click on the Documents Tab and then right , make certain the right language folder has been chosen, 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 a radial to choose how the document will be translated (No, Yes, Offline, or Yes, Online).
- Click on Confirm in the bottom of the pop-up window.
- Make any needed configuration changes
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For more information about marking documents for translation, please see the Upload Document(s) page in the Getting Started Guide. |
Count Words & Set Cost
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.
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To learn how to perform a Word Count for standard projects, please see the Count Words page in the Getting Started Section. |
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 for the client, they can view the cost and quote information by logging in.
Generate a Quote
For CoDyt projects, select the documents again and click on Create quote/invoice. Make any needed changes to the configuration and choose a format in the provided pop-up window. Then click on OK.
Next, attach the quote to the project by clicking on Attach to the left of Quote in the pop-up window. Create the file from the default Wordbee template or upload your own template. Then Save and attach the quote.
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 more information about completing quote generation for CoDyt & Standard projects, please see the Client Quotes & Invoices section. |
Send the Proposal
Go back to your order by clicking on Orders in the Menu Bar and then clicking on Select. On the Order Details Tab, click on Send Proposal.
If desired, you may enter a message to send with the proposal to the client. Click on OK to send the proposal.
Your message will appear in the Order Details as shown below and the status will now show Proposal.
Propose and/or Assign Jobs
You are now ready to send job proposals to suppliers for the project tasks. To do this, click on the Project Tab when viewing the order. Then click on the Jobs Tab. To select a suppliers, click on Manage for the desired job.
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 and then select the suppliers. This will need to be done twice to assign the translation and revision work.
Click on the to choose a supplier for each job. You may also set a deadline, enter a cost and change the status of the job from this screen. The option for email notification is enabled by default. 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.
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 on Select to choose a supplier.
For supplier groups, tick the appropriate checkbox and then click on Select in the pop-up window.
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.
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.
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. |
Complete Jobs for the Project
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:
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 item the invoice will be created for.
- Click on Create quote/invoice selected....
Next, choose Invoice Draft in the Status drop-down menu. If desired, enabled 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.
You will be redirected to 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 the invoice. Perform the following:
- Click on Attach.
- Create the file from your own or the default Wordbee template.
- Click on Save and Attach.
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 Quotes & Invoices section. |
Finalise the Project
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:
- Click on Confirm again.
If the document does not need to be translated online or should not be translated at all, you can click on Translate Yes/No and then Mark for offline translation or 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 document(s) page for Standard projects in the Getting Started Guide. |
Step 3: Count Words
Next, you will need to complete a word count for documents so that the costing is correct and a quote can be generated for the project. This information is necessary to properly calculate the cost based on the number of words and the pricelist information.
For a standard project, this is done by clicking on the Word Count Tab and then clicking on Count Words. If there is more than one target language, you will need to choose each target language in the drop-down menu and perform this step for each one.
Choose a Word Count Profile or manually configure the options within the pop-up window. Then click on OK to finish the configuration.
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To learn more about Word Count Profiles, please see the Create a Word Count Profile page. |
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To learn more about performing a Word Count for Standard projects, please see the Count Words page in the Getting Started Section. |
Step 4: Create a Quote
Next, you will need to generate and attach a quote. Click on the Cost Tab and then click on Add New.
Complete the following steps:
- In the pop-up window, leave the current options selected and click on Continue.
- Choose a pricelist from the drop-down menu and click on Continue.
- In the preview window, make any needed changes.
- Click on OK to save the quote draft.
- Click on Close to exit the preview window and return to the Cost Tab.
Next, you will need to attach the quote. To do this, click on Select to choose the quote draft on the Cost Tab. Then complete the following steps:
- Click on Attach next to Quote in the pop-up window.
- Upload a template or click on Create File to use the default Wordbee template.
- Then click on Save & Attach to finish.
- 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 more information about completing quote generation for Standard projects, please see the Client Quotes & Invoices section. |
Step 5: Send the Proposal
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 for the client, they can view the cost and quote information by logging in.
On the Order Details Tab, click on Send Proposal. If desired, you may enter a message to send with the proposal to the client in the pop-up window. Click on OK to send the proposal.
Your message will appear in the Order Details as shown below and the status will now show Proposal.
Step 6: Create & Assign Jobs
You are now ready to create jobs for the project and send job proposals to suppliers. To do this, click on the Project Tab when viewing the order. Then click on the Jobs Tab and New Job.
A job will need to be created for every task that is part of the project (Translation, Revision, etc.). To complete job creation, perform the following tasks:
- Choose a task from the drop-down menu.
- Configure the source language.
- Configure target languages. Use the drop-down menu or click on Select Multiple Languages to choose more than one target language.
- Enter a deadline for the job.
- Add any required instructions.
- Tick the checkbox next to each document included as part of the job.
- Choose an option for dependencies (None or Set Automatically).
- Configure an option for viewing of reference materials for workers.
- Enter any internal comments
- Then click on OK to finish.
Note: All other information for the job is optional. If no reference number is entered, the system will automatically generate one for the job.
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To learn more about creating jobs for Standard projects, please see the Create and Assign Jobs page in the Getting Started Guide. |
Next, a supplier will need to be chosen for the job and sent a proposal. To do so, click on 
to choose a supplier for the job. Jobs may be assigned to an individual supplier, proposed to a supplier group, or even crowd sourced. in the provided pop-up window, you will need to:
- Click on an option for assignment: Specific Supplier, Supplier Group, or Crowd Sourcing.
- For individual suppliers, click on Select for the appropriate one to assign them to the job.
- For supplier groups or crowd source, tick the checkbox for the desired group.
Once a supplier has been chosen, another option must be enabled for them to receive a proposal via email. Make certain Email proposals for Translation jobs newly assigned above has been enabled prior to clicking on OK. If this option is disabled, then suppliers assigned to translation jobs will not receive the proposal via email.
You can also enter a message for the supplier. Proposals can be sent later if needed by viewing the job and clicking on Send Proposal.
After clicking on OK, the New Job Tab will show the job with a status of Proposal. The supplier can then accept the proposal via email or through the client portal if the feature is enabled and a login has been provided.
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These steps will need to be performed for each task that must be completed for the project. For example, jobs may need to be created for translation and revision. |
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For more information about creating jobs for standard projects, please see the Create and Assign Jobs 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, you will need to:
- Click the Project Tab when viewing the Order Details.
- Click on the Cost Tab.
- Click on Add New in the upper right corner to create the invoice.
- A pop-up window will appear.
- Leave the current option selected and then click on Continue.
- Choose a pricelist for calculating the cost of the project. By default, the cost will include all target languages.
- If one should be removed, tick the checkbox for Select languages to cost and then remove the checkmark for the language.
- Click on Continue to close the pop-up window.
A new pop-up window will appear for reviewing the invoice details and finishing invoice generation.
- Change the Status to "Invoice Draft".
- Add an Invoice Number, Date, and Effective Data if desired.
- Then click on OK to save the invoice.
- Next, click on Close to exit the pop-up window.
You will now see the invoice draft on the Cost Tab. Here you can change the access for the client by clicking on the drop-down menu underneath the Access Column: No Access, Can View, Can Edit. The invoice will need to be attached to the project. To do so, click on Select for the invoice.
A new pop-up window will appear and here you will need to attach the invoice. Perform the following steps to complete this process:
- Click on Attach next to Invoice.
- Click on Upload to use your own template for the file (or)
- Click on Create File to use the default Wordbee template.
- Click on Save and Attach. After the invoice has been attached, you will see a Download option.
- Click on Close to exit the pop-up window.
- The Cost Tab will appear as shown below once an invoice has been created and attached.
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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 Translations
Before you will be able to finalise the project, you will need to manually mark the jobs as completed since this process is not automated for Standard projects. This can be done on the Jobs Tab by:
- Selecting the job.
- Clicking on More..
- Choosing the Completed status.
Now you are ready to finalise the project. When viewing the order details, you will need to click on the Projects Tab and then the Work & Delivery Tab. These steps will need to be performed for each translation that was part of the project. To choose a different translation, use the drop-down menu above the Print Button. Click on Finalise to complete this step.
You can create the document from translated segments when using the CAT Editor or may upload the translated document when the work has been performed with another tool. Either click on Create or Upload in the pop-up window.
Another pop-up window will appear where you can optionally enter a new name for the document. Click on OK to finish.
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To learn more about finalising Standard projects, 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 steps:
- Scroll down to the Documents Section
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- Click on Copy Files from/to Project.
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- Click on 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 for overwriting existing files. Once finished, click on OK to copy the files to the order.
The Documents Section on the Order Details Tab will now show the finalized documents, as shown below:
Step 10: Mark
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Work as Done
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for Client Approval
After the documents have been copied, you will be able to mark the order as done:
- Click on Work Done for the order on the Order Details Tab.
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- 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.
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.
The Order Details Tab will look similar to what is shown below once ratings have been added:
The completed project will appear as shown below:
