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 page provides a general view about of these settings:
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Form Header & URL's
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For a step-by-step configuration guide, go to the following section Enter Basic Form Information |
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:
Header & Description - Displayed at the top of the order form and it may be the name of the client or your company (if the form will be used by all clients). The description is optional and appears as smaller text below the header on the form.
Header Help Text -
OptionallyOptionally, the form renders a help link in the top right of the order form. The text you enter here will be shown in a tooltip when a user clicks the link and it may be marked as HTML code.
Terms and Conditions URL -
ThisThis is the URL where the client can read your companies terms and conditions. If the URL is defined, it will be displayed on the order form with a checkbox and the client must accept the terms and conditions before submitting the order.
Show Help in Tooltips Option -
CustomizedCustomized help texts may be defined for each field to help users completing the form. When enabled, users will see a help icon next to the field, which they may click on to view your help texts.
Log Selected Option -
IfIf ticked, the name of the selected form option is included with the order instructions. This behavior is recommended as both the client as well as the manager can clearly see which form option was chosen.
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.
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Order Options
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Order Options represent
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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.
Each option individually specifies how words are counted, how pre-translation and costing
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are done, and what kind of workflows are created for that specifically defined task.
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.
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For a step-by-step configuration guide, go to the following section Configure the Form User Order Options |
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 includesinclude:
Option Name - Required.
TextThe text will appear as a selection underneath "Type of Work" on the customized form. It should be kept short and precise to avoid confusion
.. It can help your client understand what kind of service will be provided when selected (examples are always a good way to illustrate this).
Description -
AA 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 -
IfIf 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
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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:
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The Settings options may be used to configure basic form information such as the default word count profile, resource group, machine translation system, etc that will be displayed to the client or used for the submitted order form.
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This section of options may be used to configure the initial order status for a submitted order and to configure the settings for automatic project creation upon form submission. The options include:
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The costing options may be used to manage the invoice and cost configuration for the user option when it is selected on the order form. Options include:
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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:
- Reference - Choose whether the client is required or not to provide a reference and configure the field to be visible or non-visible. A help message may be provided if desired.
- Deadline - The deadline of the order is the latest date when work related to the order must be completed. You may set this option to be required or not required on the order form, make it visible to or hidden from the client, and add a help message. Additionally, you may configure:
- Minimum Lead Time - Specify the earliest deadline in terms of hours from "now" that a client can select within the order form.
- Default Hour - By default, the deadline time part is preset to 12 AM, but you can change that to set it a different hour such as 6 AM.
- Configure a Delivery Time - Typically a deadline should match your work hours. For example, you may specify here that a deadline must be between 10am and 6pm.
- Domains - The domains settings may be used to configure the domains that will be displayed to the client and pre-selected on the order form when that specific user option is chosen. These settings may be configured:
- Help Message - Provides additional information to the client when clicking on the tooltip icon
. - Existing Domains - Configure existing domains that will be displayed as selection options to the client on the order form for the user option. Preselected - Configure any domains and/or subdomains that should be automatically selected in the order form.
- Help Message - Provides additional information to the client when clicking on the tooltip icon .
- Languages - Configure the source languages that will be displayed as selection options to the client on the order form for the user option.
- Preselected - Configure any source languages that should be automatically selected in the order 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.
- 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.
Source Languages - The source 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.
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
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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.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.
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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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