Classic Order Form - Orders

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. 

To create a project from orders submitted via the classic order form, you will need to perform the following steps: 

Access & View the Order

An order entered via the classic order form will automatically arrive on the platform and be viewable by the project manager when logged in. The status for a new order will be set to "Request" by default. Orders may be viewed on the Dashboard when viewing the Home Page.

They may also be viewed by clicking on Orders in the Menu Bar. When an order has been submitted via the classic order form, you will see the name of the company , contact name, date received, entered deadline, and status.

The project column will be empty as a project cannot be created until the client is either entered into the system or the order is attached to an existing client. A Green Question Mark in the name column indicates that the client does not exist in the system. In the example below, a new client called Computer Science Professionals has submitted an order from the website. 

To view the order, you will need to click on Select to the right of the appropriate one. This can be done from either the Recent Orders Section of the Home Page or from the Orders Screen. This will direct you to the Order Details Tab for the selected order, as shown below: 

The Order Details Tab is broken down into the following sections: 

• 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. This is because there is pricelist or project in the system for the order.
  
  
• 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. 
  
  
• Documents - Shows all documents the new client submitted as part of the order. 

Before a project can be created in the system, you will need to perform a couple of tasks. First, the order must either be assigned to an existing client or the new client must be added to the system. In most cases, the client will need to be added. The steps for doing so are shown in the next section. 

Add the Client to the System

When viewing the details for the order (shown above), information will be provided to show that the client is not registered in the system. They need to be added and assigned to the order before creating a project in the system. You will see that the order has been submitted via the public request form (i.e. classic order form) and the contact has not been registered in the system. 

A client must be assigned to the order; however, in most cases this will be a new client that must be added first. To add them to the system, first click on Edit at the top right of the Order Details Tab. 

Then click on Create New Client to add them to Wordbee Translator. 

You will be redirected to the Clients Tab and can enter or change any needed information. Once finished, click on Save to add them to the system. This will allow you assign them to the order and create a project for in the system. 

Next, click on Select next to Assign Client. 

Then choose the new client from the pop-up window by clicking on Choose. This will assign them to the order. 

The client will be assigned to the order and you have the option of also adding a contact to the order. When finished, click on Save.

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. Tick the radial next to the appropriate project type.

Standard Projects

Make certain Standard has been selected. 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 tasks for new projects in the system including compatible resources, workflow, pricing, word count settings, document format profile, 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,...). For orders being submitted through the classic form, you typically will not have a pricelist defined for the prospective client.

Instead, it is recommended to create a standard pricelist that can be used to get the project in the system. Later, you will be able to change this information as needed. Click on the drop-down menu for the Pricelist option and either choose an existing pricelist or click on one of the following: 

• 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 pricelist, 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 Lists 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 project being created. Click OK once you have finished the configuration. 

CoDyt Projects

When creating a CoDyt Project for an order, the steps are essentially the same as with a Standard Project. However, you will not need to configure the tasks and files are added to the project in a different manner.

As shown above, you can enter a project reference, choose a project template, and will need to configure a pricelist. The steps are the same whether you have chosen standard or codyt in the pop-up window. Click OK when finished. 

You will be returned to the Order Details Tab. Scroll down to the Documents Section and click on Copy files from/to project.

Then choose Copy files to project within the 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.

For example, the client might have attached reference documents that need to go into the reference materials folder rather than the source folder or attached files may need to be placed in a target folder. This process can be completed more than once to ensure that the files reach the appropriate project folder.

Just choose the files underneath Files to Copy and then choose the appropriate folder in the Copy to Project Folder drop-down menu. In the example below, only one document is being copied and needs to be placed in the Source folder for translation and revision. 

An option is also provided to place documents in a subdirectory of the chosen project folder. However, if the client has just been added to the system, there will most likely be no subdirectories available.

These can be created when viewing the documents for an existing client in the system and used later for copying documents to a project. To learn more about managing your document folders, please see the Client Documents page. 

You can also choose to replace existing files or to not overwrite them. This option is checked by default and recommended to be enabled for any new order submitted through the classic order form. Click OK to finish copying the files to the new CoDyt project.

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 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 the Project Tab to access the project details for the order. 

The Project Details Tab will appear as shown below: 

Mark Documents for Translation

Click on the Documents Tab and then right click on the appropriate source document. Then choose Translate Yes/No and Mark for online translation. 

Then click on Next in the pop-up window. Make any needed configuration changes and click on OK to finish.

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. The following will show how to do so for a CoDyt project. Click on the Counts & Costs Tab and then Client counts and cost.

Next, tick the checkbox for the documents you want to cost and then click on Set cost selected... Wordbee will perform a word count automatically for CoDyt projects and calculate the cost based on the chosen pricelist. 

Mark the documents in the provided pop-up window that you want to cost and then click on OK. You will be returned to the Counts & Costs Tab where the cost of each document will now be displayed.

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, choose access permissions for the client by clicking on the drop-down menu. 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 the quote draft. 

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. 

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. 

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: 

1. Click on the Counts & Cost Tab.
2. Click on Client Counts and Cost.
3. Tick item the invoice will be created for. 
4. 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: 

1. Click on Attach.
2. Create the file from your own or the default Wordbee template. 
3. Click on Save and Attach.

Managing Quotes & Invoices

After the invoice has been attached, you will see a Download option. Click on Close to exit the invoice pop-up window. 

Finalize the Project

Copy Project Documents to Order

Rate Project & Suppliers