Classic Order Form - Standard Projects

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 Standard project from orders submitted via the classic order form, you will need to access the order and add the client to the system. Since these steps are identical for either type of project, they are both covered on this page: Classic Order Form - Orders. 

Then perform the following steps: 

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 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. 

You will be redirected to the Order Details Tab 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 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 in order to be pre-translated. Click on the Documents Tab, make certain the right language folder has been chosen, and then right click on the appropriate source document.

Next, perform these tasks:

1. Click on Translate Yes/No.
2. Click on Mark for online translation. 
3. Click on a radial to choose how the document will be translated (No, Yes, Offline, or Yes, Online).
4. Click on Confirm in the bottom of the pop-up window.
5. Make any needed configuration changes.
6. 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.

Step 3: Count Words

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. 

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 target languages in the drop-down menu and then 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. 

Step 4: Generate a Quote

Click on the Cost Tab and then click on Add New.

Leave the current options selected in the pop-up window and click on Continue.

Choose a pricelist from the drop-down menu and click on Continue.

A preview of the quote will appear. Make any needed changes and then click on OK to save it. Click on Close to exit the pop-up window and return to the Cost Tab. 

Next, click on Select to attach the quote to the project. To attach the quote, you will need to Upload a template or click on Create File to use the default Wordbee template. Then click on Save & Attach to finish. 

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. 

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. 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 click on New Job. 

A job will need to be created for every task that is part of the project (Translation, Revision, etc.) and each language pair (French, German, etc.). The following information will need to be configured for each job: 

• Task
• Source Language
• Target Language
• Deadline
• Any Instructions

Then tick the checkbox for each document that should be included in the job. You can also set dependencies automatically, set access rights for reference materials, and add any internal comments pertaining to the task. Once finished, click on OK in the upper right corner. 

Then click on  to choose a supplier for the job.

Click on Select for an individual supplier or click on another option (supplier groups/crowd sourcing) to propose the job to multiple suppliers at once. 

If the job should be proposed to the chosen supplier(s) automatically, make certain the highlighted option is enabled prior to clicking on OK. 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.

Once the jobs have been created and a supplier has been proposed the job, 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. A job proposal may also be accepted via the email notification they receive. 

The Jobs Tab will appear similar to what is shown below once all jobs have been created, assigned, and proposed to suppliers: 

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, first click the Project Tab when viewing the Order Details and then click on the Cost Tab.  Click on Add New in the upper right corner to create the invoice. 

In the pop-up window, 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 when done. 

Next, change the Status to "Invoice Draft" and click on OK to save the invoice.

 Then click on Close to exit the pop-up window. Next, click on Select for the invoice in the Cost Tab.

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.

After the invoice has been attached, you will see a Download option. Click on Close to exit the invoice pop-up window. The Cost Tab will appear as shown below once an invoice has been created and attached to the project. 

Step 8: Finalise the Project

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 these types of projects. This can be done on the Jobs Tab by:

1. Selecting the job.
2. Clicking on More..
3. 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 is performed with another tool. Either click on Create or Upload in the pop-up window.

Enter a new name if desired and then click OK.

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 down to the Documents Section and click on Copy Files from/to Project.

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 the Order as Done

If all work has been completed, you can now 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 and to enable/disable email notifications. Click on OK when finished.

Optional: Rate Project

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.