New Order Form - CoDyt Projects

When you configure the new order form (see here), you can set it up to be fully automated where the following occurs without intervention: 

1. Project Creation
2. Copying of Documents to Project
3. Marking Documents for Translation
4. Word Counting & Cost Calculation
5. Job Creation and Assignment
6. Invoice Creation

A Codyt Project can be set up to be fully automated when using the new order form; however, if you have set it up differently, a few tasks might need to be done manually. The following sections provide insight on what steps are required when managing orders in both ways: 

Fully Automated Orders

The new order form saves a lot of time, because you get to configure everything upfront so that when the form is submitted, it is already taken care of in the system. When an order is submitted in this way for CoDyt Project and has been configured for full automation, it will appear as shown below: 

As you can see from the image above, the status for this order is "Request"; however, you can configure the new order form to set the status for the order and the created project to be different. A cost is already present and the project has been created.

If the status is "Request", you will need to click on Send Proposal to send the cost information, etc. to the client. 

Step 1: Review Costing and Project Information

If you click on the Cost Tab, you will see that an invoice draft has already been created and this is why the cost already appears in the order. The new order form can be set up to use a Word Count Profile, specified Pricelist, etc. to automatically obtain a word count, calculate the cost, and generate an invoice for the order. 

Next, if you click on the Project Tab, you will see that a project has already been created for the order and it's status is set to "In Progress". If it is fully automated, the the following will already be done for the project as well: 

1. Documents will be marked for translation.
2. Costing and Invoice creation are done.
3. Jobs will have been already created in the system. 

Note: Jobs can be created or even configured to be automatically proposed or assigned via the new order form. If the Jobs are just created, you will need to assign them to a supplier manually and manage the actual workflow of the project. However, as mentioned, this could be automated as well through the form. 

Step 2: Propose or Assign Jobs

To propose/assign jobs to suppliers, click on the Jobs Tab and then click on Manage for a job. In this example only one job is present for translating the document. 

A pop-up window will appear. Click on the  icon to choose a supplier for the job or to propose the job to a group of suppliers. Another pop-up window will appear where you can click on Select to choose an individual supplier or click on Supplier Groups/Crowd Sourcing to propose the job to more than one supplier. 

Once this is done, you will be returned to the Manage Documents & Languages pop-up window where you can enter a deadline, cost information for the job, and change the status. Click on Save Changes to finish.

Step 3: Finalise the Translations

For fully automated CoDyt project orders, the most of the work is done for you! After the job has been accepted by the supplier and the work has been completed for the project, all you need to do is finalize the translations.

This is done from the Work Status Tab when viewing the project. In the Finalise Translations section you will see each translation that needs to be finalised in the system for the project. To finalise a translation, click on Finalise Now and then click on Confirm in the pop-up window.

Step 5: Copy Files from Project

After the completed translations have been finalised, the finished documents must then be copied from the project to the order. To do so, complete these steps:

1. Click on Orders.
2. Click on Select for the order.  
3. Then scroll down to the Documents section of the Order Details Tab. 
4. Click on Copy files from/to project.
5. Click on Copy files from project in the drop-down menu.

Choose the files you would like to copy from the project by ticking the checkbox next to each file name. You may also configure the destination folder, change the file name, and disable the option for overwriting existing files. Once finished, click on OK.

Folders for each language will be added in the documents section and you will be able to see each file that was copied from the project. Once this step is completed, you will be able to mark the work as done so the client can review the work and approve it. 

Manual Orders

When minimal automation is configured for a CoDyt project in the new order form, the steps are quite similar to what you would need to do when an order is submitted through the classic order form for a new client. 

Since the client is already in the system, you will need to complete the following tasks To manually manage an order where automation has not been configured in the new order form: 

Step 1: Mark Documents for Translation

Step 2: Set Cost & Create Quote

Step 3: Send Proposal

Step 4: Create and Assign Jobs

Step 5: Create an Invoice

Step 6: Finalise Translations

Step 7: Copy Files from Project