After you have Added a New Order Form and finished Entering the Basic Information, you are ready to begin creating and configuring the options that will be provided to clients for selection on the form.
Options can be anything that pertains to an order such as selecting the type of document (i.e. brochure, catalogue, flyer, etc.), the type of work being ordered (i.e. translation, revision, proofreading, etc.), type of product, or any other set of options that pertain to what the client is able to order in regards to services.
Initially, the user options section will appear as shown below:
The purpose of user option configuration is to ensure that when the client fills out the form and submits an order, everything is automated to make this process easier including:
- Word Counting
- Resource Assignment
- Project Creation
- Invoice Creation
- Manager Assignment
- Workflow, etc...
For example, when configured appropriately, the client is able to submit a request for translation, which will arrive on the system where a project and workflow is automatically created. Additionally, uploaded documents are automatically word counted based on chosen profile information and the cost is calculated. This saves a great deal of time for both the client and your staff.
Once an option has been configured, the next option will essentially be a copy of the first. For additonal options, you only need to change certain configuration items such as the workflow, resource group, manager etc.
Getting Started
An option is readily available for configuration and may be used to get started. Once you enter a name for the option, it will appear on the tab currently titled New Option, as shown below:
If you want to add another option, click on Add Option to the right of User Options. Please note that adding a new option will be better after you have completed the configuration for the first, as the first option's configuration will be used to create the next option.
The will create a new tab for the option, which will be titled New Option. You may then enter a name for the option such as Translation + Revision.
Once more than one option has been added to the form, you will also have the ability to change its position and remove it when needed:
Basic Information
The first step for creating a user option is to configure it's basic information. This includes entering a Name, Description, and Help Message.
The Name will appear in the tab within the User Option configuration and is what will be displayed to the client on the form. In the example below, the first user option to be configured on the order form is an option for ordering Translation Services.
After a name has been entered, you have the choice to provide a description of the option to the client. This is optional, but may be helpful to the client in choosing the right option on the form. The Description resides directly below the name of the option on the form and may be marked as HTML code when applicable.
To enter a description, click on the text field to the right of this option and then type the desired text.
The last basic configuration for an option is an optional Help Message. In general, you want to use a shorter message for the description and provide more details within the help message. However, please remember that the help message will only appear if the Show Help in Tooltips option has been enabled within the basic form configuration.
For more information, please see the Entering Basic Information page.
Please note that if you enter a custom description and help message on the option, this information may need to be changed for additional user options created on the form.
For example, the text above may be too much to appear below the option on the form, so instead you might want to enter something basic for the option description such as "Select if you only require translation services." and then the Help Message could contain a more detailed description. Additionally, you may tick the checkbox next to Text above is HTML code if it is applicable.
The Help Message will appear in a tooltip box after clicking on the Question Mark to the right of the option name in the form. It will appear similar to what is shown below:
The following pages have been provided to aid in configuring user options for your new order form:
Order Settings for Managers
The Order Settings for Managers Tab contains settings for situations where the order form is used to place an order on the behalf of the client internally. These options and the provided information will only be seen by the assigned in-house manager.
Received Date
The Received Date is the date in which the order was submitted. It defaults to the current date/time and is not required but visible.
It may be hidden from view or you can make this a required item. When you tick Required, it is automatically visible. Additionally, a Help Message may be added to provide further information upon clicking on the tooltip icon.
Internal Comments
The Internal Comments setting determines whether or not the manager is able to fill in the internal comments. By default, it is visible, but the manager is not required to fill in this information.
It may be hidden from view or you can make this a required item. When you tick Required, it is automatically visible. Additionally, a Help Message may be added to provide further information upon clicking on the tooltip icon.
Manager
The Manager setting may be used to configure what individual will be in charge of handling the orders. This person will show up as the contact person for the order.
It may be hidden from view or you can make this a required item. When you tick Required, it is automatically visible. Additionally, a Help Message may be added to provide further information upon clicking on the tooltip icon.
You have the option to configure a specific manager for handling the order and being listed as the contact person, as shown in the example below. If no one is selected and this information is required, then this selection will need to be made on the order form internally (-?-).
Project Settings
The Project Settings Tab will only be present if you have checked the Create Project Setting for the option on the General Settings Tab. These settings are specifically for configuring the how project fields are preset on the form. Placeholders are provided to make this configuration easier and may be viewed by clicking on Placeholders in the text located above the Project Fields header.
Instructions
To add instructions for the new project , click on the empty text field and type any desired set of instructions or use a Placeholder to automatically preset the field to contain the Order Instructions.
Click on Placeholders at the top of this tab and then copy {{OrderInstructions}}.
Then paste this value into the text field for Instructions.
Internal Comments
The Internal Comments are viewable by the manager when enabled. You my type any desired text in this field to be seen by managers or other permitted users.
Another option is to use a Placeholder to copy the order's internal comments into this field for the project. To do so, click on Placeholders at the top of the Project Settings Tab and then copy the {{OrderIntComments}} placeholder.
Then paste this into the text field for Internal Comments:
Deadline
The Deadline should always be copied from the order form. To do so, tick the checkbox next to Copy from order form deadline.
When enabled, it will have a checkmark with a blue background as shown below. Additionally, you have the option to type or increment/decrement the values below this option to create a set difference in minutes and days from the order deadline.
Reception Date
The Reception Date is the date in which the order was created. This may be copied from the form if desired, but is not a requirement.
To copy this date from the order form, tick the checkbox next to Copy from order reception date. When enabled, the setting will have a checkmark with a blue background, as shown below:
You may also use the additional options to configure a difference in minutes and/or days from the form information by clicking on the increment/decrement arrows or typing and clicking a number value.
Manager
The Manager setting determines whether or not the project manager is the same as the assigned order manager. By default, this option is enabled in the option configuration.
If you do not want them to be the same, untick this option and a drop-down menu will appear for selecting a manager to be the Project Manager.
Then simply choose an individual to be the Project Manager for the created project.
Reference
The Reference field is the same information as found on the order form by the client for the Reference option. This can be automatically filled in by using a placeholder for the value in this project field.
Click on Placeholders at the top of the Project Settings Tab.
Then copy the {{OrderReference}} placeholder, as shown below:
Copy it into the Reference text field:
An additional placeholder is provided for use in any section and is titled {{OrderRequester}}. This may be placed in the Instructions, Internal Comments, or even as part of the Reference information.