Classic Order Form - CoDyt 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 have to be added to the system and a project must be created manually from the submitted order. 

To create a CoDyt 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 choose Create Codyt Project by ticking the radial next to this option.

You have the option to enter a project reference. If nothing is entered, then the system will automatically assign one for the project. 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 profiles, 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.

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 pricelists, 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 Pricelists page.

Click OK once you have finished the configuration. 

Step 2: Copy Files to the Project

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 provided 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. 

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, and so on. Click on the Project Tab to access the project details for the order. 

Step 3: Mark Documents for Translation

The document(s) must be marked for translation. Click on the Documents Tab 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 Next.
4. Make any needed configuration changes.
5. Click OK.

If the document does not need to be translated, you can click on Translate Yes/No and then 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 4: Set Cost and Generate a Quote

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. To complete this step, you will need to do the following:

1. Click on the Counts & Costs Tab. 
2. Click on Client counts and cost.
3. Tick the checkbox for each document to be costed. 
4. Click on Set cost selected...
5. In the pop-up window, mark the appropriate documents.
6. Click on OK to set the cost and close the pop-up window.

Wordbee will perform a word count automatically for CoDyt projects and calculate the cost based on the chosen pricelist. After clicking 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 has been created for the new client, they can log into the system to view the cost and quote information. 

After the cost has been set, you will be able to generate a quote for the work. To do so,

1. Select the documents again. 
2. Click on Create quote/invoice. 
3. Make any needed changes to the configuration. 
4. Choose a format in the provided pop-up window. 
5. Click on OK.

Next, choose access permissions for the client by clicking on the drop-down menu in the Access Column. 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 to attach the quote draft.

A pop-up window will appear where you can review the quote information, make changes, and attach it to the project. The following steps must be completed:

1. Click on Attach to the left of Quote in the pop-up window. 
2. Create the file from the default Wordbee template (Create File) or upload your own template (Upload). 
3. Then Save and attach the quote.
4. 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. 

Step 5: Send the Proposal

You will need to view the details for the order by clicking on Orders and then clicking on Select for the appropriate one. On the Order Details Tab, click on Send Proposal.

This will send the costing information to the client so they can review and accept the proposal. A pop-up window will appear and if desired, you may enter a message to send with the proposal to the client. Click on OK to finish sending the proposal.

Your message will appear in the Order Details as shown below and the status will now show Proposal.

Step 6: Propose and/or Assign Jobs

You are now ready to send job proposals to suppliers for the project tasks. To do this,

1. Click on the Project Tab when viewing the order. 
2. Then click on the Jobs Tab. 
3. Click on Manage for the desired job to select one or more suppliers.

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 a target language and then select the suppliers for each language pair. The following may also be done in this pop-up window: 

1. Click on the  to choose a supplier for each job.
2. Enter a deadline for the job.
3. Enter the cost for the job.
4. Change the status. 

 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 to make changes to the current workflow. 

After clicking on , 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. Click on Select to choose a supplier or tick the checkboxes when choosing a supplier groups or crowd sourcing. 

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 or by logging into the client portal.

Once a proposal has been accepted by the supplier, the Jobs Tab will show "In Progress" for the document in the Current Work Column.

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 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 each 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, enable 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. 

To finish, you will need to attach the invoice. This can be done by performing the following steps: 

1. Click on Select in the above screen to view the invoice. 

2. In the pop-up window, click on Attach next to invoice.
3. Create the file from your own template (Upload) or the default Wordbee template (Create File). 
4. 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. 

Step 8: Finalise Translations

Next, it is time to finalise the project. When viewing the order details, you will need to click on the Projects Tab and then the Status Tab.

This tab displays the work status of the project and is used to finalise translations after all work has been completed.

To finalise the translation, click on Finalise Now and then click on Confirm in the pop-up window. 

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 complete the following tasks:

1. Scroll down to the Documents Section. 
2. Click on Copy Files from/to Project.
3. Choose 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 option 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 Work as Done for Client Approval

After the above steps have been completed, the order can be marked as done. This informs the client that the work is completed and allows them to review/approve the finalised documents. 

1. Click on Work Done for the order on the Order Details Tab.
2. In the pop-up window, you have the option to send a message to the client.
3. You can also enable/disable email notifications. 
4. 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.