Configuring User Options

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.

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 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

The Order Settings Tab contains settings that pertain to the services/tasks the client is ordering in direct reference to this specific user option. This sections explains how to configure each option for the order when a client selects the option. 

Reference 

The Reference setting determines whether or not a client is able to enter a reference number or name for the order on the form. By default, this setting is set to required and made visible on the form. You may untick this option if it is not a requirement and leave it visible as an entry option or simply untick both and it will not be visible to the client nor required. <need to verify> <cannot change on my end>

Additionally, text may be added to help the client know what this field is on the form, such as "Enter a Reference Number or Name for the Order".

Deadline

The Deadline settings may be used to configure whether or not a deadline is required, visible to the client on the form, and for configuring a minimum lead time, default hour, and default delivery time. By default, a deadline is not required to sumbit the order, but is a visible item on the order form with a minimum lead time of 4 hours.

The Deadline may be a required entry, not required and visible to the client as optional, or simply hidden from the client altogether. To configure these selections, tick the checkbox next to each desired setting. Enabled settings will have a checkmark and blue background.

You may also enter a help message if desired to appear when the client clicks on the Tool Tip  icon next to the option on the form. In this example, the deadline is required and visible.

Next, the default Mininum Lead Time is set to 4 hours; however, this may also be changed in the configuration. For example, you might want to configure a larger completion window for the order such as 24 hours. To do so, click on the field and type the number 24 or use the increment/decrement arrows to alter the value by 1.

You may also configure a Default Hour and Delivery Time for the order if desired. For example, if a request or order is submitted at 7:00 PM (after hours), it might be good to set the Default Hour to 8:00 AM for the next day. 

To do this click on the Clock Icon and choose the appropriate time. 

The Delivery Time is typically the hours your office is option. For example, if you operate between 8:00 AM and 4:00 PM, then these are the times to enter in this setting. As with the Default Hour setting, click on the Clock Icon for each to set the appropriate time.

Domains

Next, you are able to configure the Domains that apply when the client chooses this option. This section must only be configured and visible if it is relevent. By default, the Domains are viewable on the form, but not required.

For example, if your company organizes resources by domain, then this section should be configured. However, if resources are organized by client, then it is not necessary and may be set to not visible and skipped.

If you do not organize resources by domain, you may untick the Visible option and this section will not appear on the form. 

Additionally, if Domains are used to organize resources, you may also tick the Required setting to ensure that the client chooses the appropriate domain(s) and/or subdomain(s) for the order. A Help Message may also be added to provide the client with additional information about this selection on the order form.

If Domains are used, you may also configure specific domains to appear for selection when the client when completing the order form. This can be done by using the drop-down menu for the Existing Domains setting. Click on each checkbox to make one or more selections.

If Domains are used, you may also configure certain domains to be automatically selected for the client when completing the order form. This can be done by using the drop-down menu for the Preselected setting. Click on each checkbox to make one or more selections.

Source and Target Languages

A section is provided for configuring both Source and Target Languages on the form. For simplicity, the following screenshots will show the process for Source Language configuration as the steps are the same for configuring the Target Languages.

If this information is not required, but you want to give the client the option to still make selections, untick Required and leave Visible ticked. You may also untick both and the client will not see this information when completing the form. You may also enter a custom help message to provide additional information to the client. 

By default, source and target languages are required to submit the form and are visible to the client. If you do not configure any languages, the client will be presented with a list of every available language in the system. This portion of the configuration allows you to only select the source and target languages that pertain to the client completing the form and cuts down on entry time as well. 

To choose a specific language or set of languages for the source and target languages, click on the Language drop-down menu. Then tick the checkbox next to each applicable language in the list: 

You may also do the same to preselect languages for automatic selection in the form. The Preselected setting is helpful when the client always requests the same source and target languages for orders and will preven errors when submitting an order.

For example, if the client always requests that files consisting of English as the source language are translated, then this language could automatically be selected in the option configuration.

Uploading Files & Reference Materials

As part of the order details for the user option, you also have the ability to configure whether or not Uploading Files is required. By default, this option is required and viewable on the form. 

If it is required, then visible will be checked automatically. You may also enter a help message and mark the text as HTML code if needed.

If you want to make it a viewable but not a requirement or to hide it from view, click on the checkbox next to either option to enable or disable it. 

Additionally, you may require or give the option of Uploading Reference Material to the client. By default this information is not required or visible to the client on the order form when the option is chosen. To make it visible or required, tick the checkbox next to the appropriate option and add a help message and mark the text as HTML code if desired. 

Instructions

Finally, an optional field is provided to the client to provide instructions about the order on the form. This field is visible to the client, but not required by default. You may make it a requirement or simply hide it from view by ticking the checkbox next to the appropriate options.

If you tick Required, then Visible will be automatically checked. You may also enter a custom help message to provide more details to the client. 

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: