Creating order templates for vendors

Create order templates so that vendor users are able to receive work based on a predetermined cost.

Before you begin

Make sure that you created vendors and that you added users to vendor accounts. You can define the pricing models for your vendors before creating the order template or during the creation of order templates.

About this task

This task applies to all service types available for the configuration of vendor order templates, except the Engineering service type. If you want to create a vendor order template for the Engineering service type, use these instructions. RWS recommends that you create vendor order templates for the Engineering service type separately from the other service types. The Engineering service type requires only the configuration of the following additional project costs: Hourly and Per page. Since the Engineering service type applies at source-language level, the vendor order template can include only additional project costs instead of target-language costs.

Where does the vendor order template come into place when we consider the entire localization flow? Let's consider, the following end-to-end localization scenario:

  1. Administrators (located in the Root folder) create a vendor in their account (by specifying a valid user email where the invitation is sent to the vendor key contact). The location where the vendor is invited to join is the Vendors folder in the account hierarchy. A Vendor Project Manager group is created automatically for each vendor.
  2. Vendors accept the invitation.
  3. Administrators add vendor users to the Vendors folder. After being added to the folder, each vendor user is sent an invitation to join.
  4. Vendor users accept the invitation to join.
  5. Administrators create a vendor order template:
    1. Select a service type. Let's say that you choose Translation.
    2. Select the language pairs. Let's say you choose the en-US - fr-FR language pair.
    3. Create and save a pricing model for that vendor and for the selected language pairs.
    4. Under Managers, specify the vendor users or the Vendor Project Manager group (users must be members of the Vendor Project Manager group) which can perform the Vendor Quote Review task.
    5. Under Assignees, specify the vendor users who can perform the tasks which correspond to the service type selected above (step 5a). Depending on the selected service type, the users can be assigned to perform one of the following tasks: Translation, Linguistic Review, DTP, Implement Customer Review, Engineering.
  6. The project file reaches the Translation phase of the project, for en-US to fr-FR. A Vendor Quote Review task is created and assigned to your vendor user (step 5d above) who can review and add costs to the translation. The vendor user accepts and completes this task.
  7. The administrator, lead project manager or project manager receives a Vendor Quote Approval task. The administrator, lead project manager or project manager accepts and completes this task.
  8. The Translation task is automatically created for your vendor user (step 5e). The vendor user accepts and completes this task.

As can be seen, the configuration of a vendor order template is an important step (step 5 in the above example) in the localization flow.

You can configure order templates with the same source and target language. When this order template is included in a project which has the same source and target language, the project is automatically marked as a restricted project.

Procedure

  1. Log in to Trados Enterprise (by accessing this link: http://languagecloud.sdl.com/lc).
  2. Go to the Vendors view.
  3. Select the vendor name.
  4. Select the Order Templates tab, and then select New Order Template.
  5. Enter a name and a description for your order template.
  6. In the Service Type list, specify the service or task you want the vendor to handle (Translation, Linguistic Review, Implement Customer Review, DTP, Vendor Project Management). The service types are the actual tasks that can be assigned to vendor users. Vendor Project Management refers to the Vendor Quote Review task.
  7. Under Vendor Quote Generation Behavior, select an option to control when the system creates the Vendor Quote Generation task. The number of vendor quotes you can view and the time when these vendor quotes are generated depends on the strategy specified in the vendor order template. The bullet points below explain what each strategy does in standard use cases. For more information about the strategies that can be specified as part of a vendor order template, consult this topic.
    • Final Quote after batch is completed (default)

      For a standard workflow which includes the Project Planning task and which is included in a project that has 1 batch of files, after the Project Planning task is completed, the system generates the following vendor tasks: Vendor Quote Generation, Vendor Quote Review, and Vendor Quote Approval. The system generates Vendor Quote Generation and Vendor Quote Review for all files and tasks assigned to a VOT. One vendor quote is available in the system.

      Select this option if you are certain that all the files/tasks assigned to a vendor will remain with that vendor and no reassignment is needed. After the workflow reaches its end, the vendor quote is adjusted if there have been cancelled files. If you add a 2nd batch of files, the vendor tasks are generated again by the system, a second vendor quote is available.

    • Per file quote

      Select this option if you want to have the vendor quote generated per file exactly at the moment when the file reaches the assigned vendor.

      For example, if a Translation task consisting of 1 file/1 target language is assigned to a vendor, the vendor quote will be generated only when the file reaches the Translation task in the workflow. The system will generate one Vendor Quote Generation task, one Vendor Quote Review task, and one Vendor Quote Approval task. One vendor quote is available in the system.

      A second example is where a Translation task consisting of 2 files/2 target language is assigned to a vendor. The vendor quotes will be generated for each target file when each file reaches the Translation task in the workflow. In other words, the system will generate 4 Vendor Quote Generation tasks, 4 Vendor Quote Review tasks, and 4 Vendor Quote Approval tasks. Four vendor quotes are available in the system, one per file.

    • Waiting for all files

      Select this option if you want to have the vendor quote generated after all the files assigned to a vendor reach their tasks. If some files reach the task, while others do not, the system waits for the rest of the files to reach the task for 1 day. You can adjust the waiting time in the available menu.

      For example, a project consisting of 4 files/1 target language includes a Linguistic Review task assigned to a vendor. At 14:00 GMT today, 3 files reach the Linguistic Review task, while 1 file is still in Translation. The system waits for the 4th file until 14:00 GMT the next day.
      • If the 4th file reaches the Linguistic Review task by 14:00 GMT the next day, the system will generate one Vendor Quote Generation task, one Vendor Quote Review task, and one Vendor Quote Approval task for the 4 files. One vendor quote is available in the system.
      • If the 4th file does not reach the Linguistic Review task by 14:00 GMT the next day, the system will generate one Vendor Quote Generation task, one Vendor Quote Review task, and one Vendor Quote Approval task for the 3 files which reached the Linguistic Review task. One vendor quote will be available in the system at this point. When the 4th file finally reaches the Linguistic Review task, the system does not generate the vendor tasks again, but the cost of the 4th file will be added to the already generated vendor quote.
  8. Under Languages, configure the language pairs. Place your cursor in the SOURCE LANGUAGE row and select a source language from the list. Place your cursor in the TARGET LANGUAGE row and select the target languages for the source language you just selected. To add more language pairs, repeat the instructions in this step as many times as needed. You can configure order templates with the same source and target language. When this order template is included in a project which has the same source and target language, the project is automatically marked as a restricted project.
  9. Under Assignments, configure the managers for each language pair. From the Managers list, select and add the relevant vendor project managers (user or groups). Note that the users you add here must be members of the Vendor Project Manager group. These are the users who perform the Vendor Quote Review task. You can specify manager values at two levels:
    • To select specific managers for each source language, identify the MANAGERS column, and for each source language, select your users and groups. If you do not assign any other managers at target language level, then the users or groups you selected at source-language level apply to all the target languages under that source language.
    • To select specific managers for each target language, identify the MANAGERS column, and for each target language, select your users and groups.
    In brief, you can specify managers at source level, or at target level. If the target level does not have any assigned managers, then the manager values are inherited from the source level. If both the source and the target levels have assigned managers, then the values specified at target level take precedence. Here is an example. You configured a VOT which has the following language pair: English (source) -French(target), German (target). Managers perform the Vendor Quote Review (VQR) task.

    Scenario 1 - You assign managers only at source-language level (English).

    If you do not set any managers at target level (German, French), both the German and the French VQR tasks will be assigned to the Vendor Dynamic group (which is a group consisting of Vendor Project Managers).VOT Managers scenario 1

    Scenario 2 - You assign managers at target-language level only.

    If you set managers at target level (German, French), the German VQR task will be assigned to Translator German, while the French VQR task will be assigned to Translator French.VOT managers - Scenario 2

    Scenario 3 - You assign managers at source-language level, and for German.

    The French VQR task will be assigned to Translator French, while the German VQR task will be assigned to Vendor Dynamic.VOT managers Scenario 3
  10. Under Assignments, configure the assignees for each language pair. Note that the users you add here must be members of the Vendor Project Manager group. These are the users who perform the task you selected above (DTP, Engineering). You can specify assignee values at two levels:
    • To select specific assignees for each source language, identify the ASSIGNEES column, and for each source language, select your users and groups. If you do not specify any other assignees at target language level, then the users or groups you selected at source-language level apply to all the target languages under that source language.
    • To select specific assignees for each target language, identify the ASSIGNEES column, and for each target language, select your users and groups.
    In brief, you can specify assignees at source level, or at target level. If the target level does not have any specified assignees, then the assignee values are inherited from the source level. If both the source and the target levels have assignees, then the values specified at target level take precedence. Here is an example. You configured a VOT for the Translation service type (task) which has the following language pair: English (source) -French(target), German (target). For this example ,assignees will work on a Translation task.

    Scenario 1 - You select assignees only at source-language level (English).

    Both the German and the French Translation tasks will be assigned to Dynamic Translators.VOT assignees Scenario 1

    Scenario 2 - You select assignees at target-language level only.

    The German Translation task will be assigned to Translation German, while the French Translation task will be assigned to Dynamic Translators.VOT assignees Scenario 2

    Scenario 3 - You select assignees at source-language level, and for German.

    The French Translation task will be assigned to Dynamic Translator, while the German Translation task will be assigned to Translator German.VOT assignees Scenario 3
  11. You can perform several operations on your managers and assignees, by identifying the relevant row, and selecting the three vertical dot menu menu:
    OptionDescriptionSource-language levelTarget-language level
    Copy managersCopies managers from the selected row
    Paste managersPastes managers from one row to another
    Apply Managers to all source and target languagesApplies the managers in the MANAGERS column to all the source languages and target languages
    Apply Managers to all target languages from this sourceApplies the managers in the MANAGERS column to all the target languages under the selected source
    Apply Managers to for this target language in all available source languagesApplies the assignees in the MANAGERS column to all the other target languages irrespective of the source language
    Copy assigneesCopies assignees from the selected row
    Paste assigneesPastes the selected assignees from one row to another
    Apply Assignees to all source and target languagesApplies the assignees in the ASSIGNEES column to all the source languages and target languages
    Apply Assignees to all target languages from this source languageApplies the assignees in the ASSIGNEES column to all the target languages under the selected source
    Apply Assignees to for this target language in all available source languagesApplies the assignees in the ASSIGNEES column to all the other target languages irrespective of the source language
  12. From the Pricing Model list:
    ToDo this
    Add an existing pricing modelChoose a pricing model.

    When you create a new complex resource which is based on other component resources, you can filter the component resources by two criteria: Current folder and above (default) and Current folder. Using the filtering criteria enables you to see and use exactly the resources you own or have inherited.

    OR
    Create a pricing model from scratch
    1. Select New Pricing Model and then:
      1. In the Pricing model box, enter a name for your pricing model.
      2. In the Description box, enter the details for your pricing model: purpose, usage, time frame, project template to associate with, and so on.
      3. In the Location box, the current vendor folder is automatically populated.
      4. Specify the currency of the pricing model.
    2. Under Languages, specify one or more source languages, and one or more target languages. Place your cursor in the SOURCE LANGUAGE row and select a source language from the list. Place your cursor in the TARGET LANGUAGE row and select the target languages for the source language you just selected. To add more source languages, repeat this step.
    3. Under Language Prices, select Full screen to check the detailed costs in a separate window. Select Exit full screen to return to the normal view. Do the following:
      1. Select the language row, place the cursor in the available columns and edit the price. You can copy the price values from one language row to the other. Go to the end of the language row whose values you want to copy, expand the three vertical dots menu, and select Copy translation costs. Then, identify the language row where you want to copy the values, go to the end of the row, expand the menu, and select Paste, Paste to all Languages from this source, or Paste to all Languages.
      2. To add other regular costs per language, go to the end of a language row, expand the three vertical dots menu, select Add Language Cost, enter the cost name and select a cost option under Select Type. If you select Volume under Select Unit, choose whether the cost refers to words or characters, and then specify a price under Set Unit Cost. If you select Hourly, under Select Unit, select the number of hours, and then specify a price under Set Unit Cost. If you select Percentage, specify a price under Set Value. If you select Per Page, under Select Unit, select the number of pages, and then specify a price under Set Unit Cost. Note that you can use both integers and decimals when expressing units. Check Example 1 and 2 in this topic for more information.
      3. To add conditional costs per language, go to the end of a language row, select Add Language Cost, enter the cost name and:
        1. Under Set Type, select Conditional.
        2. Under Service Type, select the services (tasks) which this pricing model applies to. You must specify a service type, so that you can use one pricing model for several tasks assigned to vendor users. By selecting more service types within the pricing model, you can associate the same pricing model with more than one vendor order template. When the vendor quote is generated, the system can now automatically filter out the costs that are not relevant for a specific vendor assigned task.
        3. Under Set Variable Cost, select the criteria to which the conditional cost applies:
          • Word Count (the total number of words in the file/files as calculated by the system)
          • Running Total (the total cost calculated by the system for a target language or for a project)
        4. Under Set Operator, select how the condition limit is calculated.
        5. Specify a value (for the criteria you selected under Set Variable Cost) which represents the limit based on which the conditional cost is calculated.
        6. Under Set Condition Type, select how the unit cost (at step vi below) is applied:
          • Absolute = the exact value at point vi is applied overwriting the value calculated automatically by the system. We advise that you not set negative values under Set Unit Cost (at point vi) for this use case, unless you want to work for free.
          • Percentage = the percentage value at point vi is calculated (added if the value is positive, deducted if the value is negative)
          • Relative = the percentage value at point vi is added (if the value is positive) or deducted (if the value is negative)
        7. Under Set Unit Cost, specify the actual cost value.
        8. Check Example 1 of this topic to understand how conditional cost works depending on the variable cost and condition type you choose.
      4. Select Add for all languages if you want to add this cost to all your target languages or Add Cost if you want to add it only to the selected target language. Note that you can use both integers and decimals when expressing units.

      You can copy the additional costs from one language row to the other. Go to the end of the language row whose values you want to copy, expand the three vertical dots menu, and select Copy all additional language costs. Then, identify the language row where you want to copy the values, go to the end of the row, expand the menu, and select Paste, Paste to all Languages from this source, or Paste to all Languages.

    4. Under Additional Cost, select Add Project Cost.
      1. In the Add Project Cost dialog, enter the cost name and select a cost option under Select Type. If you select Volume under Select Unit, select whether the cost refers to words or characters, and then specify a price under Set Unit Cost. If you select Hourly, under Select Unit, select the number of hours, and then specify a price under Set Unit Cost. If you select Percentage, specify a price under Set Value. If you select Per Page, under Select Unit, select the number of pages, and then specify a price under Set Unit Cost. Note that you can use both integers and decimals when expressing units. Check Example 1 and 2 in this topic for more information.
      2. To add conditional costs per project, select the language row, enter the cost name and:
        1. Under Set Type, select Conditional.
        2. Under Set Variable Cost, select the criteria to which the conditional cost applies:
          • Word Count (the total number of words in the file/files as calculated by the system)
          • Running Total (the total cost calculated by the system for a target language or for a project)
        3. Under Set Operator, select how the condition limit is calculated.
        4. Specify a value (for the criteria you selected under Set Variable Cost) which represents the limit based on which the conditional cost is calculated.
        5. Under Set Condition Type, select how the unit cost (at step vi below) is applied:
          • Absolute = the exact value at point vi is applied overwriting the value calculated automatically by the system. We advise that you not set negative values under Set Unit Cost (at point vi) for this use case, unless you want to work for free.
          • Percentage = the percentage value at point vi is calculated (added if the value is positive, deducted if the value is negative)
          • Relative = the percentage value at point vi is added (if the value is positive) or deducted (if the value is negative)
        6. Under Set Unit Cost, specify the actual cost value.
        7. Check Example 1 of this topic to understand how conditional cost works depending on the variable cost and condition type you choose.
      3. Select Add Cost. Note that you can use both integers and decimals when expressing units.
    5. Select Save.
  13. Select Create.