Set up the Order Management Solution

The Smartcat order management solution allows you to receive translation requests from other workspaces in your organization.

To get started, request activation of this feature for your workspace (available for a workspace admin), by following these steps:

• Go to your Smartcat account > log in to the workspace where you want to receive the translation requests

• On the Home page, click on your name in the right top corner > Manage Organization:

• Click on the Managed by me tab and select your workspace:

• On the General page, click on the Send request button:

We will receive your request and enable the feature in your workspace. Once it is activated, you will see the Orders tab on your Home page.

You can create a new workspace or choose an existing one that will be used by your colleagues to create translation requests. To view all workspaces or create a new one, follow the steps below:

• On the Home page, click on your name in the right top corner > Manage Organization

• See workspaces under All and Managed by me tabs 

• To create a new workspace, click on the + Create workspace button:

You can create as many workspaces as you want.

After defining the workspace where your colleagues will create translation requests, you should set up the service templates for it. The template predefines the main properties of future translation requests.

To add a service template, you first need to Create a project template. Here is how.

• Go to your Smartcat account > log in to the workspace where you want to receive the translation requests

• On the Home page, click on the three dots in the Shortcuts section > Create a template > Project template:

• Fill in the required fields to create a template:

Please note that this project template will be linked to a service template for creating translation requests. The workflows you specify in the project template will be reflected in the translation request.

Next, you should Create a service template.

Go back to the Home page, click on the three dots in the Shortcuts section > Create a template > Service template. Fill in the required fields to create a template:

• Set languages: you can preset the source and target languages for the translation requests. If you choose the “Required” type, users will be able to select the languages by themselves when creating the translation request:

• Project properties: if you have any custom project fields, you can select them by clicking on the +Add custom property button. The “Required” field type allows users to fill in the custom fields when creating a translation request:

Custom fields are managed in Smartcat account > Workspace settings > Custom fields

• Set project template and cost: here select a project template you created earlier and specify a rate per word. 

Once the service template is created, you can share it with the corresponding workspace. Click on the three dots next to the template on the Home page and select a workspace that should have access to the template:

As a result, the service template will appear in the selected workspace and can be used to create translation requests.

You're almost ready to go! Consider keeping necessary navigation menu shortcuts in the workspace to enhance the user experience and invite your colleagues.

• Go to the Home page and click on the three dots in the left sidebar to open the organization settings:

• Select the workspace in the list and open the Home page interface tab 

• Here you can adjust the workspace appearance, upload a logo, and background image, and select shortcuts that will be displayed for users:

Then, you can invite your colleagues to join the workspace. If you’d like them to have full access to the workspace settings, you can provide them with the admin role. Alternatively, you can assign them any other role with the access level to create orders so that they can use your service template for translation requests. For example, you can invite users with the product manager role.

To learn more about how to invite your colleagues to the workspace, you can refer to the guide on how to add teammates.