Manage your order templates

Order templates are ideal if you're not the only one at your organisation that's placing frequent repeat orders of the same source language, target language(s), service level and subject matters. Order templates will fill out your order forms with the click of a button, you can have multiple order templates set up with different settings, and order templates can be shared among multiple users and teams.

If you want to set up default ordering settings that are specific to you, please read our support page on defaults.

Order templates

Order templates can be selected every time you place an order and are great if you order a variety of consistent orders, for example if you’re regularly placing orders for both your EMEA and your APAC markets and they both require different languages and order settings.

Order templates are a great way to ensure your orders are consistent, especially where users may be less familiar with the translation process or the specific languages and variations that you translate into.

Order templates can populate the order form with:

• Source language - ensuring that you use the correct language variation such as English US instead of English UK
• Target language(s) - meaning that your users don’t need to remember the 17 languages and variations that you translate into and won’t forget when you expand into new markets and add three more languages
• Service level - making sure that your users remember to order On-Brand for your marketing content and Professional Translation for your internal content
• The Order name - reminding users of your consistent approach to naming your orders to make projects easy to find for all of your team
• The Subject Matter - to ensure that your content is placed for translation with translators with the right knowledge and experience
• Instructions - easily cascade consistent instructions to every order without having to retype or copy and paste them
• Invoice email - ensuring that each departments’ order invoices are sent to the correct email address
• Users to notify - notify the relevant team members about each and every order supporting your business processes and shared responsibility approaches
• Tags - apply your tags to each and every order to support your project search and spend analysis.
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On this page we’ll look at how to:

• Create an order template
• Use an order template when creating orders
• Edit order templates
• Delete order templates
• Share order templates with users in your organisation or selected team(s).

Create an order template

1. Select Account.
2. Select Order Templates.
3. Select Create new order template.

This opens the Create order template page.

1. Add a Name for your template (this will be its name and will be used to select the template from the template selection list on the order page).
2. Complete the relevant fields that you would like to auto-populate when you use your template on an order.
   Note: you can leave fields blank if you would like to set them manually on each order.
3. Select if you would like your template Shared with Organisation or Shared with Teams (if sharing with teams you will need to select to specify which team(s)), alternatively leave this blank if you will be the only person to use your template.
4. Select Save.

Your template will now be created and will be listed on the templates page for you to use on your next order.

When customising your order templates, you can edit the settings for:

• Source language - This is the language that you translate from, ensure you select the correct variation for your content, for example ‘English US’ instead of ‘English UK’.
• Target language(s) -These are the language(s) that you translate into, again ensure you select the correct variation for your content e.g. ‘French France’ or ‘French Canada’.
• Service level - This is the level of service that is required for the order dependent on your quality requirements. Order name - This pre-fills every order name and can be used where orders follow a consistent naming pattern.
• Subject Matter - This is the subject matter of the content and is used to ensure your content is placed for translation with translators with the right knowledge and experience.
• Instructions - This can be used to cascade consistent instructions to every order without having to retype or copy and paste them.
• Invoice email - This is the email address that the invoice email for the order is sent to.
• Users to notify - Allows you to choose who should be sent any system emails so you can notify all relevant team members about each and every order supporting your business processes and shared responsibility approaches.
• Tags - If you are using tags to classify your projects you can select them here to add them to each and every order to support your project search and spend analysis.

Use an order template when creating orders

1. Select Order from the menu to view the order page.
2. Select the Order template drop down menu to view all templates you have access to.
3. Select the order template you want to use.

Your order form will now be populated based on the order template you have selected.

If you don’t have any order templates you can find out how to create them by following our step by step guide to creating an order template above.

Remember you can still change all your order settings on every order and edit any templates you have created at any time, which we'll cover next."

Edit existing order templates

You can edit any order template that you have previously created.

If you personally did not create the template you want to edit you’ll see a user icon instead of the Edit and Delete buttons. Hovering over the user icon will tell you who created the template and you can either contact them to ask them to either; delete the template, or change the shared with setting if it’s not relevant to your orders.

1. Select Account.
2. Select Order Templates.
   This lists all of the templates available within your organisation.
3. Select Edit for the template you would like to update.

This opens the Edit order template page.

4. Update the relevant fields that you would like to auto-populate when you use your template on an order.
Note: you can leave fields blank if you would like to select them manually on each order.

5. Select if you would like your template Shared with Organisation or Shared with Teams (if sharing with teams you will need to select to specify which team(s)), alternatively leave this blank if you will be the only person to use your template.

6. Select Save.

Delete order templates

You can delete any order template that you have created. Deleting a template will delete it for all users within your organisation.

If you personally did not create the template you want to delete you’ll see a user icon instead of the Edit and Delete buttons. Hovering over the user icon will tell you who created the template and you can either contact them to ask them to either; delete the template, or change the shared with setting if it’s not relevant to your orders.

Your order template will now be deleted and will no longer be available on the Order templates page or on the Order template selection list on the Order page.

Share order templates with your organisation or selected team(s)

Order templates are a great way to ensure consistency in your orders especially where users may be less familiar with the translation process or the specific languages and variations that you translate into.

Order templates can either be shared with your organisation, or teams.

You can set who a template is shared with when you create an order template or when you edit an order template.