An automated quote approval process involves a workflow. The process starts with a quote request and usually ends when a quote is approved or abandoned, or when a translation project is created based on the quote. Client Managers and client users can receive automatic notifications when tasks are assigned to them. WorldServer processes the quote as a project by creating a project with the same name as the quote.
- Set Quote Status automatic action
- Advanced Quote Approval Process Workflow
- A client user creates a quote request in TransPort. WorldServer regards the quote requester as the Submitter in the workflow.
- On the WorldServer side, Client Managers may receive an email notifying
them that they have a task assigned. WorldServer regards the Client
Manager as the Client Account Manager in the workflow. The email includes a link to the WorldServer login
page and theTask
Listing page for that project. From the Task Listing page, a Client Manager selects the task and:
Clicks To Edit Open the Edit Quote page. At this point, the Client Manager can update the quote details, as well as upload quote documents, and save the quote. WorldServer displays the following information as read-only, which cannot be changed during quote creation:- Status. The initial quote status is set to Requested.
- Requested By. If the Client uses a workflow-based quote-approval process, the Client Manager cannot create a quote on behalf of the client user in WorldServer.
Complete Complete the task. In the Complete Tasks dialog box, the Client Manager chooses the next step, adds an optional comment, and clicks OK to move the workflow along. For example, the Client Manager can select:
- Quote document ready for approval, which changes the status to Pending Approval
- Insufficient information to prepare quote, which changes the status back to Requested
Note that WorldServer users with the appropriate permissions can also view workflow-based tasks from the:
- Quotes page where they can choose a task link listed in the Quote Processing Task column.
- Projects page where they can choose a project link that opens the Task Listing page for the project.
If the Client Manager chooses Quote document ready for approval and clicks OK, the Set Quote Status automatic action updates the status to Pending Approval. If the quote requester (Submitter) is assigned to the next workflow step, the TransPort Home page displays a quote action item in the user's To Do list.
- On the TransPort side, client users receive an email notifying them
that they have a task assigned. A client user can click on the quote
action item from the To Do list or select
the quote from the Quotes page. In the Edit Quote page,
the client user can scrutinize the quote details. Note that only client
users with the appropriate permissions can modify the quote and click Save and Request Update. To advance the quote-approval process, the client user clicks the action item. In the Open Response Items dialog box, the client user browses the available steps configured
in the workflow. For example, the client user can select:
Step To Status changes to Approve the quote Create a translation project based on the approved quote Approved Abandon the quote Place the project on hold or abandon the project entirely Abandoned Request updates to quote based on changes Revise the quote and request an update Requested After choosing a step, the client user must Submit Response to complete the task. If a client user selects Approve the quote, the Set Quote Status automatic action updates the status to Approved and the workflow may finish. Depending on the permissions, the TransPort Quotes page displays a Create New Project link, which the client user can use to create a project based on the quote.