Project Template Reference Documents

Stefan Zeidler

• 30. August 2022 17:03

Hi WordBee team!

I hope you are all well, and thank you for all your help thus far!

I just wanted to reach out with another question about project templates. For one of our clients, we have some reference material that we like to include with every project. We have project templates set up for this client, but I cannot seem to figure out how to have them automatically include certain documents in references. Is there a way to do this?

Thank you,
Stefan

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  Maik Mehlhose

  • 2. September 2022 07:53

  Dear Stefan,

  Unfortunately there's no way to attach the same reference documents to every single project automatically. What can be saved, however, are links.

  If the reference material is for internal use only you can upload the files in the "Documents" tab of your Client. Then you take the link from the browser and save it into a custom field of the project template. In that way the link will appear in every project and lead to the corresponding documents.

  If external translators are also supposed to use the material you could also consider to store the reference files externally and put your own DMS link (Document Management System) into said fields.

  The actual challenge here is to get your suppliers to see the reference files somehow because while they are within the project they are not within your jobs. My idea would be to include the link to the reference files into the job notification email as this can be automated.

  If you have a custom field that is called "Reference Material" where you store the corresponding link, you can go to the custom field configuration and get the number of the custom field. Then you use the placeholder for that custom field in the job notification template in order to always include the link to the reference material in the emails. In that way suppliers will see the link to the reference material when they look at the details of the job.

  I hope this helps! If you have any more questions, please let me know.

  Cheers,
  Maik
  
  Maik Mehlhose
  Head of Product

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  Stefan Zeidler

  • 19. September 2022 21:17

  Thank you, Maik! 

  I will try doing this. I appreciate it!

  Best,

  Stefan

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