In Bureau Works, users are able to request a quotation to multiple different vendors. Thus they can compare costs and deadlines in order to decide which vendor offers the most suited solution for the project.
In the next sections the process of requesting (and receiving) quotes from multiple vendors will be described.
Note: This feature requires special configuration that needs to be done by the Bureau Works tech team. Get in touch with your account manager to learn if/how it can be enabled for your BW instance.
The Basics: Creating a Project in Bureau Works
If you need to request a project to an external vendor, the first step you need to do is to create a project in your own instance.
In Bureau Works, the Project creation process is pretty straightforward process. The first step is to go to "Projects" (on the left hand side menu) and select the option "New Project" at the top tab.
At this point you will already have a Project Name created automatically. All you need to do is to start filling up the required metadata for that project. Namely: Client, Contact Person, Pricelist, Source and Target languages.
See below how that looks in the system:
Secondly, you need to add the services and workflows you are requiring for this project:
When you hit the "Next" button in the previous step, you will be taken to the third and final step of the project creation. At this point you will upload the files you need to get translated, by selecting "Upload Now" or "+ ADD File" options. See image below.
Note: At this point, if you already know that you will be sending your project for external vendors to quote, you can mark the option "Skip Cost Analysis" (as highlighted below) to save you some time.
Sending Quote Requests to (External) Vendors
At this point in the process, your project is already created with all the meta-information and all the files that need to get localized. However, that project is still "local" to your Bureau Works instance and can't be seen or accessed by external vendors.
Note: You can see/access the projects you created by going to the "List projects" and using the filtering option (as in the image below):
In order to send it over for the vendors, click on that project you want and go to the project details page. At the top right corner, click the "Project Actions" button and choose "Request Proposal":
As a next step, choose the vendors that will receive the quote request, from the list of vendors you have configured in your instance.
You can select as many vendor as you want at this step and you also need to indicate the date by when you need to receive back the quote (Expiration date). See below:
Note: If you don't see all the vendors you would like, get in touch with your Bureau Works account manager so that we can evaluate the need and configure it appropriately.
Receiving and Approving Quotes
After you have sent your quote requests to vendors, you'll be able to see the quotes they send at the project details page:
Once the vendors start sending the quotes back, you will start to see the costs and Due dates appear on that "Vendors" section as well. At any time you can approve the selected Vendor/Quote (and also cancel the others). Image below show that scenario: