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LBS Folders configuration

This document is a complement to the “Configuration Tutorial – Company” document. You will find explanations about each Folder you need to Configure in the Admin Configuration.

LBS automatic folders​

LBS automatically creates folders when creating quotes, orders, invoices, etc. All the files manipulated through LBS are linked to folder paths. This configuration will set up all these links and will make LBS create automatically the folders to pre-configured paths. Once the paths are defined, we recommend not to ever change them, as all the links will be broken if the paths are changed. Please think carefully before configuring this.

Administrative documents for a quote​

Documents not generated by LBS.

These folders will contain all the emails exchanged with the client during the quote process. Only emails generated from LBS, and emails answered with LBS (via the LBS menu in your mail software) will be saved automatically by LBS. This path only works for project starting with a quote beforehand (not firm orders).

Tip: You can sort them by Quote number in an Administrative sub-folder

Administrative documents for an order with a quote​

Documents not generated by LBS.

These folders will contain all the emails exchanged with the client during the quote process. Only emails generated from LBS, and emails answered with LBS (via the LBS menu in your mail software) will be saved automatically by LBS. This path only works for orders placed after a quote has been issued (not firm orders).

Tip: You can sort them by Order/Quote number in an Administrative sub-folder

Administrative documents for an order without a quote​

Documents not generated by LBS.

These folders will contain all the emails exchanged with the client during the quote process. Only emails generated from LBS, and emails answered with LBS (via the LBS menu in your mail software) will be saved automatically by LBS. This path only works firm orders (not with quotes created beforehand).

Tip: You can sort them by Order number in an Administrative sub-folder

Client agreements and contracts​

Documents not generated by LBS.

These folders will contain the agreements and contracts signed with your clients.

You will be able to use LBS to download these files and put them in these folders.

Tip: You can sort them by Client name in an Administrative sub-folder

Client credit notes​

These folders will contain the client credit notes generated by LBS from an invoice.

Tip: Create a sub-folder for Accounting documents and one sub-folder per type (client credit notes, supplier invoices, etc.)

Client glossaries​

Documents not generated by LBS.

These folders will contain your client glossaries.

You will be able to use LBS to download these files and put them in these folders.

Client instructions​

Documents not generated by LBS.

These folders will contain general instructions sent by the clients.

You will be able to use LBS to download these files and put them in these folders.

Client invoice reminders​

These folders will contain client invoice reminders. They are automatically generated by LBS in case you configured them in Admin.

Tip: Create a sub-folder for Accounting documents and one sub-folder per type (client credit notes, supplier invoices etc.)

Client invoices​

These folders will contain client invoices generated by LBS.

Tip: Create a sub-folder for Accounting documents and one sub-folder per type (client credit notes, supplier invoices etc.)

Client translation memories​

Documents not generated by LBS.

These folders will contain client translation memories.

You will be able to use LBS to download these files and put them in these folders.

Tip: Since you can have several TMs for one client (for various subjects for example), you can create a sub-folder for each client.

Contact’s sales documents​

Documents not generated by LBS.

These folders will contain client sales documents. The clients can send them to you by email or via their portal.

You will be able to use LBS to download these files and put them in these folders.

Files to deliver for an order with a quote​

Documents not generated by LBS.

These folders will contain client delivery files for orders based on a quote.

You will be able to use LBS to send these files from LBS.

Tip: You can create a sub-folder in the relevant Order/Quote folder

Files to deliver for an order without a quote​

Documents not generated by LBS.

These folders will contain client delivery files for firm orders.

You will be able to use LBS to send these files from LBS.

Tip: You can create a sub-folder in the relevant Order/Quote folder

Free folders for a quote​

Documents not generated by LBS.

These folders will contain any other documents not listed in the folders that refer to a quote.

You will be able to use LBS to download these files and put them in these folders.

Tip: You can create a sub-folder in the relevant Quote folder

Free folders for an order with a quote​

Documents not generated by LBS.

These folders will contain any other documents not listed in the folders that refer to an order from a quote.

You will be able to use LBS to download these files and put them in these folders.

Tip: You can create a sub-folder in the relevant Order/Quote folder

Free folders for an order without a quote​

Documents not generated by LBS.

These folders will contain any other documents not listed in the folders that refer to a firm order.

Then, you will have to download them from your emails, and LBS will save them directly in this folder path.

Tip: You can create a sub-folder in the relevant Order folder

Instructions for an order with a quote​

Documents not generated by LBS.

In here, you will find the clients’ instructions for an order based on a quote. The clients can send them to you by email or via their portal.

You will be able to use LBS to download these files and put them in these folders.

Tip: You can create a sub-folder in the relevant Order/Quote folder

Instructions for an order without a quote​

Documents not generated by LBS.

In here, you will find the clients’ instructions for an order without a quote. The clients can send them to you by email or via their portal.

You will be able to use LBS to download these files and put them in these folders.

Tip: You can create a sub-folder in the relevant Order folder

Original files for a quote​

Documents not generated by LBS.

In this folder, you will find the original files for a quote send by your clients. They can send them to you by email or via their portal.

You will be able to use LBS to download these files and put them in these folders.

Tip: You can create a sub-folder in the relevant Quote folder

Original files for an order​

Documents not generated by LBS.

In this folder, you will find the original files for an order send by your clients. They can send them to you by email or via their portal.

You will be able to use LBS to download these files and put them in these folders.

Tip: You can create a sub-folder in the relevant Order folder

Other client documents​

Documents not generated by LBS.

In here, you will save any other client documents that don’t correspond to the Folder list. They can be sent to you by email or on the client portal.

You will be able to use LBS to download these files and put them in these folders.

Other supplier documents​

Documents not generated by LBS.

In here, you will save any other supplier documents that don’t correspond to the Folder list. They can be sent to you by email or on the supplier portal.

You will be able to use LBS to download these files and put them in these folders.

Quality feedback for an order with a quote​

Documents not generated by LBS.

In this folder, you will find the quality feedback from your clients for orders based on quotes.

You will be able to use LBS to download these files and put them in these folders.

Tip: You can create a sub-folder in the relevant Order/Quote folder

Quality feedback for an order without a quote​

Documents not generated by LBS.

In this folder, you will find the different quality feedback from your clients about orders without a quote. They will send them to you by email.

You will be able to use LBS to download these files and put them in these folders.

Tip: You can create a sub-folder in the relevant Order folder

Quote instructions​

Documents not generated by LBS.

In here, you will find the clients’ instructions for a quote. The clients can send them to you by email or via their portal.

You will be able to use LBS to download these files and put them in these folders.

Tip: You can create a sub-folder in the relevant Quote folder

Quote reports​

Documents generated by LBS.

In this folder, you will save the CAT reports of a quote. They are generated by LBS and directly saved in this folder path.

Tip: You can create a sub-folder in the relevant Quote folder

Reports for an order with a quote​

Documents generated by LBS.

In this folder, you will save the CAT reports of an order created based on a quote. They are generated by LBS and directly saved in this folder path.

Tip: You can create a sub-folder in the relevant Order/Quote folder

Reports for an order without a quote​

Documents generated by LBS.

In this folder, you will save the CAT reports of an order without a quote. They are generated by LBS and directly saved in this folder path. You can then send them to your clients by email.

Tip: You can create a sub-folder in the relevant Order folder

Supplier agreements and contracts​

Documents not generated by LBS.

Here, you will save the agreements and contracts between you and your suppliers.

You will be able to use LBS to download these files and put them in these folders.

Tip: You can sort them by Supplier name in an Administrative sub-folder

Supplier glossaries for an order with a quote​

Documents not generated by LBS.

Here, you will save the glossaries sent by your suppliers after delivery of a project based on a quote. Your suppliers can send them to you by email or via their portal.

You will be able to use LBS to download these files and put them in these folders.

Tip: Since the glossaries refer to a specific client, you can save them in the Client’s sub-folder after the client approved the delivery

Supplier glossaries for an order without a quote​

Documents not generated by LBS.

Here, you will save the glossaries sent by your suppliers after delivery of a project without a quote. Your suppliers can send them to you by email or via their portal.

You will be able to use LBS to download these files and put them in these folders.

Tip: Since the glossaries refer to a specific client, you can save them in the Client’s sub-folder after the client approved the delivery

Supplier invoices​

Documents generated by LBS.

Here, you will save the supplier invoices automatically generated by LBS from an invoice. You can then send them to your suppliers by email.

Tip: You can create a sub-folder for Accounting documents and one sub-folder per type (client credit notes, supplier invoices etc.)

Supplier memories for an order with a quote​

Documents not generated by LBS.

Here, you will save the translation memories sent by your suppliers once they delivered the target files for an order based on a quote. They can send them to you by email or via the supplier portal.

You will be able to use LBS to download these files and put them in these folders.

Tip: You can create a sub-folder in the relevant Order/Quote folder. You can also save them in the Client’s sub-folder after the client approved the delivery

Supplier memories for an order without a quote​

Documents not generated by LBS.

Here, you will save the translation memories sent by your suppliers once they delivered the target files for an order without a quote. They can send them to you by email or via the supplier portal.

You will be able to use LBS to download these files and put them in these folders.

Tip: You can create a sub-folder in the relevant Quote folder. You can also save them in the Client’s sub-folder after the client approved the delivery

​

Supplier work files for an order with a quote​

Documents not generated by LBS.

Here, you will save the files your suppliers deliver to you after performing an order based on a quote. They can send them to you by email or via their supplier portal.

You will be able to use LBS to download these files and put them in these folders.

Tip: You can create a sub-folder in the relevant Order/Quote folder

Supplier work files for an order without a quote​

Documents not generated by LBS.

Here, you will save the files your suppliers deliver to you after performing an order without a quote. They can send them to you by email or via their supplier portal.

You will be able to use LBS to download these files and put them in these folders.

Tip: You can create a sub-folder in the relevant Order folder

Target files for an order with a quote​

Documents not generated by LBS.

This folder is for the files delivered by the suppliers for an order based on a quote. They can send them to you by email or via their portal.

You will be able to use LBS to download these files and put them in these folders.

Tip: You can create a sub-folder in the relevant Order/Quote folder

Target files for an order without a quote​

Documents not generated by LBS.

This folder is for the files delivered by the suppliers for an order without a quote. They can send them to you by email or via their portal.

You will be able to use LBS to download these files and put them in these folders.

Tip: You can create a sub-folder in the relevant Order folder

Temporary files for a quote​

Documents not generated by LBS.

This folder is for files about a quote that you don’t necessarily need to store after the term of the project. You can delete them afterwards to save space on your server. They are sent by the clients by email or via their portal.

You will have to download them from your emails or the client portal, and LBS will save them directly in this folder path.

Tip: You can create a sub-folder in the relevant Quote folder

​

Temporary files for an order with a quote​

Documents not generated by LBS.

This folder is for files about an order based on a quote that you don’t necessarily need to store after the term of the project. You can delete them afterwards to save space on your server. They are sent by the clients by email or via their portal.

You will have to download them from your emails or the client portal, and LBS will save them directly in this folder path.

Tip: You can create a sub-folder in the relevant Order/Quote folder

​

Temporary files for an order without a quote​

Documents not generated by LBS.

This folder is for files about an order based without a quote that you don’t necessarily need to store after the term of the project. You can delete them afterwards to save space on your server. They are sent by the clients by email or via their portal.

You will have to download them from your emails or the client portal, and LBS will save them directly in this folder path.

Tip: You can create a sub-folder in the relevant Order folder

Work files for a quote​

Documents not generated by LBS.

Here, you will find the documents relating to a quote and on which tasks other than the order have been performed of documents (for example splitting a document). These files can be sent to you by email.

You will have to download them from your emails, and LBS will save them directly in this folder path.

Tip: You can create a sub-folder in the relevant Quote folder

​

Work files for an order with a quote​

Documents not generated by LBS.

Here, you will find the documents relating to an order based on a quote and on which tasks other than the order have been performed of documents (for example splitting a document). These files can be sent to you by email.

You will have to download them from your emails, and LBS will save them directly in this folder path.

Tip: You can create a sub-folder in the relevant Order/Quote folder

Work files for an order without a quote​

Documents not generated by LBS.

Here, you will find the documents relating to an order created without a quote and on which tasks other than the order have been performed of documents (for example splitting a document). These files can be sent to you by email.

You will have to download them from your emails, and LBS will save them directly in this folder path.

Tip: You can create a sub-folder in the relevant Order folder