Placing & Managing Orders

How to place a work request, choose deliverables and tags, track it through its stages, and update it after submission.

A work request (an order) is how you ask for localized versions of an asset. This guide covers placing one, choosing what gets made, and managing it through to delivery. For subtitling and translation tools, see Subtitling & translation.

Placing an order

1. Add to the Order Queue

   Find the asset in your preferred language and click Order Localized Version at the bottom-right of the preview. An Order Queue opens in the notification bar — add as many assets as you need before processing them together.

2. Fill in the Order Wizard

   Queued items show on the left with the current asset highlighted (your previous settings carry over). Set language and territory, the dialogue / narration / graphics options, the deadline, tags, and other details. The platform won’t let you submit until required fields are filled.

3. Choose deliverables

   Select the file formats you need (see Choosing encodes). If an outside party needs the finished files, add them in the Send To field.

4. Place the order

   Review everything and click Place Order. If the order is subtitled, you can use the built-in translation tool now or defer translations (which may delay the order).

Deadlines can’t be set sooner than 24 hours out — this gives vendors a realistic turnaround. If you need it faster, arrange an expedited timeline directly with your vendor.

Choosing encodes

Pick deliverables by clicking a category and selecting one or more files — only what you select gets created.

Category	Options	Typical choice
Broadcast	HD, SD 4:3, SD 16:9	HD in most cases
Online	1080p, 720p, 480p, 360p	1080p in most cases
Square	1080p	—
Vertical	1920p	—
4x5	1350p	—

Only files selected from these options are created. Files requested in special instructions are not made. 1080p online files are fine for YouTube, Facebook, etc. — special social-network encodes aren’t necessary.

Tags

Every order needs at least one tag — even for a single version. Tag names are built into the final file names, so deliverables are easy to identify.

• Type the tag name in the Tags section and click Add Tag.
• Create one tag for every version you need (for example a COMING SOON tag).
• Edit or add tags after submission from the Tags tab of the work request.

Don’t request tags in Special Instructions — tags requested there won’t be actioned.

Dedicated / Localized

Choosing Dedicated / Localized (rather than subtitled or OV) means a fully localized deliverable:

• Dialogue & narration are dubbed into the target language.
• Graphics are completely replaced with your translation and given full graphic treatment — not just an overlay.

The result looks natively produced for the target audience.

Special transcodes and split audio

• Special transcode (outside standard deliverables) — describe it in special instructions and attach a spec sheet in the work request’s file upload section (resolution, bars/end card, max size, format, duration, frame rate). If no spec sheet exists, give as much detail as possible.
• Localized split audio (dubbed dialogue/narration stems) — Pixwel doesn’t host these; request them from your localization vendor directly.

Leaving notes and comments

Two places to give feedback:

• Discussion tab — general comments between you and the vendor. Click New Comment, then Submit. (Not for offline-approval notes.)
• Offline review — from the timeline view, click New Comment for a revision. Add a text comment, or click Request Change, pause the preview, and drag across the frame to highlight an area before submitting. Annotations are saved alongside the content and are clickable.

Managing your orders

Open Manage Work Requests from the side toolbar. By default it shows the last 30 days; switch between your own and My Group(s) requests, filter by project/asset type/status, adjust the date range, and search.

Opening an order gives you four tabs:

Tab	What it’s for
Overview	All order details.
Discussion	General comments with the vendor.
Tags	Upload files for individual tags (localized narration, custom graphics).
Files	Upload vendor resources not tied to a specific tag.

A timeline shows production status. When an order reaches Awaiting Approval, you can preview each offline and approve or comment.

Order statuses

A work request moves through these statuses (see also Work Requests):

Status	Meaning
Cancelled	The user cancelled the order.
Incomplete	Submitted but missing something — usually subtitle translations.
Order Submitted	Successfully submitted to the vendor.
Awaiting Materials	The vendor has the order but needs more material/info from the territory before starting.
In Progress	The vendor has started work.
Translation Approved	A territory user approved the assigned translator’s translations.
Awaiting Approval	The vendor uploaded a checker (offline) for review.
Approved	The user approved the preview.
Rejected	The user rejected the preview and asked for changes.
Complete	The vendor delivered the localized master(s).

Updating an existing order

Edit an order from the ⋮ menu next to the spot’s thumbnail in the work request. What you can change depends on status:

Status	What you can change
Incomplete / Submitted	Everything, until the vendor acknowledges it.
In Progress	Only tags and deliverables; localization changes need the vendor to revert it.
Awaiting Approval	Only existing tags and deliverables; major changes need vendor reversion.
Approved / Complete	Nothing — place a new order for additional needs.
Cancelled	Nothing — cancellation can’t be reversed; place a new order.

Major changes to dialogue, narration, graphics, or translations always require the vendor to revert the request manually.

When will my files be ready?

When the vendor marks the order Complete, you get an in-app notification (and an email, if you’ve opted in). The platform then needs 60–90+ minutes to generate all deliverables, depending on file size and system load. Once ready, download them from the work request or the asset page.