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License Agreement

This article presents the features available in the Ultimate plan of XTRF Translation Management System. Please keep in mind that your access to the described options might be limited due to your license agreement. If you would like to change your plan of XTRF Translation Management System and gain access to the additional features, contact your XTRF Customer Success Manager.

Target audience: Home Portal's users







Availability Requests display




The Availability Requests tab is where you can send notifications to vendors in order to identify which vendors are available for and interested in the task's activities.  You also decide here how the vendors will be assigned to the their activities:

  • Manually assigned by the Project Manager, 
  • Automatically assigned to the cheapest vendor on the request's deadline date,
  • Automatically assigned to whoever accepted the request first.

Quote/Tasks/Jobs section

The section allows you to switch between quote, task and job settings. In the section you can also add tasks and jobs to the quote or remove existing ones.
Quote/Tasks/Jobs tabsThe tabs allow you to switch between project and constituting for it tasks and jobs.
iconSelect All optionClick to select all entities in the list.
Deselect All optionClick to deselect all selected entities. At least one entity needs to be selected in order for this option to be available.
Upload Input Files optionClick to upload files to the selected entities.
Multiple Change optionClick to change properties of multiple tasks at the same time.
iconClick the icon to edit the properties of the task.
iconClick the icon to remove the task from the project.
Add Task buttonClick the button to add new task to the project.
Copy Task buttonClick the button to duplicate an existing task.

Availability Requests tab

In the Availability Requests tab you can send job offers to the vendors and select vendor assigning strategy to determine which of the vendors will be assigned to the job, should they accept the offer.

Vendor Filtering Rules for Availability Request section

The filtering rules used to limit the number of candidates for the activity. Depending on its configuration, a filter selects a specified number of candidates based on how suitable the vendors are to its settings.  

You can click the drop-down menu and select a filter.

Configuring Filtering Rules

You can add filters in the Workflows section in the Home Portal's configuration.

When creating a filter, you can specify what information will be used to suggest or exclude vendors and set the limit of vendors who will receive an Availability Request.

Request Deadline section

The final date permitted for the vendor's response to this activity.

To enter deadline you can:

  • Manually provide the date in the proper date format
  • Click the calendar icon and select the date from the calendar.
Create and Send button

You can click this button to initiate the Availability Request procedure.

When you click this button, the system automatically selects a specified number of suitable candidates based on the selected filtering rules and then sends the Availability Requests to the chosen vendors.

This button only appears before the Availability Requests are sent.  


Availability Requests sent display

After clicking the Create and Send button potential vendors are displayed. You can decide how and whether they are approved.
Assign Selected Vendors buttonYou can click this button to have the selected vendors be assigned to their selected activities.
Approve button

You can click this button to approve a vendor's request for an activity.

Approving and Rejecting Vendors

To approve or reject a vendor's request, first select the vendor's icon for the activity in the table. When selected, the square around the icon transforms from segmented to solid and bold. Below is an example of two selected requests:

Reject buttonYou can click this button to reject a vendor's request for an activity.
Select All Requests linkClick to select all the requests in the table.
Deselect All Requests linkClick to deselect all the requests in the table.
The Vendor Will Be Assigned drop-down menu

The method in which a vendor will be selected for the job.

  • Manually by PM: The vendors respond to the bid, and then the Project Manager manually assigns a vendor to a job by selecting the response icons in the table and clicking the buttons below.
  • Cheapest at Deadline: The system analyses the information of the vendors who accepted the job and then selects the cheapest candidate for the job on the request's deadline. 
    Availability Requests were sent for a task which contains the translation job. Vendor 1 and Vendor 2 received availability requests for the job. Vendor 1 accepted the translation job as well as Vendor 2 but Vendor 1 is less expensive than Vendor 2. XTRF Platform analyses the responses and decides that it is best to assign the job to Vendor 1. 

  • First One Wins: The first vendor who accepts a request is automatically assigned to that job.


The Legend section is visible after the Availability Requests are sent.


A vendor was selected by the project manager to receive an Availability Request but the request was not sent yet.

You can manually select vendors to receive Availability Requests by clicking on an activity's ID number. When you click it, you are taken to that activity's Requests tab.

symbolThe request was sent to the vendor but the vendor did not respond to the request.
symbolThe request was rejected by either the vendor or the project manager.
symbolThe request was approved by the project manager.

A vendor was tentatively assigned to an activity by the system. The assignment is not definite and can change depending on the responses of the other vendors.

Tentative Assignments

Tentative assignments are not definite, and as a result, tentatively assigned vendors will not actually be given their jobs until the project manager approves the vendors' activity acceptances and assigns them to their respective activities.

symbolA green rectangle surrounding a cell signifies that the request was managed by an automatic prioritizing algorithm. An action of the algorithm is not permanent and can change when the other vendors respond to their Availability Requests.


In this section you can configure the automated actions that occur after a vendor is assigned to an activity. You can also select the template to be used when a request exceeds its expiry date and no vendor was assigned to it.


The settings are only applicable when a vendor responds to an Availability Request. They are not  used when there is no bid and a project manager manually changes the statuses of the Availability Requests.

Send E-mail to Project Manager about Vendor Assignment checkboxYou can select this option to have an email sent to the project manager after a vendor is assigned to the activity.
Send E-mail to Not Selected Vendor checkboxYou can select this option to have emails sent to the vendors whose requests were rejected. The email notifies the rejected vendors that they were not selected for the activity.
Start Activity after Vendor Assignment checkboxYou can select this to have the activity start immediately after the vendor's assignment.
E-mail Template Sent for Expired Activity without Vendor drop-down menuYou can select a template from the drop-down menu. The template to be sent to the Project Manager when a request has exceeded its deadline and no vendor was assigned to it.
Edit buttonClick the button to enable the editing mode.
Save buttonClick the button to apply the changes.
Cancel buttonClick the button to discard any changes and leave the editing mode.