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License Agreement

The article presents the features available in the Premium plan of XTRF Language Business Platform. 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 Language Business Platform and gain access to the additional features, contact your XTRF Customer Success Manager.

 

Target audience: Project Managers

 


 

 

 


 

Wind up Your Project

Your goal while creating a project is to finish all the vendors activities where the client satisfaction is of vital importance. The basic requirements to wind up your project are setting up the statuses of the tasks and receivables appropriately. Therefore, all of a project's receivables and activities must first be carried out before a project can be closed. When your project is closed, you can ask your client how satisfied they are with the services received from your company.

Project Automatically Closed

Please note that if you have performed the project properly in terms of completing the tasks and adding receivables, the project closes automatically in XTRF Platform. In this case you only need to make sure that the status of your project is set to Closed. To do so, you can go to the  III. Verify If Your Project is Closed section.

 

 

This articles presents you how to verify the project status and close it to deliver files to the client. Next, you can find how to conduct the client satisfaction survey.

 

Before Reading a Tutorial

  • The steps without any marking are mandatory to perform because they ensure carrying on a proper function of the Home Portal.
  • The steps marked with the (Optional) label give you information about settings useful for you in terms of fulfilling specific requirements for your projects, but if you skip them it will have no negative effect on the function of the Home Portal.

 

 

I. Finish All Activities

To make the entire project ready for a client you need to finish all tasks there. In XTRF Platform it means that all activities should be marked as Closed. To finish your task, perform the following steps:

Project Already Created

Please note that in the below tutorial it is assumed that the you, as the Project Manager, have already created a project. To learn more how to set up a project on XTRF Language Business Platform, go to the Creating a Project article.

 

 

 Sign in to the Home Portal of XTRF Platform.
 Click the Projects module icon.
 

In the Projects tab select the project which you want to close. You are redirected to the given project display. In this tutorial the project sample consists of two tasks where each of them includes one translation job. Please see the pictures below:

  • The 2015/11project has been created where there are two tasks: each task is associated with one language combination:

  • The tasks have been created together with associated receivables: 

  • The jobs have been created to perform the translation for each language combination:

 

 Click the Edit button.
 

Verify the status of tasks in the project:

    1. Verify if the tasks statuses are set to Closed: When your vendors have been assigned to the given activities, they are notified about that getting the e-mail notifications. Next, they can start working on files they have got in the Job Manager. When they finish their work they upload the ready files in the Job Manager. As a result of that, you, as the Project Manager, get the e-mail notifications that the jobs are finished and files are ready for your client. If all jobs in the task are finished, afterwards, you can notice that the status of the task has changed automatically to Closed. You can see the example below:
    2. Verify if the the ready files are in the Output Files branch: If the flow of the bundles is configured properly you can see that the ready files which should be delivered to the client, are displayed in the Output Files branch:
 

(Optional) If the Auto-notify Client checkbox is unchecked, but you want to inform your client that the files are ready and you are about to close the project click the Edit and Send button. The E-mail pop-up window appears.

    1. In the Recipients section add the people who should get the e-mail notifications besides the contact person assigned to the project.
    2. In the Attachment section click the Add files... button if you want to send files as the attachments of the email.
    3. Edit the e-mail text to adjust the e-mail text message in the Message section.
    4. Click the Send button. When you click it, the contact person of your client gets information that they can go to the Customer Portal to get the performed files or download the files as a ZIP package.
 

 Click the Save button.

Close All Tasks in the Project

Please bear in mind that you need to close all tasks to close the entire project. If you have more than one task in the project, follow the above steps for each single task. 

 

Can I Cancel a Job?

If you have decided that the created job in the workflow should be canceled, you can still close the task which consists of this job, therefore you can also close the entire project.

II. Verify Receivables Statuses

When all jobs are finished by your vendors, you need to fulfill contractual obligations charging your client for a given service. In other words, if you want to close your project you need to set the statuses of all receivables to Sent.

Receivable Status Changes Automatically to Sent

  • Please bear in mind that the receivable status set to Sent is a technical term. Any kind of notifications are sent to any of your partners.
  • It might happen that the statuses of all receivables changes automatically to Sent: This option is configurable while creating a Workflow Definition in XTRF Platform. When the jobs in a given task are finished, the receivable associated with it is sent to the client. Please mind that all default Workflow Definitions delivered in XTRF Platform are set up with the Automatically Change Receivables Status to "Sent" when Workflow Is Finished setting selected.

 


 

To check the status of your receivable and set it to Sent, perform the following steps:

 Click the Projects module icon.
 In the Projects tab select the project which you want to close. You are redirected to the given project display.
 

Select a task for which you want to send a receivable. The selected item appears in boldface.

 Click the  icon.
 Go to the Receivables tab.
 

Check the status of your receivable. In the example, the receivable status is set to Ready.

 Click the  icon. The status of the receivable has changed to Sent.
 

Click the Save button. You have just completed the receivable for a given task.

Set All Receivables Statuses to Sent

Please mind that you need to set the statuses of all receivables to Sent. If you have more than one task in the project, follow the above steps for each single receivables. 

 

 

III. Verify If Your Project is Closed

The very last step in the project closing process is confirming that the project is closed and you can start to settle your finance for the provided services. To check if the project is closed, follow the steps:

 Click the Projects module icon.
 In the Projects tab select the project which you want to close. You are redirected to the given project display.
 

Verify if the status of your project is set to Closed. The status of the project automatically changes to Closed if all tasks in the project are set to Closed and the statuses of the receivables are set to Sent.

IV. (Optional) Ask Your Clients How Satisfied They Are

When you have finished the tasks in your project you can conduct a survey for your client. XTRF Platform enables you to engage a client in a dialogue and get feedback on a project process. To do so, perform the following steps:

Satisfaction Survey Enabled

 Please note that the Satisfaction Survey needs to be enabled in XTRF Platform. The administrator of XTRF Platform can configure and customize the list of the questions to your client to your needs in the Configuration. To get more details on the available options for the survey go to the Satisfaction Survey article.

 

 

 Click the Projects module icon.
 In the Projects tab select the project which you want to close. You are redirected to the given project display.
 

In the selected project display make sure that you are in the Project tab displayed on the left-hand side. Go to the Feedback tab. You can see a list of questions regarding the Client Satisfaction Survey.

 

(Optional) Click the icon. The E-mail pop-up window appears displaying the draft of the e-mail which is supposed to be sent. You may verify a form of the email which is going to be sent to your client:

    1. You may send the survey to more than one person adding an email address in the Add Recipient field.
    2. Provide the subject of your email in the Subject field.
    3. You may attach files to the email if you require:
      1.  Click the Add files... button. The file manager window available on your local machine appears.
      2. Select the files you want to upload for your client.
    4. Verify the e-mail text in the Message text field.
    5. Click the Send button. You have just sent an email with a link to the Client Satisfaction Survey.
 

Click the Send Survey to Client button. You have just sent the email with the link to the Client Satisfaction Survey.

Your client gets an e-mail with a link to the survey where they can answer the questions marking the stars in a scale ratings from 1 to 5 stars. When they have filled in the questionnaire they click . Afterwards, you can get the required feedback back in the Home Portal: the results are displayed in the feedback tab as in the following example:

 Click the Save button.

Tips and Tricks

 

To find some hints on the project process go to the Project Module documentation.