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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: Administrators

 

 


 

     

 


 

 

Before the users even start working with XTRF Language Business Platform you, as the administrator, should configure the system settings to make sure that all data is saved and secure. You need to determine how the data should be displayed, your default currency unit and essential language settings for your Project Managers. This article outlines how to set up the basic configuration of the system before making the very first steps within XTRF Platform.

Before Reading a Guide

  • 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.

 

 

 Sign in to the Home Portal of XTRF Platform.
 Click the  icon.
 In the accordion menu click the General Configuration and then select the Advanced Configuration.
 

Click the Edit button.

Restore Default Settings

You can always restore the formats settings set up by default in XTRF Language Business Platform. To do so, click the Restore Defaults button at the bottom of the page.

Administrator

It lets you update "admin" account's coordinates, like First and Last Names, and Email Address.

The link below takes you to the actual account page. You may not have the rights need to actually get the page opened, so make sure you are in view mode.

E-mail

In order to establish the e-mail communication that the Home Portal users and partners can get the notifications when required. To learn how to set up the e-mail settings, go to the Configuring the Outgoing E-mail in the Home Portal article. 

Adjust Formats to Your Needs

In XTRF Platform you can determine the formats of different settings which are available in the system. To specify how data displays by using predefined formats, follow the steps:

 Select the Number and Date Formatting tab.
 In the Date Format provide the date format typical for your geographical area.
 

 In the Date and Time Format provide the date and time format for your geographical area in your system. The default timezone is set to Central European Time (CET) +0100 UTC.

Advanced Date and Time Settings

It might happen that the time zone of hosted XTRF server is different than your local time. If you want to change simply email our Support team for a recommendation: XTRF Support Team.

  From the Decimal Separator drop-down menu select the separator type the users want to use: dot or comma.
  From the Grouping Separator drop-down menu select the separator type the users want to use: white space, dot or comma.
 In the Percentage Format field define how the percentage value should be provided. The default format is #.# % .
 

In the Rate Format field determine how the rate values should be provided. The default format is #0.0000 .

 In the Quantity Format field define how the quantity value should be provided. The default format is #,###,##0.00 .
 In the Currency Format field define how the currency value should be provided. The default format is #,###,##0.00 .
 

In the Currency Sign drop-down lets you specify, where the currency sign is placed: before or after value, with or without white space.

Configure Your Default Settings

Default settings are related to language business area. You can configure the basic options necessary to work comfortably with XTRF Platform on a daily basis. Follow the steps to customize the options to your requirements:

 Click on the Defaults tab.
 

Finance section

In the Base System Calculation Unit section click the Change button if you want to choose the unit to calculate the cost for a given service in your system. The default calculation unit is the source word. Mind that this option can be set up for a particular process while working with XTRF Platform.

 From the Default CAT Calculation Unit drop-down menu select the unit to to calculate the cost for the service while using the external CAT tool in the translation process. The default calculation unit is the source word. Mind that this option can be set up for a particular process while working with XTRF Platform.
 From the Default CAT Job Type drop-down menu select the type of a job which is the most common while working with the external CAT systems. This option is displayed while setting up a process where the CAT tools are supposed to be used,however a user can select a job type which is required for a given process.
 

One of the most important areas while managing localization projects is your finance settings. Therefore, you need to set up the default currency in the system within policies of exchange rates for given activities.

From the Base System Currency drop-down menu select the default system currency in the Home Portal.

Changing Base Currency

Changing Base System Currency will reset the history of currency exchange rates. As a result, any historical financial information for Projects, Quotes, Invoices etc. will base on recent exchange rates and thus may be inaccurate.

 Rounding Policy offers three options to choose from: Round first, Round subtotals (default), Round last. It is explained in the detail.
 From the Fiscal Year Start drop-down menu select a month when the fiscal year starts in your country.
 

Exchange Rate Configuration

In the Exchange Rate Configuration section select the options for projects, tasks and jobs, as well as for the partners invoices which are related to the exchange policies in the Home Portal.

 

Files section

(Optional) In the Files Ignored While Unpacking Archives text field provide patterns of files which should be excluded while unpacking ZIP files uploaded to XTRF Platform. By default, the following files are excluded:

  • .*__MACOSX.* : Folder created for the ZIP files while running Mac OS X.
  • .*[Tt]humbs.db : Thumbs.db files created while running Windows OS. 

Mind that the patterns should be separated within semicolons.

 

Default Separator of CSV Files (Export) - From the drop-down menu select a type of separator for the exported files in the .CSV format. The list of available options is as follows:

  • CSV with Semicolon: In the file the separator is semicolons.
  • CSV with Comma: The separator items in the .CSV file are commas.
  • CSV with Tab: In the .CSV file items are separated with tabulators.
 

Default Encoding of CSV Files (Export) - From the drop-down menu select the character encoding of the exported files appropriate for the software that is going to be used to further process the .CSV files.

Recommended Encoding

It is highly recommended to set the encoding to UTF-8.  To find out more about the UTF-8 character encoding go to the Wikipedia article: https://en.wikipedia.org/wiki/UTF-8.

 

Default Encoding of ZIP Files - From the drop-down menu select the encoding of the .ZIP files appropriate for the software that is going to be used to further process those files.

Recommended Encoding

It is highly recommended to set the encoding to UTF-8.  To find out more about the UTF-8 character encoding go to the Wikipedia article: https://en.wikipedia.org/wiki/UTF-8.

 

Other section

Select the language of your system interface from the Default Language drop-down menu.

User's Language Preferences

The Default Language is set up only for your main system settings. Each user can set up its own language preferences in the My Account settings.

 Validate Postal Address Format - lorem ipsum

Dashboard

Go to the Dashboard - Advanced Configuration article to learn about this Classic Project functionality.

CRM

The Use HTML Notes checkbox is selected. If it is on, HTML formatting is applied to the layouts of notes left by users of the Home Portal.

HTML tags may become visible

Deactivating this option will cause HTML tags to appear in the contents of the notes.

When enabled, Show Notification Pop-Up will produce CRM reminders to pop up in a small window, provided your browser is not blocking them.

The above may work in combination with automatically added notifications for the following time points: Project Deadline, Task Deadline, Job Deadline, Quote Expiration.

Set up Your Paths and URLs

The following steps presents how to configure the location of XTRF Platform. To do so, perform the steps:

Configuring General Settings

 Although many of the below settings are marked as the optional, bear in mind that it is recommended to set up your personal preferences to ensure that XTRF Language Business Platform works according to your requirements.

 Select the Paths and URLs tab.
 

(Optional) In the XTRF System URL field provide the URL specifying the location of your XTRF Language Business Platform. By default, the https://localhost:8443/xtrf is provided.

URL of XTRF Language Business Platform

The URL format for XTRF Platform should be as follows: https:// proxyhostname:portnumber /xtrf .

 

(Optional) In the Partner Zone URL field provide the URL specifying the location of the Vendor Portal. By default, the https://localhost:8443/vendors is provided.

URL of the Vendor Portal

The URL format for the Vendor Portal should be as follows: https:// proxyhostname:portnumber /vendors.

 

(Optional) This option is configurable If you run XTRF Platform on your local machines. In the System Home Directory field provide the location where the files should be stored.

Default System Home Directory

When users create items such as quotes, projects, partners entries in XTRF Platform, all data is stored in the files locally. The default file path to these data files is  C:\Users\ yourusername \xtrf .  

History

XTRF captures stores history of changes in 3 scopes:

  • Client
  • Vendor
  • Project / Quote

If you want historical data to be recorded in any of those areas, make sure they are on the right-hand side as Selected Items.

History is kept for a specified period only. Usually, one month is enough - it may be extended to up to a year in the Keep History for field.

The stored data can be erased by clicking on the Purge history button.

Make the System Secure

In the Home Portal, you can determine the basic settings regarding security issues. To set up them, follow the steps:

 Select the Security tab.
 

Check SSO Based on HTTP Header Enabled in order to allow Single Sign-On for XTRF Home Portal.

Potential security hole!

Enabling SSO login without a properly configured proxy server is a very dangerous security hole!

HTTP Header Field Containing Username is a new field that is shown after enabling this functionality. It requires you to specify which header field will contain the authenticated username. The default value is HTTP_UID.

 Define when the session should expire and a user should sign in again in the Session Timeout (in minutes) field.
 Define when the session should expire and a user should sign in again in the Max. wait time before floating license check-out (in minutes) field.
 From the Required Password Strength drop-down menu select a measure of the effectiveness of user's password in case of any vulnerabilities. When you select it you can see the requirements for each measure on the right-hand side.

Debug

Click on the Debug tab to enable more detailed logging.

(Optional) Check the Debug Logging checkbox if you want to keep log files for support purposes.


Tips and Tricks

To find some more information on available options go to the following articles: