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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: Administrators



E-mail notifications are the prime form of communication in the XTRF Business Language Platform. The proper configuration of the outgoing mail is the key to work smoothly in the Home Portal. The notifications are used for communication with clients and vendors, file delivery and administrative operations, for instance the password reset.

All e-mails sent from the Home Portal are signed by the signed-in user.

For the technical details and settings regarding your e-mail account contact your e-mail service provider.

Configure the SMTP Settings

To configure your outgoing e-mail service, perform the following steps:

 Sign in to the Home Portal of XTRF Platform.
 Click the configuration icon .
 In the accordion menu click on the General Configuration.
 Click the Settings tab, and the E-mail sub-tab.
 Click the Edit button to go to the edit mode.

In the SMPT Server field provide the outgoing e-mail server.

Server Port Number

 If you require to add a port number to the outgoing e-mail server, you can do as follows: SMTPserver:portnumber, for example: smtp.mail.example.com:2525.

 In the E-mail Address field provide the e-mail address of the account from which the messages will be sent.
 Select the Authorization Required checkbox if the access to your e-mail server is restricted with a log in and password.
 In the E-mail Login field provide the login required for the Home Portal to gain access to your e-mail server.
 In the Password field provide the password required to gain access to your e-mail server.

In the Connection Type drop-down menu select the type of the security protocol used for communication between the Home Portal and your e-mail server:

  • Not Secured - the connection is not secured with any protocol.
  • SSL - the connection is secured with the Secure Sockets Layer (SSL) protocol.
  • TLS - the connection is secured with the Transport Layer Security (TLS) protocol.

In the Set Sender's E-mail Address in drop-down menu select where the Home Portal should put the sender's address:

  • Reply-to filed only - in the message sent from the Home Portal the sender's e-mail address will be visible in the Reply-to field only.
  • From and Reply-to - in the message sent from the Home Portal the sender's e-mail address will be visible in two fields: From and Reply-to.

With the E-mail Sender Name radio button select the format which should be used in the signature of the e-mail messages:

  • First Name & Last Name - The first name and last name of the Home Portal user will be used in the sender name.
  • Custom format - other custom made format will be used. Click the Edit custom format button to define the format that should be used.

(Optional) Select the Redirect All Mail to Admin checkbox if you want all e-mail messages from your Home Portal to be sent to the Portal administrator's mailbox.

You may use this option at the implementation stage, for example when you are testing the e-mail templates and you do not want any trash mail to be sent to your clients and vendors.


You may test if all settings above are correct:

    1. In the Send Test E-mail to field provide an e-mail address you have access to.
    2. Click the Test button.
    3. If everything is in order you will get a confirmation that the test e-mail has been sent successfully.
    4. Check the test mailbox: you should get an e-mail with information that the e-mail settings are correct.

You have configured the SMTP settings.



Configure the Attachments

 Select the Attachments Allowed in CRM checkbox, if you want to allow attaching files to the e-mail messages sent from the CRM module.

In the Max Attachment Size [KB] (0 - Unlimited) field provide the value of the attachment file size limit.

If you set the value to 0 there will be no limit for the file size attached to the CRM e-mail.

 You have configured the attachment settings.



Configure the CRM Bulk Mailing

Some e-mail servers do not allow you to send a large number of e-mail messages in a short period of time. In this case, you can change the queuing settings in order to make the Home Portal send fewer e-mails and ensure that all e-mails are delivered and not treated as junk mail.

 Select the Queuing Enabled checkbox if you want the Home Portal to start queuing the CRM e-mails.
 In the Bulk Sending Interval (in seconds) field provide the value of the time interval the Home Portal should wait before sending the next volume of messages.
 In the Bulk Size (e-mail messages) field provide the number of e-mail messages that will be sent at the same time.
 You have configured the CRM Bulk Mailing.





Click the Save button at the bottom of the page to save your settings in the Home Portal.