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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, Project Managers







A workflow is a step-by-step procedure necessary to complete a given service. In the workflow you can select tasks and define their sequence, like follow translation with proofreading.


Steps in this guide

  • Steps without labels are mandatory to complete in order to ensure the proper work of the Home Portal’s functions.

  • Steps marked with the (Optional) label inform you about the additional settings you may use to fulfill the specific requirements for your projects. You may skip them without any negative effect on the Home Portal.



Create a Workflow Definition

In this section you will learn how to define a very simple workflow for your translation projects. To do so, perform the following steps:

 Sign in to the XTRF Home Portal.

Click the  Configuration menu >  Projects and Quotes > Workflows > Workflow Definitions (Classic).


Click the Add button on top of the workflow list.


In the Add Workflow Definition display provide the following data:

    1. From the Type drop-down menu select the Task Workflow.
    2.  Provide the name of the workflow in the Name field. The name should be unique to help your Project Managers distinguish it from other workflows.
    3. (Optional) Provide the information about your new workflow definition in the Description text field.
    4.  Check if the Active checkbox is selected. If the workflow definition is active, you can implement it while creating a new project. Otherwise, it cannot be used in your translation projects.
    5.  (Optional) By selecting the Preferred Item checkbox you can choose this workflow as one of your favorites in the Home Portal. It is especially useful for the Project Managers. When they create a new translation project, this workflow will be displayed on the top of the project workflow list. 
    6. (Optional) By selecting the Default checkbox you can add this workflow as your default workflow in the Home Portal. Mind that only one workflow definition might be set as a default one.




Workflow Definition Types

To find out more about the differences between the Task Workflow and Project Workflow refer to the articles below:


Click the Save button. You are redirected to your workflow definition display.


Click the button to add a job in the Project jobs panel. The Workflow Job pop-up window appears.


In the Main Settings tab provide the following data:

    1. From the Job Type drop-down menu select the type of the job that will be performed in the translation process, for example, translation.
    2. In the Name field the job type name appears.

      Workflow Job Name

      While providing a name of the workflow job please remember the following points:

      • The job name should be concise and short as it will be visible not only on the Workflow Graph, but also to your clients and vendors.

      • The name of the vendor's activity should also be unique. If you want to create more than one workflow job for translation, you need to differentiate the names in your project workflow, for example translation and translation review.
    3. In the Default Vendor section select one of the radio buttons if you want to assign a certain person to the project workflow by default. If not, leave the None option selected.




Automatic Action

To learn more about the automatic action option go to the Automatic action article.


Click the Save button. The Workflow Job pop-up window closes. The newly created job in your project workflow definition is now visible in your workflow graph.


Click the Save button at the bottom of your Workflow Definition display. You have created a Task Workflow which you can apply to your project process.

Tips and Tricks

To find some hints how to configure the workflow's structure see the FAQ page: Can I Customize a Workflow?





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