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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: Home Portal's users

 


 

 

 


 

Browse Document Templates display

The Document Template is a starting point for creating a new business document. Each Document Template is associated with a document specification by default. In XTRF Language Business Platform you can get a set of templates for the documents such as Purchase Order or Final Invoice which might be available in multiple languages. These output formats are delivered within different versions of the BIRT framework. The document templates can be available in the following output formats:

  • PDF files using BIRT-2 or BIRT-4 version
  • DOCX files using BIRT-4 version

By default, you can find a set of built-in document templates in the PDF format delivered within the BIRT-2 version. The DOCX file formats are only accessible within BIRT-4 version and you can get them on-demand from the XTRF repository.

Semantics in Terms of Document Templates

In the article the following semantics is applied regarding the Business Intelligence and Reporting Tools (BIRT) version used to prepare Document Templates :

Configuration accordion menu

 

You can search and find the the Document Templates section to gain access to the Document Templates in XTRF Platform.

Search field
As soon as you are starting typing a search query, XTRF Platform returns the list of search results. It is an easy and convenient way of finding the required section in the Configuration accordion menu.  
Document Templates section
In the Configuration accordion menu go to the Templates > Document Templates section to get displayed the list of all currently uploaded Document Templates to the Home Portal of XTRF Platform.

 

 

 

 

 

 

 

 

 

 

 

 

 
 

Search Filter panel

 
You can limit your search results for desired entity with the search filter.

 

Search button
Click to begin filtering the data.
Reset Filter buttonClick to restore the default settings of the Search Filter.
Search Filter options

Search Filter options are available on the display to narrow down your search results. You can use one or, if specified, more options within one operation. All Search Filter options are fully configurable for a given object.  For example, you can provide only a part of a name phrase in the Name field at the same time selecting only active entities.

Configure Search Filter Options

You can configure the Search Filter options to display the most frequently used ones. To find out more how to adjust the Search Filter panel to your needs, go to the  View Editor pop-up window  article, section  Filter tab .

Displaying Search Filter panel

To adjust the width of the filter, click and hold  icon. While holding the icon, move your cursor to the left side of the screen to decrease or to the right side to increase the size of the filter.

    • To close the filter, click the highlightable area below the icon.
    • To open the filter, click the highlightable area below the icon.

 
 

Document Templates list

 

In the Document Templates browse you can see all uploaded templates to the Home Portal.

 

The default View columns provide the following pieces of information:

  • Internal ID: The number which is used internally in the Home Portal to identify the Document Template.
  • Template Name: The name of a template provided by a user.
  • User: The first and last name of a user who uploaded the Document Template to the Home Portal. If the Document Templates are delivered with XTRF Platform by default, the displayed name is Unknown.
  • Template Type: The type which helps to determine the business document based on the Document Template.
  • Language: The language in which the final document is going to be generated.
  • Bulit-in: It informs you if the Document template is available by default or uploaded manually.
  • Active: It informs you if the Document Template can be used to generate a business document.
  • Download: It gives you an opportunity to download the template file.
  • Edit: It allows you to go to the display to edit Document Template settings.
  • Delete: You can delete a selected item.

+Add button
You can add a new Document Template to XTRF Platform.
Page navigator

You can navigate comfortably through the pages of the Document Templates.

  • To advance to a desired page, click the available page number.
  • To go to the first page, click the  icon.
  • To go to the previous page, click the  icon.
  • To go to the next page, click the  icon.
  • To go to the last page, click the  icon.
Export button

Click to format the data from the Document Templates list.  You can export the data to the file, therefore you can use it in another application. When you click the button, the Export Data pop-up window appears.

 

Export Data Pop-up Window

Entity Name drop-down menuSelect the required type of information, you want to have exported, from the drop-down menu.  In some system areas you can only export one type of data. In others, you can select what type of data to export.
Name drop-down menu

Select the view you want to use from the drop-down menu. The view which includes the set of columns with data. This set of columns will be included in the formatted file.

Export Views != Browse Views

The Export views are not the same as the Browse views. For example, if you have created a view that allows you to browse only active customers, you will need to recreate it in the Export Data window before you can export it.


Export type drop-down menu

To use the exported files with other applications select what column separator should be used in the exported file.

From the drop-down menu select which separator might be used in .CSV files::

  • A file where columns are separated by semicolons;
  • A file where columns are separated by commas;
  • A file where columns are separated by tabs.
Export buttonClick to download the .CSV file. Depending on your Web browser settings a file manager window might appear asking you to choose the location where you want to download the generated file. If the file manager window does not appear, the file will be downloaded automatically to your predefined or default location.
Cancel buttonYou can click this button to abandon data exporting action and close the Export Data pop-up window.

Refresh buttonClick to update the entities in the Document Templates list.
View: ViewName menu

Click the menu to decide what and how information is displayed in the Document Templates list. You can use the default view which is delivered with XTRF Platform or you can adjust the view to your needs. 

 

View Editor Pop-up Window

View Editor Pop-up Window

In the View Editor pop-up window you can configure what is displayed in the page you are currently viewing. You can add a new view or edit existing one. You can provide the name for your new view to easily associate the view with the content which it displays. In the Columns tab you can specify what information is displayed on the page you are viewing, the Filter tab allows for configuration of available filtering options which can be used to browse the entities in the table and in the Permissions tab you can specify whether or not other groups of users can used the view prepared by you.

 
 

Name field

Name field

You can provide the name of the view in this field.

The name does need to be unique, however, a different name of each view would help you avoid confusion in the further entity management in the Home Portal.

 
 
 

Columns tab

In the Columns tab you can select what information is displayed in the table on the page you are viewing. You can also specify in what order are the columns displayed and how many items is displayed on one page of the table.

Column Selection Tree section

In this section you can decide what information is displayed in each column of the view which is being created. You can expand the selection tree and find the information you are looking for:

  • You can expand single branches,
  • You can click the Expand All button If you want to expand all the branches at one time,
  • You can click the Collapse All button to collapse all the branches at one time .

Select the check box next to the branch name to get the information displayed in the columns of your view.

Column Order section

In this section you can decide in what order the columns selected in the Column Selection Tree are displayed. To do so, you can c lick the name of the column and press one of the following buttons:

  • Move Up button to move the column up the selection,
  • Move Down button to move the column down the selection,
  • Remove button to remove completely the column from the View.
Sort by drop-down menuTo decide how the data in each column is going to be sorted, select the preferred option from the drop-down menu.  
Ascending Sort checkboxBy default, the data are displayed in descending sort. You can select the checkbox, if you want the data to be displayed in the ascending sort.
Number of Items drop-down menuYou can decide how many entities you want to get displayed on one page of the list. Select the number of items from the drop-down menu.
Save buttonTo finish creating a new view, click the button to save your changes.
Cancel buttonClick this button to discard any changes and close the View Editor pop-up window.
Restore Defaults buttonIf at any point you decide that you are not satisfied with the changes you made, click the Restore to Defaults button to return to the standard settings of this view.
 
 

Filter tab

In the Filter tab of the View Editor pop-up window you can configure filtering options. You can add new filters or remove unnecessary ones. You can also set up the details of the particular filtering options.

Filter Expanded checkboxSelect this checkbox, if you want the Search Filter panel to be always expanded whenever you get displayed your newly defined view.
Reset Filter when Selecting This View checkbox

If this checkbox is selected, every time you switch to this view, the search criteria are set to the defined search settings. In other words, If there is a default value set on any criterion, the cleared criterion will not become empty, but will return to the default value.

Group fieldYou can provide the name for the filter group.
Choose Filter from the List drop-down menu

To customize your search mechanism, you can add fields to the filter settings. Select one of the available search queries from the Choose filter from the list... drop-down menu to receive the list of available criteria.

If you know what you are looking for, you may provide the search query in the search field - the system suggests the available criteria while you start typing.

icon

  The search criteria have their own configurable properties. Click the icon to expand the list of the properties and configure them according to your preferences.

  • Once you have configured the criterion, click to hide the configuration. 
  • If you want to move the specific criterion, click the arrow icons to move it up or down. You can move the criterion not only inside the particular group, but also to another group, which is higher or lower on the list. 
  • If you do not need to search using the specific criterion, click the icon on its right hand side. The deleted criterion returns to the list and can be added back, if necessary.

 

Click to Read about Search Criteria Properties

Type drop-down menu


You need to specify the type of search criterion selecting one of the following options:

Text field optionYou can search for the specific text in the specific area.
Suggestion optionYou can search for the specific entity and its name will be suggested while typing it in.
Date optionAllows you to search for information updated in the specific time.
Combobox optionA drop-down menu that allows you to specify one term of search.
Listbox / Large listbox optionAllows you to specify multiple terms of search at the same time.
Value with currency optionAllows you to search for the amounts of money.
Percentage optionAllows you to search for the percentage values.

Restriction Type drop-down menu

 

The Restriction Type drop-down menu is only available if you have selected the Text field option from the Type drop-down menu.

By selecting the option you are interested in, you decide how the system will compare the data in your database with the text provided in the Text field.

Case-insensitive Match optionThe filter will search for provided text and will not be case-sensitive.
Equals option

You will need to provide the exact name of the searched item.

Please mind that this option is case-sensitive.

Starts With option

When you provide a few letters of the word, the system will search for all items which names begin with these letters.

Please mind that this option is case-insensitive.

Ends With otpion

When you provide a few letters of the word, the system will search for all items which names end with these letters.

Please mind that this option is case-insensitive.

Wildcard option

You can search for incomplete words using:

  • The asterisk, *, to indicate some missing characters.
  • The question mark, ?, to indicate one missing character.

Please mind that this option is case-sensitive.

Diacritical Marks in Search Field

There are no limitations of diacritical marks usage in your search - XTRF Platform recognises them all and displays the appropriate search results. However, if you experience any problems with the words containing diacritical marks, it is recommended to use the Wildcard mode and replace the marks with asterisks or question marks.

Settings section

You can set the properties of the selected criterion as follows:

Include Not Active checkboxInactive items, such as unused languages, appear in the selection list.
Default checkboxSelecting this checkbox enables you to edit the Default Value section which enables you to set up additional properties of the criterion.

Default Value section

 

This section is activated only if Default option was selected in Settings section.

Depending on the type of selected search criterion, you can set:

  • Value: You can set a specific value that will be displayed and used in this criterion by default, unless it is changed for the purpose of specific search.
  • Mode: If you are searching using one of the list boxes, when the is any of option is set, the filter will search for all items that match at least one of the selected values. If the is none of option is set, the filter will search for the items that are different than the selected values.
  • If you are searching for the value with currency or percentage, you can decide if you are looking for the exact match, something that is greater or equal than the amount set, lower or equal than the amount set, greater than the amount set or lower than the amount set.
  • If you are searching for date, you can search between the specific days or in a specific time span. You can also set your own advanced mode.
  • You can lock the value by selecting the Fixed checkbox. The locked value cannot be changed outside the View Editor.

Create Group button

You can arrange and sort the search criteria in the filter. When you click the Create Group button, a new group field appears in the search criteria list. Provide the name of the search criteria group in the Group field.

If you have more than one group in the Filter tab, you can click:

  • The arrow icons on the left hand side of selected group to move it up or down.
  • The icon on the left hand side if you wish to remove a group.

    You need at least one group created to add new search criterion to your filter.

Expand All buttonIf you prefer to see all the criteria expanded click the Expand All button.
Collapse All buttonTo hide configurations of all criteria click the Collapse All button.
Save buttonTo finish creating a new view, click the button to save your changes.
Cancel buttonClick this button to discard any changes and close the View Editor pop-up window.
Restore Defaults buttonIf at any point you decide that you are not satisfied with the changes you made, you may click the Restore to Defaults button to return to the standard settings o f this view.
 
 

Permissions tab

In the Permissions tab of the View Editor pop-up window you can select groups of users that will be able to use the view you are currently editing.

Shared With section

In this section you can decide which group is going to see and use your view. Select one of the available options:

    • The All Groups checkbox: Select it if you want your view to be available to all groups listed.
    • The Add All button: Click it to move all available groups from Available Items to Selected Items list.
    • The Add button: Select the group name in the Available Items list and then click the button to move the group to the Selected Items list.
    • The Remove button: Select the group name in the Selected Items list and then click the button to move it back to the Available Items list.
    • The Remove All button: If you have already selected group names in the Selected Items list, click the button to move all available groups back to the Available Items list.
Save buttonTo finish creating a new view, click the button to save your changes.
Cancel buttonClick this button to discard any changes and close the View Editor pop-up window.
Restore Defaults buttonAlthough the button Restore Defaults is available, clicking it does not reset the view's permissions. Clicking it results in restoring to defaults all the changes in other tabs.
 

  icon

It enables you to manage multiple Document Templates at one time.  

Select All setting: All templates get selected.
Deselect All setting: All templates get unselected. It is only active when you have selected at least one Document Template.
Activate Selected setting: The selected templates will become available for use.

Deactivate Selected setting: The selected templates will become unavailable for use.

 

Inactive Document Templates

 Please mind that although you can make the Document Template unavailable, the Document Template is still kept in XTRF Platform. Therefore you can make it active within one-click any time.

 sortingYou can click one of the icons to sort records in columns. Click the appropriate icon to set an ascending or descending sort order in a column.
Download linkClick the link to download the DocumentTemplateFilename.rptdesign file to your local machine. When you click it, the file manager window available on your local machine appears.
 iconClick the icon in the appropriate row to modify the details of the existing Document Template.
 icon

Click the icon in the appropriate row to delete the Document Template. The confirmation pop-up window appears:

  • Click the OK button to delete the Document Template from XTRF Platform.
  • Click the Cancel button to resign from the delete action.
Language drop-down menu

This option gives you an opportunity to have a single, specific language for all template-based documents. Select the language you want to be the default one for all your documents based on the Document Templates listed in the display.

Set Documents for Selected Language as Default button

Click the button to confirm the language selection from the language drop-down menu.

 

Default Document Templates

When you add a Document Template to the Home Portal selecting the Default checkbox, your Document Template is going to be added to the list with the default templates, although the language setting might differ from the global one.

 
 

Custom Text panel

 
In the Custom Text panel you can add text information which therefore is going to be displayed in the Document Template. 
Custom Text 1 field
Click the Change button to add a piece of information which is going to be displayed in the subject of the Document Templates. The information is applied to all Document Templates prepared within the BIRT-2 and BIRT-4 version.
Custom Text 2 field
Click the Change button to add a piece of information which is going to be displayed in the footer of the Document Templates. The information is applied to all Document Templates prepared within the BIRT-2 and BIRT-4 version.

 

 

Logo Image information panel

 
The logo image information panel enables you to easily go and apply your custom logo image in the Document Templates. Please note that it is only applicable if you use the appropriate report item in the Document Template: if you paste the logo image directly to the Document Template the logo image is irreplaceable.
Logo Image information panelClick the Logo section link to personalize the logo image displayed in the Document Templates. For more information go to the Logos tab article.

 

 

 

 

 

Please refer also to the related articles: