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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: Home Portal's users

 


 

 


 

Documents tab

In the Documents tab, you can review the purchase orders and confirmations to be used for the project and select the documents' recipients. Another feature of this tab is the option to send an individual document for each selected language combination, task or job instead of the entire project itself. The tab allows you to send necessary documents to the client, project managers and all the vendors involved in the project.

 
 

Jobs section


In the Jobs section you can select the jobs for which you want to send purchase orders.

Sort by drop-down menu

You can decide how the entities are displayed in the Jobs table:

  • Tasks: You can sort the tasks in your Jobs table by number.
  • Vendors: You can sort the tasks in your Jobs table in alphabetical order of the vendor names.
Jobs column

Select the checkboxes of the items which you want to send a purchase order for.  The column lists the entire structure of the project, including all the language combinations, tasks and jobs. 

  • Overall project checkbox: When you click it, all of its items are automatically selected as well.
  • Language combination checkbox: When you click it, all of its tasks are automatically selected as well.
  • Task checkbox: When you click it, all of its vendors and jobs are automatically selected as well.
  • Vendor checkbox: When you click it, all of the jobs assigned to the vendor in that task are automatically selected as well.
Job Type column

The column lists the job types performed in each task.

Job Status column

The column lists the current statuses of jobs.

The job status can be:

  • Opened: The job was not started yet.
  • Requested: The availability requests for this job were sent to the vendors and the project manager is awaiting their response.
  • Accepted: The vendor has been assigned to the job.
  • Started: The job was undertaken by the vendor and is in progress.
  • Ready: The job was completed by the vendor.
  • Canceled: The job was voided by the project manager.

Document Status column

The column lists the current status of a job's purchase order. In the column you can see if a purchase order was sent to the vendor.

The status of a document can be:

  • Not Sent: The purchase order was not sent to the vendor.
  • Sent: The purchase order was sent to the vendor.
  • Sent but Modified: The purchase order was sent to the vendor but the payable was modified afterwards. Therefore, the purchase order the vendor received is likely outdated, and the new purchase order needs to be sent to the vendor.
  • Partially Sent: some but not all of the project's or task's purchase orders were sent to the vendor.

Edit and Send column

Click the icon to edit and manually send the e-mail which includes the purchase order for this job.

Document Template column

The displayed template is going to be used in the confirmation. You can select different template by clicking on the current template name. As you click the template name, the Select Document Template pop-up window appears. You can select the desired template from the drop-down menu.

Document Template drop-down menuThe drop down-menu allows you to select a document template.
Save buttonClick the button to confirm your selection and close the pop-up window.
Cancel buttonClick the button to discard any changes and close the pop-up window.
Preview & Print columnClick the icon in the proper column to see a printable preview of the purchase order. Depending on the settings of the document template the preview can be downloaded in the .PDF or .DOCX format.
Send Documents for Selected Jobs button

Click to send purchase orders for the jobs you selected in the table.

Sending Documents for Selected Jobs

The vendor will receive an e-mail which contains the purchase order for each job. For example, a task has two jobs: translation and proofreading. Both jobs were assigned to the same vendor. When you select these jobs in the table and click this button, the vendor receives two e-mails: one containing the purchase order for the translation job and the other containing the purchase order for the proofreading job. If there are more jobs performed by different vendors selected, each vendor receives appropriate e-mails with the purchase orders adequate to the jobs they are performing.

 

Send One Purchase Order for Multiple Jobs button

Click to send a single purchase order to a vendor for all the jobs assigned to them. If multiple jobs performed by different vendors are selected, each vendor receives one e-mail with purchase orders for all the jobs assigned to them.

Sending One Purchase Order

The vendor will receive an e-mail which contains one purchase order for all the selected jobs. For example, a project has two tasks, and each task has two jobs. When you select the tasks and click this button, the vendor receives one e-mail which has a single purchase order that contains the payment details for all four jobs. What information is displayed depends on the template you selected for the purchase order, but typically the purchase order lists the payment details separately for each job. If there are many jobs performed by different vendor selected, each vendor receives one e-mail with purchase orders for all selected jobs assigned to them.

 

 
 

Receivables section

In the Receivables section you can decide which confirmations you want to send to the client.

Receivables column

Select the checkboxes of the items which you want to send a confirmation for. This column lists the project, the language combinations, tasks and the individual receivables for each task.

  • Overall project checkbox: When you clikck it, all of its items are automatically selected as well.
  • Language combination checkbox, When you click it, all of its tasks are automatically selected as well.
Receivable Status column

The column lists the current statuses of the receivables.

The status of a receivable can be:

  • Opened: The receivable is not ready and needs to be prepared accordingly.
  • Assigned: A user at your company was appointed to enter all necessary information for a given receivable.
  • Ready: The receivable is complete and can be sent to the client.
  • Sent: The receivable was delivered to the client. The task cannot be closed unless the receivable status is Sent.
  • Canceled: The receivable was voided by the project manager

Document Status column

The column lists the current status of a task's confirmation. You can see if a confirmation was sent to the client.

The status of a document can be:

  • Not Sent: The purchase order was not sent to the vendor.
  • Sent: The purchase order was sent to the vendor.
  • Sent but Modified: The purchase order was sent to the vendor but the payable was modified afterwards. Therefore, the purchase order the vendor received is likely outdated, and the new purchase order needs to be sent to the vendor.
  • Partially Sent: some but not all of the project's or task's purchase orders were sent to the vendor.

Edit and Send column

Click the icon to edit and manually send the e-mail which includes the confirmation for this task.

Document Template column

The displayed template is going to be used in the confirmation. You can select different template by clicking on the current template name. As you click the template name, the Select Document Template pop-up window appears. You can select the desired template from the drop-down menu.

Document Template drop-down menuThe drop down-menu allows you to select a document template.
Save buttonClick the button to confirm your selection and close the pop-up window.
Cancel buttonClick the button to discard any changes and close the pop-up window.


Preview & Print column

Click the icon in the proper column to see a printable preview of the receivable. Depending on the settings of the document template the preview can be downloaded in the .PDF or .DOCX format.

Send Project Confirmation button

Click to send a project confirmation for the entire project.

The client will receive an e-mail which contains a single project confirmation for the entire project. What information is displayed depends on the template you selected for the project confirmation, but typically the project confirmation lists the cost details separately for each task.  

Send Confirmations for Selected Tasks button

Click to send confirmations for the tasks you selected in the table.

The client will receive an e-mail which contains the confirmation for each task. For example, a project has two tasks: Task A and Task B. When you select these tasks in the table and click this button, the client receives two e-mails: one containing the confirmation for Task A and the other containing the confirmation for Task B.  

 
 

Send Project Confirmation for Review section

In the section you can select a user at your company to review either the project confirmation or the confirmation for the selected task before it is sent to the client.

Reviewer drop-down menu

The user at your company who is to verify the project confirmation or the confirmations for the selected task before they are sent to the client.

Send Project Confirmation for Review button

Click to send the project confirmation to the reviewer for verification.

iconClick the icon to edit and manually send the e-mail with project confirmation.
Send Selected Tasks for Review button

Click to send the confirmations for the selected tasks to the reviewer for verification.

Each confirmation is sent in a separate e-mail.

Edit buttonClick to enable the edit mode.
Save buttonClick to apply the modifications.
Show Summary Page button

Click to view a detailed overview of the entire project.

When you click the button, Project Summary Page appears with the details of the project.  

Cancel buttonClick to discard all the changes and leave the edit mode.