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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

 


 

 


 

 

Instructions tab

In the Instructions tab you can include with the quote any special instructions necessary for the future project. Certain information is only visible to specific users: the field that you enter the instructions into determines which users can see what messages. When information is entered, a message appears in the Main Data tab notifying the user that special instructions are included in the Instructions tab.

 
 

Quote/Tasks/Jobs section

In the section you can view and manage a quote. You can manage properties of quote and it's tasks, or add language combination.
Quote columnYou can select quote and edit quote properties.
iconClick the icon in the proper row to enable the edit mode for selected task or quote.
iconClick the icon in the proper row to remove the task from the quote.
iconClick the icon  to add new language combination to the quote.
Quote status

The current state of the quote.

Changing the Quote Status

The status cannot be changed in the Quote column. To modify the status, click one of the buttons at the bottom of the page:

  • Convert into Project
  • Mark as Rejected
  • Reopen

Please keep in mind that the available actions are dependent on the quote's current status. For example, the Convert into Project button is only available for rejected quotes after you have clicked the Reopen button.

The quote statuses are:

  • Accepted: The client and the sales person agreed to the quote.
  • Accepted by Client: A quote was agreed to by the client and is  waiting for a response from the sales person.
  • Pending: A quote was either created or edited by a sales person but has not been submitted to the client for review.
  • Sent: This status appears after:
    • The sales person creates a quote and submits it to the client for review.
    • The external system recalculates the CAT receivable, and the quote is sent automatically
  • Requested: The client created a quote in the Customer Portal and is waiting for a response from the sales person.
  • Rejected: The quote was rejected by either the client or the sales person.
  • Split: At one point a quote with multiple language combinations has been split, and each language combination has been added to another quote or approved or rejected as an individual quote. A split quote then is a record of the original quote before the separation of its language combinations.

 

Add Language Combination buttonClick the button to add new language combination to the quote.
Multiple Change button

Click the button to modify, edit or delete either multiple tasks or activities of a given quote at once.

Add Task buttonClick the button to add new task to the quote.
Copy Task buttonClick the button to duplicate information to the new task, for example language combination.
Start All Workflows buttonClick the button to start all workflows connected to the quote at once.
Synchronize All buttonClick the button to update information about status files and synchronize all tasks.
 
 

Instructions table

 

You can customize and view instructions. Each of them are visible to determined group of users.

 

 

 

 

 

 

 

 

 

 

 

 

Special Instructions from Client pop-up window

Click the icon to provide special instructions about the potential project from the client only visible to you and your client. A window with a text box appears. Provide information there and click the Save button.

Special Instructions for Vendor pop-up window

Click the icon to provide special instructions about the potential project only visible to you and your vendor. A window with a text box appears. Provide information there and click the Save button.

Internal Special Instructions pop-up window

Click the icon to provide special instructions about the potential project only visible to you and other users at your company. A window with a text box appears. Provide information there and click the Save button.

Payment Note for Client pop-up window

Click the icon to provide information about the payment of the potential project only visible to you and other users at your company. A window with a text box appears. Provide information there and click the Save button.

Notes pop-up window

Click the icon to provide information about the potential project visible to all responsible parties. A window with a text box appears. Provide information there and click the Save button.

Show Note on Dashboard checkbox

Select the checkbox if you want to create a dashboard note. an entry is added to the Dashboard Notes tab in the dashboards of all responsible parties, if the quote is converted into a project.

Save buttonClick to apply any modifications.
Cancel buttonClick to discard any changes and leave the editing mode.
Convert into Project buttonClick to convert the quote into the project.
Mark as Rejected button

Click the button to reject the quote. Afterwards, the quote status changes to Rejected and statuses of all tasks change to Cancelled.

 

View Reason for Rejection Pop-up Window

Select a reason of loss drop-down menu

Choose one of available rejection reasons from the drop-down menu.

Text field

Provide your comment in the text field. It will be displayed in the Custom Reason field.

Mark as Rejected buttonClick to confirm and close the pop-up window.
Cancel buttonClick to discard any changes and leave the editing mode.
 
 

Instructions table with added Rejection Reasons

You can customize and view instructions. Each of them are visible to determined group of users.

Special Instructions from Client pop-up window

Click the icon to provide special instructions about the potential project from the client only visible to you and your client. A window with a text box appears. Provide information there and click the Save button.

Special Instructions for Vendor pop-up window

Click the icon to provide special instructions about the potential project only visible to you and your vendor. A window with a text box appears. Provide information there and click the Save button.

Internal Special Instructions pop-up window

Click the icon to provide special instructions about the potential project only visible to you and other users at your company. A window with a text box appears. Provide information there and click the Save button.

Payment Note for Client pop-up window

Click the icon to provide information about the payment of the potential project only visible to you and other users at your company. A window with a text box appears. Provide information there and click the Save button.

Notes pop-up window

Click the icon to provide information about the potential project visible to all responsible parties. A window with a text box appears. Provide information there and click the Save button.

Show Note on Dashboard checkbox

Select the checkbox if you want to create a dashboard note. an entry is added to the Dashboard Notes tab in the dashboards of all responsible parties, if the quote is converted into a project.

Rejection for Reason drop-down menu

Select one of the available Rejection Reasons from the drop-down menu.

Custom Reason text field

Click the text field to enter or modify a Custom Reason.

Save buttonClick to apply any modifications.
Cancel buttonClick to discard any changes and leave the editing mode.
Convert into Project buttonClick to convert the quote into the project.
Reopen buttonClick to reopen the Quote. Quote status will change to Pending and Task status will change to Opened.