Target audience: Home Portal's users
Intro
XTRF Language Business Platform is a highly customizable translation management system which takes the best power-features to get your translation projects finished successfully. Whenever you ask yourself how to figure out the minimum delivery time for your translation projects or how to assign your Vendors in the most efficient way, XTRF Platform helps you to get the fast and rock solid business solutions.
The below sets of guides outlines how the translation process may be conducted and mapped to specific user privileges within the process areas. If you want to do a general search for articles within a particular topic, you can do it as follows:
- From a user role perspective: going through the sets of articles presented in the User Roles in XTRF Language Business Platform section.
- From a functional perspective: browsing the lists of articles grouped in the following sections:
User Roles in XTRF Language Business Platform
When you have installed XTRF Language Business Platform you can find that there are predefined user roles. In the below guides the target audiences are defined according to the default system configuration settings. However, mind that the roles and permissions structure features are fully configurable: this allows to assign specific permissions to a group, therefore tune the access to different process areas. New access rights can easily be defined and then brought to life. The following set of guides familiarize audiences with the features and functionalities available for a given user role in a task-oriented manner. Enjoy!
Administrator
| The administrator helps the translation agency's employees to configure the system they use. They can add and remove the Home Portal's users, decide about their permissions to the given components, customize system values, provide the administrator data to the system. |
Accountant
| The accountant is a person who maintains financial records in the localization company such as invoices or customer's and provider's payments. By default, this person gains access to the partners' price profiles or sets up the rates on the price lists. |
Project Manager
| The project manager is a person who gains control of the project workflow, so can easily manage translation tasks and jobs in the Home Portal. The project managers work very closely with the clients and vendors, therefore it is their responsibility to plan, execute, and close the translation project. |
Vendor Manager
| The vendor manager is a person responsible for contact with your vendors. Vendor manager is looking for new vendors and at the same time maintains the relationship with your current vendors. This person updates and maintains all vendor related information, for example: vendor's price profiles or price lists. |
Sales
| The sales representative meets client needs offering and selling services. The sales is a person who works with clients to find the most strategic and well-thought-out solutions. In XTRF Platform one of the key responsibilities of sales representative is to prepare opportunities and quotes for clients where understanding of client culture and business needs is essential. |
Manager
| The manager is a person who makes decisions about the organization in the translation agency. By default, they can modify all settings in the Home Portal except for system configuration. |
Get Started with XTRF Platform!
Starting working with XTRF Platform in the right direction makes getting your results reliable and more productive. Without doubts. The below package of articles guides you how to set up the basic configuration to work with your XTRF Platform in the most convenient way.
| What Are You Going to Do? | Target Audience | Description |
|---|---|---|
| Configure the basics of XTRF Business Language Platform. | Administrators | Go to the article to find out how to configure the key values in XTRF Platform. |
| Set up an outgoing e-mail configuration for proper work of the Home Portal. | Administrators | The article guides you how to configure an outgoing e-mail in the advanced Home Portal settings. Go to the Configuring the Outgoing E-mail in the Home Portal Guide |
| Configure the basic system values, language. | Administrators | In the guide you can learn how to add the basic system values such as language. |
| Configure the calculation units as the basic system values. | Administrators | In the guide you can find how to add the basic system values such as calculation units. Go to the Configuring System Values: Calculation Units Guide |
| Configure the payment details. | Administrators | The article describes how to configure the basic payment system values used to create invoices. Go to the Configuring System Values: Payment Methods and Payment Types Guide |
| Add new users to the Home Portal. | Administrators | The article presents how to create accounts for users in your company. Go to the Adding a New User Account in the Home Portal Guide |
Use XTRF Platform on a Daily Basis
When your XTRF Language Business Platform is running, you can get your data in to accomplish your translation project goals. The following articles instruct you on different aspects of managing your translation projects in XTRF Platform.
| What Are You Going to Do? | Target Audience | Description | |
|---|---|---|---|
| Add Entities to the Database | |||
| Add a new Client to the database one-by-one. | Project Managers | The article describes the manual client creation. | |
| Manage a price profile for a new Client. | Project Managers, Accountants | In this article you can find how to:
| |
| Manage a new price list for your Clients. | Project Managers, Accountants | In the article you can learn how to:
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| Create manually an entry for your partner. | Project Managers, Vendor Managers | The article describes the manual Vendor creation. | |
| Create and manage a price profile for a new Vendor. | Project Managers, Vendor Managers, Accountants | You can find out how to:
| |
| Create and manage a new price list for your Vendors. | Project Managers, Vendor Managers, Accountants | In the article you can read more how to:
| |
| Send an email to the Client with invitation to the Client Portal. | Project Managers | The article presents how to invite a client to the Client Portal. | |
| Send an email within an invitation to the Vendor Portal. | Vendor Managers | The article guides you how to invite a person to the Vendor Portal. | |
| Work with a Localization Project | |||
| Create a new opportunity or add an offer to an existing opportunity. | Sales, Project Managers | In this guide you can find a description how to:
| |
| Create a new Quote in the Home Portal. | Sales | The article describes how to create a Quote. | |
| Create a Project in XTRF Platform to start working with your Vendors. | Project Managers | You can find out how to:
| |
| Ask your Vendors if they are willing to undertake a given Job. | Project Managers | The article presents how to assign your Vendors to a given activitiy. Go to the Assigning a Vendor within Availability Requests Guide | |
| Close your Project after finishing all activities. | Project Managers | You can find how to proceed to get all the activities done. | |
| Create an invoice for your Project. | Accountants, Project Managers | You can learn how to create an invoice for completed Jobs. | |
| Create a report. | Managers | Find out how to create a report from scratch to address your data visualization needs. | |
| Restore content in notifications. | Project Managers | The article instructs you how to restore default content of the notification templates. Go to the Restoring Default Content of a Notification Template Guide | |
| Link your Clients. | Project Managers | You can learn how to connect your Clients with each other, although they stay in different offices. | |
Configure Your XTRF Platform
In today's business world things need to work smoothly , efficiently, and reliably - in a way that you are satisfied with the results. To optimize your project management process learn how to configure XTRF Platform going through the guides presented below.
| What Are You Going to Do? | Target Audience | Description |
|---|---|---|
| Create a new view. | Administrators, Project Managers | Create a new view to preview and manage your data in the Home Portal. |
| Add a system value. | Administrators, Project Managers | System values are pieces of information that have an influence on your environment. The system values such as languages, payments or calculation units you should configure when starting to work with XTRF Platform; others you can define when you need more than the default ones. Go to the Configuring System Values: Job Types Guide Go to the Configuring System Values: Specializations Guide Go to the Configuring System Values: Discounts & Surcharges Guide |
| Add a new workflow. | Administrators, Project Managers | By default, you have the predefined Workflow Definitions in the Home Portal. However, you can add a new one which meets your needs. To learn how to create a Task Workflow Definition or Project Workflow Definition, go to the following guides. |
| Manage files in the newly created Workflow Definition. | Administrators, Project Managers | When you have added a new Workflow Definition you should know how to distribute files in it. The article gives you an example how to do it. |
| Configure the Customer Portal. | Administrators | The article describes how to prepare the Customer Portal for your clients. |
| Prepare Services for a Client. | Administrators, Project Managers | Services are a system value representing your translation process workflows in a marketing language. To find out more how define and manage Services in XTRF Platform see the below article. |
| Add a Document Template to XTRF Platform prepared within BIRT-4 version software project. | Administrators, Project Managers | Templates are used to generate the final documents with a desired look and feel. Every time when you change the Document Templates locally, you need to add it to the Home Portal of XTRF Platform. The article below instructs you how to make the Document Template available in the XTRF Platform. |
| Personalize a Document Template prepared within BIRT-4 version software project. | Developers | If you are familiar with the Business Intelligence and Reporting Tools (BIRT) version, you can adjust the Document Template available in the XTRF repository to your needs. To learn how to do it, follow the steps in the below guide. |
| Generate an access token for a Home Portal's user. | Administrators, Project Managers | An access token is used to authenticate a user with an external application using the Home Portal API. Token based authentication is definitely more secure because the information is not stored on the server or in a session. To see how to generate the access token for a user read the below article. Go to the Generating New Access Token for the Home Portal API Guide |
