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XTRF PLATFORM RELEASE NOTES

VERSION 5.0


Home Portal

Build up SDL GroupShare Environment

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Since 5.0 version XTRF Platform has offered you a new translation environment, the SDL GroupShare integration. The integration combined with SDL Trados Studio gives new opportunities for small and medium localization teams where the company structure plays an important role. In the SDL GroupShare application you can structure the company hierarchy defining which files Project Managers and vendors can gain access to. The users can share the projects among other SDL Trados Studio users in your organization. XTRF Platform supports the 2015 version of SDL GroupShare. The integration requires the SDL Trados Studio external system to work appropriately.

 

See the documentation:

 

 

Notify Your Vendors and Deliver on Time

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Nowadays, if you want your work to be effective, your process should be automated as much as possible. When Project Managers keep an eye on the project's workflow, they focus all their attention on partner's relationships. That also includes sending e-mails to vendors to remind them about the upcoming deadline, so that they could deliver the files on time.  XTRF Platform meets that needs introducing the automation of sending notifications to vendors that the delivery time is coming. It is just enough to set it up in the configuration of the Home Portal and decide who should be informed. Would you like to alert translators, editors, or proofreaders? Add the specific job types to the list and reduce the Project Managers' workload. Automatic notifications mean lower project's maintenance costs.

 

See the documentation:

 

Saying Smart Is Not Enough

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In XTRF Platform you can find them as Smart Connectors. But this is something beyond another piece of software integration. Smart Connectors allow you to sustain your client relationship in the most profitable way for both sides. First of all, Smart Connectors extend the capability of using any external file sharing service available on the business market. Your clients want to use a file sharing application they get used to work with on a daily basis, simultaneously you expect to cooperate with them gaining insight to the required activities within your Home Portal. Smart Connectors link your and your client's demands. Your client drops the files to the file sharing service, Smart Connector starts running in XTRF Platform, you can find a newly created project in the Home Portal. It is a fast and effortless implementation, especially when your clients purchase order of projects repeatedly. Secondly, Smart Connectors are fully configurable in terms of project's settings and time schedule, therefore you and your clients may stay synchronized all the time. No redundant checking and information overload. Smart Connectors are building a solid long-term relationship with you and your clients.

Connecting Smartly, Scheduling Regularly

Smart Connectors outrun the prevalent ideas on the translation market: the flexibility of files location has been introduced. The files can be uploaded to the monitored folder to which a connection with the Home Portal can be fully configurable. Your client can still use the Customer Portal or content management system they are familiar with and you can manage your watch-directorieto monitor client's resources. You declare how to connect the Home Portal with the mapped directories for both, input and output files. When the connection is set, the files monitoring can be processing according to your company schedule: daily, weekly, or monthly. Let your projects run smartly in a periodic manner.

Have You Already Sent a Smart E-mail?

We have. And could not believe that creating a project might be so easy. Smart Connectors are extended with the smart e-mails option. Your client sends an e-mail asking a Project Manger to set up a translation project and the project is already created. How is that possible? Smart Connectors scan the e-mails looking for attachments or links to them to automatically create a project uploading the files found in those attachments. Provide your inbox settings in the Home Portal and ask your clients to send the smart e-mails. Make your project creation smarter with every click.

 

See the documentation:

 

 

Vendor Rates Displayed Smartly

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Smarts Views have been introduced to the vendor's price profiles. You can have full insight into the vendor's rate in the given price profile and overall rating calculated basing on all ratings. Other relevant pieces of information, such as  details of the rate including service or calculation unit, are also displayed empowering your process automation on a daily basis. You can selectively search for vendors to assign them to project's activities according to your funds. Go to the Smart Views of price profiles and search for vendors' assignments smartly at first sight.


See the documentation:


Mastering an Array of Offers

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Sales opportunities empower your business on a daily basis. With the newly styled Opportunities module in XTRF Platform you gain a direct access to associated offer sets having a neat overview of your deal plan. Putting together a Summary card, offer cards and a People card on one screen keeps you in the loop all the time. In addition, to make your work as much comfortable as possible, and allow to modify your offers at your convenience, all made changes are saved automatically. A new look and feel of the module sets in order your activities, therefore you can track all changes in the sales offers straight away. So, start using the Opportunities module today.


See the documentation:


 

 

Matching Your Language Code with SDL Applications

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Do you put much effort to manually match your language codes?  Not any more. Whenever you integrate XTRF Platform with the external applications made by the SDL company, SDL Trados Studio or SDL Studio GroupShare, the language codes correspond with each other applying the MultiTerm aliases defined in the integration settings. Set up your aliases and continue your work uninterruptedly.

 

See the documentation:

 

 

Project Managers and Vendors Uniquely Matched in memoQ

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Information overabundance often generates haziness of the system's usage, especially when the system is integrated with external applications. When XTRF Language Business Platform works with the memoQ translation software you expect that all users' accounts are synchronized in both systems. To expand the automatic matching procedure of user's accounts stored in XTRF Platform and memoQ, not only the usernames are searched and verified, but also the e-mails of the users. The algorithm enables you to group users in default sets for Project Managers and vendors and then examines whether the user is defined in the memoQ database. If not stored, then the new user's account is created. This ensures the synchronization of user's accounts and transparency of their usage.

Setting up Names of QuickBooks Jobs

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XTRF Platform integrated with QuickBooks takes your business to the next level. The QuickBooks services extend widely the capabilities of settlements payment process for vendors and clients. To make QuickBooks synchronization settings more flexible in XTRF Platform, with 5.0 version you can find a configurable field where you can set up a QuickBooks job name within the velocity expression. The synchronization setting is configurable by adding a possibility of using the project's details included in QuickBooks job name. The option is available while proceeding with clients data.

 

See the documentation:

 

 

Tracking Your Working Hours

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It is time to enhance the Work Log functionality. A new, simple style of logging working hours gives you an intuitive understanding how the company's work management looks like. In the Home Portal, the Work Log functionality enables you and your associates to report all working hours in an easygoing manner: the work log icon is available straight away from the main menu and employees can track their activities with just one-click. You and your associates can add, edit and delete log work entries which then can be associated with the appropriate payables. To give you more visibility into the cost calculation of the project, the payables based on the work log entries can be created and updated automatically. In addition, the Work Log settings are fully configurable to generate your output information on the reliable and adequate data.

 

See the documentation:

 

One Job One E-mail

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The strategy of creating a project is very simple in XTRF Platform: a Project Manager sets up a project within tasks which are split into jobs. When jobs are created, the Project Manager has an opportunity to ask vendors if they would like to do the offered jobs in a specified time frame. The concept of sending availability requests is perfectly known in the Home Portal. To get it more transparent and convenient, the process of request e-mail sending is implemented according to one-to-one rule: for each job one availability request e-mail is sent regardless of suggested vendor assignments. The one-to-one rule is applied to all vendor assignment offers including multiple job offers. Make it simple means make it clear.

 

See the documentation:

 

Pay as Little as Possible

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Your company has your own financial strategy as well as project management vision. But in business nobody wants to strain the budget. If you seek to pay the lowest price for given activities, just use the Cheapest at deadline option while looking for a vendor. This mechanism enables you to notify your vendors about the job offers and then assign a person who is able to perform the job for the lowest price. Want more? The mechanism might be triggered for all kind of activities: tasks or jobs set in your project workflow. Your jobs are performed on time, XTRF Platform saves your money.

 

See the documentation:

 

More Flexible Job Availability Request Settings

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Configurability and flexibility put XTRF Platform in the world's leading league. To add one more element to that vision a new bunch of availability request settings has been introduced on a job level. You can set up availability request settings on a task level, simultaneously adjust them also on a job level, if required. This guarantees you to easily adopt to changing requirements on a daily basis.

 

Limiting Access to Client Data

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Your trust ability is the core value. No matter with whom you work, your associates or your clients, controlling the spread of confidential information is a key asset in your company. In XTRF Platform, protecting your data means protecting its confidentiality and availability. Within the limiting access functionality you decide which data is in user's hands. You can choose which client's data you want to exchange with whom internally and with collaboration partners; if only they have user's accounts in the Home Portal. You can determine the responsible persons of different domains in the translation process. Building your client trust is building trust to XTRF Platform.

 
See the documentation:

 

Issuing All Types of Invoices in Smart Views

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No doubt that your work is precious. To reduce redundant clicks in the Home Portal, the Smart Views in the Invoicing module have been enriched with slick drop-down buttons. With one-click you can expand and select the list of all types of invoices for vendors or clients available in XTRF Platform. A quick and effortless action in Smart Views.

 

See the documentation:

 

 

All-in-One Invoice Reminders

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 Communication with your clients should stay reliable, consistent, and concise. To exchange information efficiently and promptly, the concept of sending e-mail reminders to your clients has been rearranged. From this version whenever you want to send a notification to a client, all selected relevant items are gathered in one e-mail. Through a simple click, the one event type reminder is generated providing the client the following pieces of information:

 

  • Invoice number
  • Total invoice value
  • The outstanding amount to be paid for the invoice

 

Moreover, the client's invoices in the .PDF file format are attached to the e-mail reminder, to adequately inform about the transaction details. Sending the notification which collects the items valid in your business discussion is a key aspect, especially when speed matters in communication. Any outstanding invoices remaining for payment? Specify your client payment records according to your settlement terms. The collective e-mail reminders functionality can be turned on in the Home Portal configuration.

Better and spamless communication guarantees having more credibility you have with your clients.

 

See the documentation:

 

Draw Conclusions and Change Your Future Offers

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Although you want to avoid rejecting your offers, it happens that your clients might be unsatisfied with the proposal you made. To get the lesson learnt and improve your next offers, you can label them with the Rejection Reason functionality. Thanks to the method of implementation, the Rejection Reasons are configurable to take you feedback into account in the future. Whenever you need to specify which parts of your quotes require enhancement or whenever you get very specific information on the lost opportunities, you can mark the feedback using the adequate Rejection Reasons option. Learn the lessons today and start improving your future at hand.

 

See the documentation:

 

 

Making Potential Deals Real

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No doubt that your intention is to convert your offer into a project. To do so, all pieces in the puzzle need to wrap all your project details up. Your clients expect that even tiny little things fit together whenever they are about to trigger the translation process. One of the puzzle pieces is preparing the quote process perfectly. The restyled Quote Registration Form (QRF) enables you to deliver a ready-to-use form in which  clients can specify their requirements. They can decide about the project workflow or specify the specialization of the project. Moreover, the clients can immediately get the information on the estimated project costs basing on the price lists suggested by you. In other words, a user-friendly QRF served in the new style of XTRF Platform.

 

See the documentation:

 

Uploading More and More

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Source files, translation memories, terminology packages, CAT analysis files, reference files.....anything more? Upload as much as you need with the 1 GB file storage.

 

See the documentation:

 

 

Evaluation & Feedback Under Control

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To ensure that the feedback leads to change in behaviors on a daily basis you need to collect it properly. First, you need to evaluate the vendors' performance when their jobs have been finished. You can do it using a web-based decision support system, LISA evaluation. Then, you can make your judgments based on feedback gathered from your clients. To make your insight more powerful and productive, you can apply a desirable Document Templates while proceeding with these judgments. Whenever you provide the data in one of the estimation tabs, you can select how the results will be presented in the printed version. This helps you to build a comprehensive outcome and further polarize the vendor's workforce.

 

See the documentation:

 

 Edit and Deliver, Never Spam

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One of the key aspects of keeping all your finances under control is transferring the finance related information to your partners.  In a translation process your purchase orders authorize a purchase transaction. In the Home Portal, you can configure the Purchase Order templates more than ever when sending the purchase order documents to your vendors. Naturally, when you are about to send the document to a vendor, you can find a configurable prompt, however it is your decision which document template is going to be used from your set of the Home Portal's Document Templates. Even more, before sending the purchase orders e-mails, you can edit and modify the selected template item to adjust it to given project's requirements. By extending the functionality of purchase order sending, you can be precise, concise, and accurate each time your financial facet arises.


See the documentation:

 

 

 

Resources from Your Client Are Valuable

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The introduced limiting access functionality restricts access to the client's data. Taking a step forward, assets from project workflows can be also fully manageable and under control. All resources such as work files or translation memories should be secure and accessible taking into account the user's credentials. No unauthorized access to your assets - keep track of user's rights and share the data confidentially. And make your data secure with XTRF Platform.

 

See the documentation:

 

  Search Filter Options in Workflow Resources Extended

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  Workflow resources in XTRF Platform inform you about project's resources used from the external CAT tools. In the Workflow Resources Browse, the search filter extended by the Specialization, Description, and Default settings make your search capabilities more complete.  Specify your search query and narrow down your results to get the required resource item immediately. Check out how to make your project management less time-consuming.


See the documentation:


 

Hours and Minutes Project Workflows

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Working in a translation company brings challenges every day. On the Project Manager's to-do list there are short-term and long-term projects which require to be monitored. You have already known that all the dates which are crucial for project management can be set up automatically. Provided the Workflow Definitions are used to set up projects in the Home Portal, the start dates and deadlines can be calculated automatically in steps of 1 hour. Within the 5.0 release, XTRF Platform adjusts automatic calculation possible for all short-term projects: you can estimate the job time slot in steps of 1 minute. Provide your data in the Workflow Definition and let your job slots be calculated immediately.

 

See the documentation:

 

 Find Your Feedback at Project Level

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Leaving feedback is not a cliché in the language business. Your client's satisfaction allows to close the project and make money for your company. If they are dissatisfied and complaining, your projects slow down and become never-ending stories with raising issues. In the Home Portal three types of feedback reports are available: approvals, complaints, and internal nonconformities.  All of them have been moved to the project's level to enable you to gain an overall insight into the client's satisfaction. You can display which issues are related to the entire project and which of them describe the particular cases. All-in-one to give you more satisfaction every day. The implemented changes have been also applied in the Customer Portal to allow your clients to leave feedback for you.


See the documentation:


 

Custom Fields Functionality Refreshed

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Individual approach makes XTRF Platform competitive on the market. The Custom Fields functionality in the Home Portal enables you to adjust the default look & feel of every module to be even more user-friendly and convenient. Do you need additional fields in the partner's profiles? Is a custom checkbox required to make your jobs or tasks more adequate to your custom work flow? Create your personal view in the user interface and make it accessible from API at hand . New approach, new vision, new style in your non-standard translation management.

 

See the documentation:

 

 

 

Home Portal API


 Adding a Language Combination to a Quote

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The method, which adds a language combination to a quote without a necessity of creating a task, has been implemented.

POST: /quotes/{quoteId}/languageCombinations  method

 

Extending the Delete Task Method

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By adding parameters to the task, the deleting method enables you to delete a task within different options:

  • The  removeFilesFromDisc parameter: It allows you to delete a task from your local machine.
  • The  removeExternalProjects parameter: It enables you to delete a task which is created in the third-party system.
  •  The  forceJobsRemoval parameter: It enables you to delete a task regardless of its status. The action is not allowed to perform only for tasks which have been already invoiced.

 

DELETE/tasks/{taskId} method

 Adding Custom Fields on a Task Level

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Custom Fields are the answer when it comes to customize the Home Portal's interface in XTRF Platform. It gives you the ability to adapt required solutions which are not available on the spot in the default configuration. Within the following methods you can obtain information about the existing custom fields as well as modify them on a task level. 

  • GET: /tasks/{taskId}/customFields  method
  • PUT: /tasks/{taskId}/customFields  method

 

  Filtering Notifications Based on Custom Fields

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To narrow down a number of delivered events, therefore optimize the performance of your XTRF Platform, the filtering options of custom fields are introduced. The following filtering options are available for the custom fields:

  • The text-type selection: It uses a key as a reference of a custom field within a string specified.
  • The single-type selection: It uses a key as a reference of a custom field and a selection type within a specified string.

 Enhancing job_status_changed Event Callback

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The new filed enables you to provide the ID of the source and target language in an event callback.

 

Event : job_status changed; language combination field

 

Listing Active Subscriptions

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Subscriptions allow you to implement an action after getting a piece of information about changes happening in XTRF Platform. The subscription method has been added to enable you to get a list of active subscriptions in the Home Portal.

GET: /subscription/ method


The Home Portal API documentation is delivered within the 5.0 version. To get access to the Home Portal API documentation go to the Developer Space on the main dashboard of XTRF Knowledge Base: https://knowledgebase.xtrf.eu/dashboard.action .

 

Vendor Portal

 Setting up Vendor Status After Registration

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XTRF Platform follows your expectations. You are the person who makes a decision how to successfully manage your vendors to work on reliable information available in the system. When your vendors have finished the registration procedure, a specific status of the vendor's account is assigned to it at once. This information is displayed in the vendor's profile in the Home Portal to inform Project Managers about the current or prospective cooperation with the vendor. Define a proposal for your vendor, make decisions about the future contracts, and change the vendor's status adequately. Display and manage vendor's accounts according to your requirements.


See the documentation:


 

SDL GroupShare Integration: Resetting Password

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Less configuration steps eliminate user's annoying fever. The introduced functionality makes changing your password while integrating with SDL GroupShare less cumbersome. A user with the administrator's permissions in the Vendor Portal can sign into the application and change the password for SDL GroupShare at any time. This option requires only to get linked a user's account with the external system in the Home Portal. The SDL GroupShare 2015 version is supported.

 

 

Customer Portal

 Now Clients Are Leaving Feedback

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Your client's decisions are the lifeblood of your projects. You expect the predictive rhythm of the project development and your clients want to get the final files processed perfectly. To make your cooperation smoother, your clients can leave feedback for every single project in the Customer Portal. They can accept the delivered files or make suggestions that the requirements are not met.  The feedback is immediately visible at the project's level in the Home Portal.  Your client's opinion is a valuable door opener for better cooperation in the future.


The Customer Portal Help documentation:


 

More Transparent Reports Even for Complex Office Structure

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Your clients need to get the visibility of their orders to determine their future business decisions. When the company structure gets larger and larger, the visualization of the data becomes crucial, especially  for processing  sensitive data. Your clients can easily visualize their data in the reports module in the Customer Portal. By setting up a required setting in the Home Portal, you can decide which data your clients can gain access to.  Do your clients need transaction reports and information on activity to estimate the profitability of the translation projects? The single report or summary reports can be produced at hand. Your clients can work on the detailed and consolidated data to succeed in today's competitive market.


 

Setting in the Home Portal

Clients Module: Account Data of Contact Person

 

Result in the Customer Portal

Reports Module

  • Only related quotes/projects: A client's contact person can manage only the quotes or projects in which the person is set as the one responsible for a given process.
A contact person can generate business reports all data is gathered from the quotes or projects where the person is assigned to.
  • Default office: A client's contact person can manage data recorded from the office the person is assigned to.
A contact person can process only data from the given office.
  • All selected offices: A client's contact person can manage all selected offices.
A contact person can work on business reports in which data is gathered from different offices. The person is able to generate reports for only one office, but also to present the data on the summary reports for all offices. 


See the documentation:

 


 

Customer Portal API

 

 Business Reports

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 The methods in the Reports module have been modified to enable you to generating business reports according to the client's contact person settings. Please visit the Customer Portal API documentation to get familiar with the implemented changes.

 

  • GET: /reports/{reportId}/chart method
  • GET: /reports/{reportId}/csv method
  • GET: /reports/{reportId}/table  method

 

 

The Customer Portal API documentation is delivered within the 5.0 version. To get access to the Customer Portal API documentation go to the Developer Space on the main dashboard of XTRF Knowledge Base: https://knowledgebase.xtrf.eu/dashboard.action .

 

 

 

Discontinued Functionality

 Bye Bye Old-Fashioned Work Log

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The new look & feel of the Work Log functionality has been implemented. The well-know options are still available, however the new ones extend your capabilities to gain your insight in the translation project development. To get more details on that topic go to the  Tracking Your Work Hours section.

 

Deleting a Task

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The new  forceJobsRemoval  parameter has been added enabling you to delete a task not only with the Opened status, but also the one in which the status is set to Started or Ready. For more details go to the Extending the Delete Task Method  section.

 Sending Job Request Information at Once

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When a Project Manager adds jobs to a translation project, thy can ask vendors if they are willing to take an offered job. If more than one job in a given task is offer ed to a vendor, links to all jobs are included in one e-mail request. Since the 5.0 version, the concept of sending availability request emails for multiple jobs has changed. Within the default configuration settings each piece of information for each job is included in a single e-mail. If you prefer the previous way of informing vendors about the jobs, you can set up an appropriate setting in the Home Portal configuration. For more information on the current availability request e-mail concept go to the One Job One E-mail section.

 

Switch to memoQ Steps Instead of Using Pre-defined Workflows

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Since the 5.0 version XTRF Platform has become more consistent and transparent with the memoQ approach while setting up a workflow of a project. When you got XTRF Platform connected with the memoQ external system, you need to determine how jobs should be performed in memoQ server. Previously, it was required to map not only jobs themselves, but you were also asked to declare which external workflow needed to be triggered on the memoQ side. With the 5.0 release you only need to map which jobs should be executed in the CAT tool. This drives transparency and  increases the information endowment  for all project participants. In addition, if you have been using the external project workflows so far, you can start using a new approach at hand after upgrading XTRF Platform - all system settings are updated automatically.

 

 

Welcome in the Smarter World

 

Smart Views, Smart Connectors, and Smart Opportunities have been introduced to XTRF Language Business Platform. 

The 5.0 release gives another turning point:  Smart Projects and Smart Quotes are brought pleasurably for the first time to the language market. Both modules are the beating heart of XTRF Platform, therefore making them intuitive, flexible, and easy-to-use is a point of honor for the XTRF experts.

Join us on our way to the smarter world and rediscover project and quote management in XTRF Platform. The smarter world means that you are at your best today.

 

Smart Projects are an empowering tool which changes the understanding of managing projects in the world.

The flexible all-in-one interface which faces up the current demands by Project Managers makes the project transparent and extremely convenient. Even more, the information grouped on cards and sidebar for a specific job introduced to the Smart Projects module gives you full insight to the translation process.

However, not only the style of the Projects module has been enhanced. Taking an advantage of the translation market research, Smart Projects present a new concept of project management combined with higher software technology. Find your own way of delivering projects with the smarter optimization implemented in XTRF Platform.

 

See the documentation: Smart Projects Documentation (DEPRECATED)

  

Smart Quotes introduce the cutting-edge, relevant capabilities that in turn brings your quote management to a higher level.

Do you require to reply fast and adequately to your client's needs? Offer a smarter management immediately in the Smart Quotes module. Great visibility and reliability builds trust with your partners and keeps your clients engaged with your offer all the time.

Smart Quotes present the perfect scheduling within the Gantt chart and the perfect planning of the future project visualized in the Process and Jobs cards. And all of these features are available in one place. Check it out and enjoy your work.

 

See the documentation: Smart Quotes Documentation

 


Running Faster Today

Every day more and more technical improvements are introduced. In XTRF Platform these trends are either followed to maximize the system performance as efficiently and rapidly as possible. With the coming release the XTRF Platform's performance has been increased by 34%. It makes your working area more stable and reliable taking an advantage of newly implemented solutions to make sure your projects run smoothly according to your business expectations.



Integration with CAT Tools

XTRF Language Business Platform is compatible with the following CAT tool versions:

  • memoQ: 2013 (6.5), 2013 R2 (6.8), 2014 (7.0), 2014 R2 (7.5), and 2015 (7.8)
  • Memsource Cloud 5.2, Ultimate
  • XTM Suite version 8.5 and higher
  • XTM Cloud version 8.5 and higher
  • SDL Trados Studio: 2011 SP1, 2011 SP2, 2014 SP1, 2014 SP2, 2015 with XTRF Agent: 5.1.x - 7.0.x
  • SDL Groupshare 2015. Only compatible if the SDL Trados Studio tool is integrated. 

 


Server Requirements

For the basic installation where there are up to 10 concurrent users the server requirements have been changed: at least 12 GB RAM is required to run XTRF Platform smoothly.

See the documentation:



Upgrade Your XTRF Platform

If you want to upgrade your XTRF Language Business Platform to the 5.0 version, please contact the XTRF Support Team.

 


!

Please keep in mind that support of XTRF Platform version 5.0 expires on January 13, 2018.