This section is a part of the Configuration menu. Access to this section may be restricted by Home Portal administrators.

The changes in the configuration menu settings will affect all XTRF users and, therefore, should be well considered.

Some settings depend on the selected XTRF plan and thus might be unavailable for some clients.

In the Projects and Quotes section, you can provide default settings for all the projects and quotes created in XTRF.

Settings

Defaults (Classic) tab

In this tab, you can decide whether the automatic action jobs will be shown on the Classic Dashboard, the Jobs menu, or the project’s Multiple change page.

Scheduling tab

In this tab, you can:

Set the Default Time for Start Date and Time and Deadline for classic projects.
Make the deadline fields mandatory by checking the Make Project Deadlines Mandatory (Classic) box.
- An additional Number of Days Added to Start Date when Automatically Converting Quote (Classic) field will appear. Based on the typical project duration, provide the number of days that will be used to calculate the deadline for projects converted from quotes automatically.
Uncheck the Estimate Dates with Accuracy to the Minute (Classic) box to calculate the estimated time for jobs in hours instead of hours and minutes.
Uncheck the Automatically Reset Jobs' Dates at Quote Conversion (Classic)to make the Reset Job’s Dates checkbox on the Converting Quote into Project page unchecked by default (see the Quotes module - Convert a quote into a project - Classic quotes article).
With the Calculate Offer Expiration Date box, decide whether you want to calculate the offer expiration date automatically. If this option is enabled:
- Decide whether you want to Calculate Offer Expiration Date in Working Days Only.
- Provide the Offer Expiration Time in Days.

Availability Requests (Classic) tab

In this tab, you can allow sending availability requests for multiple jobs simultaneously. If the Send requests for multiple jobs at once if possible box is unchecked, vendors will receive each request in a separate e-mail.

Finance tab

In this tab, you can manage settings related to the project finances.

Uncheck the Automatically Recalculate Rates after Vendor Selection (Classic) box to make the Recalculate Rates after Selection checkbox in the Select Vendor pop-up window unchecked by default (see the Classic projects - Add a project - Select vendors article).
Uncheck the Automatically Calculate Receivables Total Agreed box, so in the Receivables tab, the Total Agreed field stays empty, and the Auto-calculate Total Agreed box stays unchecked (see the Smart projects - Finance card - Receivables tab - Add a receivable and Classic projects - Manage a project - Task display - Receivables tab articles).
Uncheck the Automatically Calculate Payables Total Cost box, so in the Payables tab, the Total Cost field stays empty, and the Auto-calculate Total Cost box stays unchecked (see the Smart projects - Finance card - Payables tab - Add a payable and Classic projects - Manage a project - Job display - Payables tab articles).
Check the Enable Editable CAT Weighted Totals box to unlock the field in the Add CAT Payable/Receivable pop-up window.

Workflow (Classic) tab

In this tab, you can:

Decide whether you want to Auto-start Workflow after Quote Conversion (see the Quotes module - Convert a quote into a project - Classic quotes article).
Decide for how many days the ready files should be available to clients via FTP/HTTP.

Notifications and Alerts tab

In this tab, you can

Decide whether you want to Notify Vendors about Nearing Job Deadline by e-mail. If you enable this option, additional fields will appear.
Note: The notifications will be sent based on the When job's deadline is nearing template (see the Templates - Notifications - Events tab article).
- With the checkboxes, decide when the notifications should be sent:
  - When 1/2 of the Time is Over
  - When 6/7 of the Time is Over
  - At Deadline
- From the Applicable to the Following Job Types drop-down list, select the job types for which you want to send the notifications. Use the Add All and Remove All links to add or remove all the job types you have in the system.
(For classic projects) In the Warn When Margin Drops Below section, decide when the bar in the Finance tab should be marked in red. Provide the lowest acceptable margin percentage for the project to be considered a profitable one (see the Classic projects - Manage a project - Project display - Finance tab article).

Responsible Persons (Classic) tab

In this tab, you can decide who will be assigned to classic projects as the default responsible person. From the drop-down lists, select the appropriate XTRF user in each section.

Automations (Smart)

To learn about Smart automations, please go to the Smart automations subpage.

Process Templates (Smart)

In this subsection, you can create and configure process templates for Smart projects and quotes.

By default, you see the list of all templates with two filters on top of the table and information about Active status and management mode in columns. You can select another view or create a new one by clicking on the View drop-down list.

To add a process template, click the Add Process Template button in the top right-hand corner. You will be directed to the Add Process Template page.
- Provide the Process Template Name.
- Select the Type of the process:
  - Regular Process (non-integrated with CAT tools)
  - Integrated with memoQ.
- Click the Add Process Template button. You will be directed to the Process Template Designer.
To edit a process template, click on its line. You will be directed to the Process Template Designer.

To copy a process template, open it and click the Copy Process Template button in the top right-hand corner of the Process Template Designer.
To delete a process template, open it and click the Delete button in the top right-hand corner of the Process Template Designer.

Process Template Designer

In the Process Template Designer, you can create, edit, or delete the process templates.

On the Main Data card, decide whether this process should be Active and thus selectable in projects. You can also change the process template’s Type.
From the Steps to be Used in Process side panel, drag and drop the necessary steps into one of the highlighted slots on the Process card.
Note: Place all the necessary steps in one consistent line to create a smooth process.
Note: To remove a step, select it on the Process card and click the Delete button that appears in the card’s top right-hand corner.
The Steps to be Used in Process panel contains active step types available in the Home Portal grouped in the following sections:
- CAT Tool (for Integrated with memoQ process type only) - steps that are linked with specific steps in memoQ.
- Manual File Delivery (language-dependent steps, such as Translation and independent, such as File Preparation, DTP, etc.) - steps performed by a vendor on the Vendor Portal (vendors get a list of files shared with the job and are asked to upload result files). Language-independent steps can also be performed by Home Portal users outside the Vendor Portal.
- Manual File Verification (Editing, Proofreading, etc.) - verification steps performed by a vendor on the Vendor Portal. Vendors get a list of files shared with the job and are asked to verify each uploaded file and set their verification status to Verified or Needs Correction. Vendors can also upload additional files.
- Script (scripted steps) - automatic steps defined by a user-provided script. The script can react to specific events in the project and perform operations on the job or communicate with remote services.
  Note: To add new steps or edit the available ones, click the Configure Steps button at the bottom of the side panel. You will be directed to the Process Steps (Smart) section of the Configuration menu > Projects and Quotes.
Configure the added steps:
1. Click on the desired step on the Process card. The step sidebar menu will appear on the right.
2. Set up the job auto-starting strategy in the Automatically Start Job when section:
  - Don't start - jobs in the selected step will not get auto-started. A manual start is required.
  - Any preceding Job is Ready (default setting) - jobs in the selected step will get auto-started as soon as any preceding job for the same language combination gets the Ready status.
  - All preceding Jobs are Ready - this setting has two scenarios:
    - For steps that consist of a single job - the selected step will be started only after all jobs in the preceding steps are either Ready or Canceled.
    - For steps that consist of several jobs - the job in the step will be started after the preceding job for the same language combination gets the Ready or Canceled status.
3. Set up the default vendor selecting strategy in the Default Vendor section:
  - None (default setting) - no default resource is assigned to the step.
  - Current Project Manager - assigns the current Project Manager to the step (the user needs to be linked with a vendor);
  - Current Project Coordinator - assigns the current Project Coordinator to the step (the user needs to be linked with a vendor);
  - Specific Vendor - assigns a selected vendor to the step. Click the Select Vendor button or the name of the previously selected vendor. The Select Vendor pop-up window appears. Click on the desired vendor and then click the Select Vendor button at the bottom of the pop-up.
  - Send Job Offers according to rule - sends job offers for the step. To activate this strategy, select a rule from the drop-down list. If you want the step to get auto-started, check the Vendor is selected from Job Offers box in the Automatically Start Job when section.
4. Set up the file flow. You can separately select which files will be provided by the PM or client and which will be delivered from the previous step. For the first step in the process, you can only select file categories for the PM or Client source. For your convenience, the most often used file categories are pre-selected.
  1. In the Work Files for Vendor section, select the categories of files that will be provided as work files.
  2. In the Reference Files for Vendor section, select the categories of files that will be provided as reference files.
  3. In the Files to be Delivered by Vendor section, select the categories of files that will be sent to the next step in the process.
    
    Note: When you add a step to the process, it is automatically included in the file flow. This step will receive initial reference files and work files from the previous step and deliver files to the next one (if applicable).
  4. (For memoQ-integrated steps) In the memoQ Integration section, select whether you want to Try to deliver files to the next memoQ step when Job is finished and Automatically download Translated Documents to XTRF when Job is finished.
5. Set up the minimum job duration for the step in the Scheduling section. The Use default duration from Automatic Job Dates option is selected by default (to learn more about this option, see the Automatic Job Dates section of this article). You may switch to the Define specific Minimum Job Duration option and provide a custom duration.
6. Allow the vendor to evaluate the previous step in the Evaluation section.
  Note: This section is not available for the first step in the process and scripted steps.
7. Check the step details in the Step Information section. Hover over the icon for more information about the step and job type.
(For memoQ-integrated processes) On the CAT Tool Configuration card, select the correct memoQ Instance and memoQ Project Template.
In the memoQ Project Creating section, select whether the linked projects in the CAT tool should be created automatically or manually.

Process Steps (Smart)

In this subsection, you can create and configure process steps for Smart projects.

By default, you see the list of all steps with information about step and job type, associated CAT tool, and CAT tool step in columns.

To edit a step, click on its line. You will be directed to this step page, described above.
To copy a step, click the icon and then click the Copy button in the top right-hand corner of the step page.
To delete a step, click the icon and then click the Delete button in the top right-hand corner of the step page.

To add a step, click the Add Step button in the top right-hand corner. You will be directed to the Add Step page.
1. Provide a Step Name.
2. Select the Step Type:
  - Manual File Delivery (language-dependent steps, such as Translation and independent, such as File Preparation, DTP, etc.) - steps performed by a vendor on the Vendor Portal (vendors get a list of files shared with the job and are asked to upload result files). Language-independent steps can also be performed by Home Portal users outside the Vendor Portal.
  - Manual File Verification (Editing, Proofreading, etc.) - verification steps performed by a vendor on the Vendor Portal. Vendors get a list of files shared with the job and are asked to verify each uploaded file and set their verification status to Verified or Needs Correction. Vendors can also upload additional files.
  - Script (scripted steps) - automatic steps defined by a user-provided script. The script can react to specific events in the project and perform operations on the job or communicate with remote services.
  - CAT Tool Step - steps that are linked with a specific step in a specific CAT Tool. Those steps can be performed either using the Vendor Portal or an online CAT tool. To learn more about adding CAT tool steps, see the expand below.
3. Select the Job Type that will define which rates from the vendor’s profile will be used for this job payables.
4. Click the Add Step button. You will be directed to the newly created step page, where you can check or change the step settings.
  Note: You can’t change the Step Type selected while adding the step.
5. In the Active section, select whether this step should be active and thus selectable in processes.
6. (Optional) In the Finance card, select another Job Type if needed.
7. Click the Save button.

Add a CAT tool step

On the Add Step page, select the CAT Tool Step radio button in the Step Type section. Several additional fields will appear below.
Select the XTRF’s Job Type that will define which rates from the vendor’s profile will be used for this job payables.
Select the CAT Tool this step is linked to.
(For XTM-linked steps) Select the correct Instance.
Select the linked Step in CAT Tool.
Click the Add Step button.
(For XTM-linked steps) Scroll down to the CAT Tool Step card. If you have more than one XTRF step linked to the same CAT tool step, decide whether this step should be a default one. If you select Yes, this step will be used for the linked CAT tool step while importing projects from the CAT tool to XTRF.
Click the Save Changes button in the top right-hand corner.

Workflow Definitions (Classic)

In this subsection, you can create and configure workflows for Classic projects.

By default, you see the list of all workflows with several filters on the left and information about Active status and workflow Type in columns. You can select another view or create a new one by clicking on the View drop-down list.

Click on a workflow to open it. Click the icon to open it in edit mode.
To delete a workflow, click the icon.
Check one or several boxes in the left column and click the icon in the header. The action menu appears where you can:
- Select or deselect all workflows.
- Activate or deactivate the selected workflows.
- Mark or unmark the selected workflows as preferred.
- Duplicate the selected workflows.
- Apply multiple changes to the selected workflows.

On the Workflow Definition - Multiple Change page:

Decide which settings you want to change. For a detailed description of settings, see the Edit a workflow section below.
Use the radio button to switch between the options:
- select Set to change the setting
- select Add to add a new setting without overwriting the previous ones
- select Remove to delete the selected settings.
Click the Next button. You will be directed to the Workflow Definition - Multiple Change Confirmation page.
Review the changes and click the Confirm button.

Add a workflow

Click the Add button on the top of the Workflow Definitions table. You will be directed to the Add Workflow Definition page.
Select the workflow Type - a task or a project workflow.
Note: We recommend using task workflows, as they tend to work more smoothly than project workflows.
Provide a Name for the new workflow.
Provide a Description that will help to locate the correct workflow.
Decide whether the workflow should be Active and thus selectable in projects.
Decide whether the workflow should be a Preferred Item and appear on top of the workflow drop-down lists.
Decide whether the workflow should be a Default one and thus selectable by default in new projects.
Click the Save button. You will be directed to the newly created workflow page, where you can proceed with editing the workflow.

Edit a workflow

Main Data tab

In this tab, you can check the details provided while adding the workflow.

Additionally, you can provide the localized name for this workflow (in case someone is using your Home Portal in a different language):

Click the Show Localized Names link in the Name section. The Localized Name section will appear.
Click the Add Localized Value button. The Add Localized Value pop-up window will appear.
1. Select the desired Language.
2. In the New Value field, provide the user group name in the selected language.
3. Click the Save button. The new name will appear in the Localized Name section.
Click the Save or Save and Exit button at the bottom of the page.

Workflow Graph tab

In this tab, you can manage the workflow jobs:

To add a workflow job, click one of the icons to add a job to the Quote Jobs or Project Jobs card. A Workflow Job pop-up window will appear (see the expand below)

Workflow job

In the Main Settings tab:
1. Select the Job Type from the drop-down list.
2. Check or change the job Name.
  Note: 1. The job name will be visible to your clients and vendors. 2. The job name has to be unique. If you want to create more than one workflow job for the same job type, you need to differentiate the names in your project workflow, for example, translation and translation review.
3. Select the Default Vendor:
  1. None to be able to select the vendor later.
  2. Vendor (Price Profile) to select a certain vendor. The Select button will appear. Click on it to open the Select vendor price profile pop-up window.
    Note: This pop-up shows the vendor’s different price profiles. To display the vendor’s rates, select the job type, languages, specialization, and calculation unit in the filters on the left and click the Search button. To learn more about price profiles, see the Vendor profile - Competencies and rates tab article.
  3. Automatic action to mark this job as an automatic one. Select the desired action from the drop-down list. To learn more about automatic actions, see the Projects and Quotes - Automatic Actions (Classic) article.
  4. Current PM to assign the task’s PM to this job.
(Optional) In the Files tab:
1. Check the Copy Missing Output Files from Input on Finish box so the system automatically copies any missing output files from the Input Files folder when the job is confirmed as finished. For example, if there are two work files, and the vendor works only with one, the second file will be copied to the output folder after the vendor marks the job as finished.
2. Check the Show Warning for Jobs Attempted to be Finished without Output Files box to warn vendors or PMs about the lack of files for a job they try to mark as finished.
3. For CAT tool-integrated jobs, select the Output Files Policy from the drop-down list:
  - Allow uploading output files without providing CAT tool document links
  - Provide CAT tool document links and deny uploading output files
  - Provide CAT tool document links and allow uploading additional output files
(Optional) In the Availability Requests tab:
1. Select the rule according to which vendors will be selected for the requests.
2. Select the Default Request Deadline.
(Optional) in the Notification tab:
1. Decide whether you want to Notify Vendor when Job is Started.
2. Select the e-mail/text message templates for informing vendors When job is started and When job is started with previous job partially finished. To create a new template, click the Add button.
3. From the Automatically Send Purchase Order when Job is drop-down list, select the appropriate job status.
4. From the Allow Downloading Purchase Order from Vendor Portal when Job is at least drop-down list, select the appropriate job status.
5. In the Project Manager Notifications section, decide whether you want to Notify PM when Job is Ready or Notify PM when Job is Partially Finished.
(Optional) In the Payables tab:
1. In the Automatic Payables section, select when to add payables. Select the Let Me Customize It option if you want to provide a custom Calculation Unit and Quantity for this job. Otherwise, the default settings will be used.
2. In the Invoiceable section, decide whether this job should be invoiceable.
Click the Save button. The new job appears on the workflow graph.
Click the Save or Save and Exit button.

To edit a workflow job, click the icon on the job card.
To delete a workflow job, click the icon next to the job name.
To edit the file flow, click the icon on the job card. The Bundles Assignment pop-up window appears. Each section represents an assignment rule.
- Check the All Bundles box to assign all bundles included in this workflow to this job.
- Otherwise, from the From Job drop-down list, select the source of the bundles.
- To assign selected bundles, double-click the desired bundle in the Available Items to transfer it to the Selected Items.
- (For on-premise clients only) From the Relative Directory drop-down list, select a specific directory from which the files will be taken.
  A relative directory could be selected to avoid issues with file names. For example, there is a task with translating and proofreading jobs. There is one input file, test.txt, and this work file is assigned to both jobs. However, before starting the workflow, the project manager creates an Original Files metadirectory in Configuration > Templates > Directories and includes the expression ‘original.' In the Bundle Assignment window for the proofreading job, the PM selects Original files from the Relative Directory drop-down list. When the translator finishes his work, the proofreader receives test.txt, which is the translated document, and original/test.txt, which is the original source document uploaded in the Input Files panel. If the project manager had not created and selected the ‘Original Files’ metadirectory, the proofreader would have received test~1 as the translated document. To learn more about creating metadirectories, see the Templates - Directories article.
- To add another bundle assignment for the selected job, click the Add button. An additional section appears at the bottom of the window. Proceed as described above.
- Click the Save button.

The flow of bundles is shown using arrows in the Workflow Graph tab.

You can also decide what happens to the files in the Assignment of Bundles Transferred from Previous Job table that reflects all the jobs added to the workflow.
1. In the job columns, click on the bundle status to switch between Read/Write, Read Only, and Not Assigned options.
2. In the Include in Task Output column, click on the text to include or exclude files from the task output.
3. Click the Save or Save and Exit button.

Quote tab

In this tab, you can decide whether you want to:

Automatically Send Quote for Client Confirmation (CAT Tools). When you enable this option, the quote will be sent for confirmation after the CAT tool recalculates the quote’s CAT receivable.
Automatically Convert Quote Approved by Client and Start Workflow. When you enable this option, the quote will be automatically converted into a project after the client accepts the quote on the Client Portal. The conversion will also trigger the start of the workflow.

CAT Tools tab

In this tab, you can:

Select a CAT tool used in this workflow.
Decide whether you want to Start Workflow after Completing CAT Receivable Using CAT Tool.
Decide whether you want to Download Preview Files after Each External Job.

After you select a CAT tool, additional settings will appear. To learn how to configure them, see the related article from the CAT tools section.

Bundles tab

In this tab, you can create and manage bundles for this workflow.

To open a bundle, click on its line in the table. To open it in edit mode, click the icon.
To add a bundle, click the Add button on top of the Bundle table. The Bundle pop-up will appear.
1. Provide a Name for the new bundle.
2. Decide whether you want to include it in the task output.
3. Add or remove file categories from the Selected Items list to decide which categories should be included in the bundle.
4. (Optional) Specify the file types that can be uploaded to this bundle with the regular expressions (e.g., .*\txt).
  The files might be restricted regarding:
  - File format. You can find some examples of regular expressions below:
    - .*\.doc: A project manager can upload only .doc files.
    - .*\.(doc|xls)x?: A project manager can upload only .doc or .docx or .xls or .xlsx files.
    - .*\.(doc|pdf): A project manager can upload only .doc or .pdf files.
  - A common phrase in the filename. For example, if you provide the ^text.* phrase, a project manager can upload only files containing the text phrase in a filename.
    When you specify the expressions for each bundle, the system can automatically assign uploaded files to the appropriate bundles. For example, if bundle A supports .txt files and bundle B supports .doc files, all the uploaded .txt files will be assigned to the bundle A, and all the .doc files to bundle B.
    Note: To enable such an automatic assignment, select the Select Automatically option in the Bundle section of the Upload Files pop-up window (see the Classic projects - Upload source files article).
5. Click the Save button.
6. Click the Save or Save and Exit button.
To delete a bundle, click the icon.

Files and Directories tab

In this tab, you can:

(For on-premise clients) In the Directories section, decide whether you want to Use Custom Directories on your server. Those directories will be used to save files from tasks where this particular workflow is applied.
If you select Yes, a table with directories will appear below.
1. Click the Edit button. The Meta Directory pop-up window will appear.
  1. In the Name field, provide a new name for the folder.
  2. (Optional) Uncheck the Relative to Home box to create a custom path for saving XTRF files on your server.
  3. In the Definition field, you can create a custom folder name expression using the expressions listed below or specify the custom path mentioned above.
  4. Click the Save button.
2. (Optional) Click the Test button to check the path to the renamed folder.
3. Click the Save or Save and Exit button.
(For on-premise clients) In the Files section, customize the output file names. To do so, select the desired expression from the Rename Output File Expression.
Note: This action is possible only when an appropriate expression has already been added to the Configuration menu > Templates > Expressions.
If you want the project manager to manually approve output files before sending them to the client, uncheck the Auto-accept Workflow Output Files.
In the Task> Workflow Graph > Workflow Directories > Output Files, the Matching column will appear, where one can approve a file for sending or remove it from the list of files to send.

Time and Requests tab

In this tab, you can configure availability requests and deadline calculations.

In the Availability Requests section, you can:
- Select how The Vendor Will Be Assigned:
  - Cheapest at deadline
  - First one wins
  - Manually by PM.
- Decide whether you want to Start Job after Vendor Selection.
In the Automatic Deadline Calculation section, you can decide how the task’s total time from start to deadline should be divided between jobs on a 100-point scale. For example, you expect translation to take 70% and editing - 30% of the task’s total time. Enter 70 in the Estimated Time Weight field for translation and 30 for editing. The deadline date and time for the first job and the start date and time for the second job will be calculated automatically.
- You can also provide the Extra Time before Task Deadline. This time will be added between the last job and task deadlinesPM can use it for checking the files, contacting the client, etc.

Notifications tab

In this tab, you can manage workflow-related notifications:

In the Avaivlability Requests section, you can decide whether you want to:
- Send E-mail to Project Manager about Vendor Selection
- Send E-mail to Not Selected Vendor

Also, you can select which template to use for informing the PM about an expired job without a vendor. By default, the E-mail/Text Message to User: When nobody has approved an availability request template is used. Still, you can add another one in Configuration menu > Templates> Notifications > Templates and then select it here.

In the Vendor Notifications section, you can decide which notifications to use while sending e-mails to vendors: the ones from the vendor settings or custom ones.
In the Client Notifications section, you can decide:
- Which notifications to use while sending e-mails to clients: the ones from the client settings or custom ones.
- Whether you want to Auto-notify Client after Files Acceptance. If you uncheck this box, the client will not receive any notification about files being ready for download. Nevertheless, those files will be available for download on the Client Portal.
  Note: If you want to change this setting for a particular workflow, use the Auto-notify Client checkbox on the workflow graph (see the Classic projects - Manage a project - Task display - Workflow Graph tab).
  If the auto-notify option is enabled while the auto-accept option (see the Files and Directories tab section) is disabled, the clients may receive an e-mail about files being ready despite the lack of such files.

Receivables tab

In this tab, you can:

Configure the receivables for this workflow.
- Click the Add Receivable button. A Task Receivable pop-up window appears, where you can set the Job Type, Calculation Unit, Quantity, Discount/Surcharge, and provide a Description. All the receivables added to the projects with this workflow will have those values provided automatically.
- Click the Add CAT Receivable button. A Task Receivable pop-up window appears, where you can set the Job Type, add a Discount/Surcharge, and provide a Description. All the receivables added to the projects with this workflow will have those values provided automatically.
Decide whether you want to Automatically Change Receivables Status to "Sent" when Workflow Is Finished.
Decide whether you want to make this task invoiceable.

Resources tab

In this tab, you can decide how the resources, such as TMs and terminologies, will be assigned within this workflow.

Decide whether you want to Use Default TMs and Default Terminology.
Click the Show Advanced Mode to select a specific selection rule for workflow resources or add a new one.
- From the Add Selection Rule drop-down list, select an available rule. To learn more about selection rules for workflow resources, see the Workflow Resources Selection Rules (Classic) section of this article.

Automatic Actions (Classic)

In this subsection, you can create and configure automatic actions for classic projects.

By default, you see the list of all automatic actions with several filters on the left and information about Type, the Preferred Item, Default, and Active statuses in columns. You can select another view or create a new one by clicking on the View drop-down list.

To edit an automatic action, click the icon. To learn about automatic action settings, see the Add an automatic action section below.
To delete a rule, click the icon.
To delete an automatic action, click the icon.
Check one or several boxes in the left column and click the icon in the header. The action menu appears where you can:
- Select or deselect all automatic actions.
- Activate or deactivate the selected automatic actions.
- Mark or unmark the selected automatic actions as preferred.

Add an automatic action

Click the Add button on top of the Automatic Actions table. You will be directed to the Add Automatic Action page.
Select the type of automatic action.
Provide the name for this action.
Click the Save button. You will be directed to this action page.
Note: The available fields and sections will differ depending on the selected automatic action type.
(Optional) To provide the name of this action in other languages, click the Show Localized Names link in the Name section. The Localized Name section will appear.
1. Click the Add Localized Value button. The Add Localized Value pop-up window will appear.
2. Select the desired Language.
3. In the New Value field, provide the action name in the selected language.
4. Click the Save button. The new name will appear in the Localized Name section.
Decide whether the action should be Active and thus selectable.
Decide whether the action should be marked as a Preferred Item and thus appear on top of the drop-down lists.
Decide whether the action should be a Default one.
In the Linked Vendor section, check if the vendor was assigned correctly. For each automatic action, XTRF creates a dedicated vendor profile.
Note: The vendors created for the purposes of the automatic actions are not visible by default on the list of vendors. To display them, select the Linked with Automatic Actions option in the Type filter on vendor-related views.
With the checkboxes, select which actions the newly created automatic action should perform.
In the Fetch Packages from CAT Tool section, select the desired file types from the drop-down list.
From the Place for Fetched Files drop-down list, select where the fetched files should appear.
Click the Save or Save and Exit button.

Vendor / Provider Selection Rules (Smart)

In this subsection, you can create and configure how the vendors are selected for job offers in smart projects and quotes.

To edit a vendor selection rule, click on its name. You will be directed to this rule page. For more details, see the Add a vendor selection rule section below.

Add a vendor selection rule

Click the Add Rule button in the top right-hand corner. You will be directed to the Add Rule page.
Provide a name for the new rule.
Click the Add Rule button. You will be directed to the newly created rule page.
In the Main Data card:
1. Decide whether the rule should be Active and thus selectable.
2. Decide whether the rule should be marked as Preferred Item and thus appear on top of the drop-down lists.
In the Filters card, you can add and configure filters to include only the appropriate vendors.
Note: The vendors are automatically prefiltered to match the job type, specialization, source, and target language.
1. To add a new filter, click the Add Filter button or the icon. The drop-down list of available filters will appear.
2. Check the boxes next to the desired filters and click the Add Selected Filters button. The newly selected filters will appear on the card.
3. Set the default values for the filters. To learn more about smart filters, see the Smart views article.
In the Cascades card, you can manage how the offers are sent to vendors:
1. From the Number of Cascades drop-down list, select how many sets of vendors will be considered while sending job offers.
2. From the Vendors in Cascade drop-down list, select how many vendors will be in each cascade.
3. From the Interval drop-down list, select the time between sending the subsequent cascades.
In the Sorting card, decide how to sort the vendors selected for job offers.
1. Select a sorting rule from the Sort by drop-down menu:
  - By Estimated Cost
  - By Overall Vendor Evaluation
  - By Specific Vendor Evaluation.
2. To add a sorting rule, click the Add Sorting button or the icon. A new Sort by drop-down menu will appear. Select the next sorting rule.
  Note: The order of applying sorting rules goes from left to right.

Vendor / Provider Selection Rules (Classic)

In this subsection, you can create and configure how the vendors are selected for job offers in classic projects and quotes.

By default, you see the list of all selection rules with two filters on the left and information about Preferred Item, Default, and Active status in columns. You can select another view or create a new one by clicking on the View drop-down list.

Click on a rule to open it. Click the icon to open it in edit mode. To learn about rule settings, see the Add vendor selection rules for availability requests section below.
To delete a rule, click the icon.

Add vendor selection rules for availability requests

Click the Add button on top of the Vendor Filtering Rules for Availability Requests table. You will be directed to the Add vendor selection rules for availability requests page.
Provide a name for the new rule.
Decide whether the rule should be Active and thus selectable.
Decide whether the rule should be marked as a Preferred Item and thus appear on top of the drop-down lists.
Decide whether the rule should be a Default one.
In the Filter Settings section, you can add and configure filters to include only the appropriate vendors.
1. Set the default values for the available filters.
  Note: Each filter consists of at least two drop-down lists. Firstly, select whether the filtering should be dynamic (Bind to property) or fixed (Select using:). Next, select the desired values.
2. To add a new filter, click on the Choose filter from list… drop-down list, then click on the desired filter.
  
  To locate a specific filter, start typing its name in the search field.
From the Sort by drop-down list, select the desired sorting principle.
If you want the sorting order to be ascending instead of descending, check the Ascending Sort box.
In the Vendors Limit field, provide the maximum number of vendors to whom the requests will be sent.
Click the Save button.

Workflow Resources Selection Rules (Classic)

In this subsection, you can create and configure how the resources are selected for classic job workflows.

By default, you see the list of all selection rules with two filters on the left and information about Preferred Item and Active status in columns. You can select another view or create a new one by clicking on the View drop-down list.

Click on a rule to open it. Click the icon to open it in edit mode. To learn about rule settings, see the Add selection rules for workflow resources section below.
To delete a rule, click the icon.

Add selection rules for workflow resources

Click the Add button on top of the Selection Rules for Workflow Resources table. You will be directed to the Add Selection Rules for Workflow Resources page.
Provide a name for the new rule.
Decide whether the rule should be Active and thus selectable.
Decide whether the rule should be marked as a Preferred Item and thus appear on top of the drop-down lists.
In the Filter Settings section, add and configure the filters.
1. Click on the Choose filter from list… drop-down list.
2. Click on the desired filter. The selected filter will appear above.
3. Set the default values for the new filter. Repeat if necessary.
Click the Save button.