Classic projects consist of three levels - Project, Tasks, and Jobs. Each level has several tabs where you can provide, check, and change the project’s details.

Add a project

1. Click the button on the top menu bar and select Project from the drop-down menu
   or
   go to the Projects module and click the Add Project button on top of the project list.
   You will be directed to the Add Project page.
   
   

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2. Provide a concise name for the new project.

3. Select the client. If the selected client has no contact person defined, you will be asked to add one.

4. (Optional) select the group you want this project to be linked to. To learn more about project groups, see the Project groups article.

5. Select the classic project service. To learn more about services, see the Configure system values - Services article.

6. Click the Add Project button. You will be directed to the classic Add Project page. Some fields are already filled with the information you provided while creating the project. However, you may change them or add more details:
   
   

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7. In the Main Data tab:

   1. In the Client section, you can select another client or add a new one:

      1. If you click the Select Client button, a Select Client Price Profile pop-up window appears. Use the filters on the left to narrow down the search. Click on the price profile of the desired client to change the client in the quote.

      2. If you click the Add Client button, you will be directed to the Add Client page. To learn how to add clients, see the Client module - Add Client article.

   2. For clients with several price profiles, select the correct Client Price Profile from the drop-down list.

   3. (Optional) Provide the Client PO Number - the purchase order number or another reference number on the client side.

   4. In the Contact Person section, you can manage contact persons on the client’s side:

      1. Select the main contact person from the drop-down list.

      2. (Optional) Click the Add Contact Person button to open the Add Contact Person pop-up window. Provide the contact person details and click the Add button.

      3. (Optional) Click the More link to expand two additional sections:
         
         

          

         • The Send Back to person by default is the Contact Person chosen above.
           Note: If you select a different person from the Send Back to drop-down list, the Contact Person selected above won’t receive the project’s notifications and the ready files unless you make changes in the notification template or add a new e-mail recipient manually. To learn how to edit the template, see the Templates - Notifications article.

         • From the Additional Contacts drop-down list, you can select another contact person that will receive the project’s notifications and the ready files.

   5. (Optional) Click the Select Project Template button to import the details from the selected template. To learn more about project templates, see the Projects module - Templates tab article.

   6. In the Name field, check or change the name of the project.

   7. Select the Project Manager in charge.

   8. In the Service section, check or change the selected service. To learn more about services, see the Configure system values - Services article.

   9. In the Workflow section, check or change this project’s workflow. By default, you see the workflow defined in the selected service settings, but you can change it according to your needs. To learn more about workflows, see the Projects and Quotes - Workflow Definitions (Classic) article.

   10. Select the project’s Specialization. To learn more about specializations, see the Configure system values - Specializations article.

   11. (Optional) Change the Start Date and Time. By default, the start date is the same as the Added on date.

   12. (Optional) Set the Deadline.
       Note: To learn more about default date and time settings, see the Projects and Quotes - Settings - Scheduling tab article.

   13. If the project is created for a live interpretation, select the Additional Fields checkbox. New fields appear below.
       
       

        

       1. In the Place of Event field, provide the details on where the interpretation will occur.

       2. In the Date and Time of Event field, provide the details about the timing of the interpretation.

   14. In the Categories section, select the project’s category from the drop-down list. To learn more about categories, see the Configure system values - Categories article.

8. In the Instructions tab, you can provide notes and special instructions for the project. Some of them are visible to all responsible parties (Notes), while others will be revealed only to certain groups:

   • to you and your client (Special Instructions from Client)

   • to you and your vendors (Special Instructions for Vendor)

   • to your company's users (Internal Special Instructions and Payment Note for Client).
     
     

      

   1. To add or edit the notes, click the icon. A pop-up editor window appears.
      
      

       

      1. Provide or change the notes.

      2. Click the Save button.

   2. (Optional) Check the Show Note on Dashboard box to mark the project with the icon in the Dashboard > Classic Dashboard > Open Projects display. To learn more about dashboards, see the Dashboard module article.

9. Click the Save button. You are directed to the Add Project Language Combination page.

Add a language combination

On the Add Project Language Combination page, you can add language pairs to the project. To learn more about available languages, see the Configure system values - Languages article.

1. In the Mode section:

   1. Use the radio buttons to decide on the type of language combination you want to add.

      • One to many - select this option if you want to add new language combinations where one source language is translated to many target languages.

      • Many to one - select this option if you want to add new language combinations where many source languages are translated into one target language.

2. For One to many:

   1. Select the source language from the Source Language drop-down list.

   2. In the Target Languages section, double-click on a language(s) in the Available Items list or select a language and click the Add button to add it to the Selected Items list. 

3. For Many to one:

   1. In the Source Language section: double-click on a language(s) in the Available Items list or select a language and click the Add button to add it to the Selected Items list. 

   2. Select the target language from the Target Language drop-down menu.

4. Click the Add button. You are directed to the Instructions tab of the Add Task page.
   
   

Add a task

On the Add Task page, you can create specific tasks for the selected language combination. At first, you are directed to the Instructions tab.

1. Check the available notes and add new ones.

2. Switch to the Main Data tab. The fields there are filled with the information provided on the project level (see the Add a project section of this article). Change them if the task details differ from the project.
   
   

    

3. (Optional) Give the task a different Name.

4. Select the task’s Relation to Language:

   • Language combination-related - e.g., for translations.

   • Source language-related only - e.g., for file preparation.

   • Target language-related only - e.g., for proofreading.

   • Language-independent - e.g., for DTP.
     Depending on the selection, the next field will be a Language Combination, Source Language, or Target Language drop-down list, where you can select the correct language or combination.
     Note: If you select other options than Language combination-related, saving this task will create a new language combination in the Project menu on the left.

5. (Optional) Select a different Specialization.

6. (Optional) Select a different Workflow.

7. (Optional) Select a different Start Date and Time.

8. (Optional) Provide the task Deadline.

9. (Optional) Select a different Contact Person.

10. For on-premise XTRF: check the Auto-create Task Directories box to create corresponding task directories on your server.

11. Click the Save button. A new task appears in the Project menu.
    
    

Upload source files

1. In the Project menu, select the task you want to upload files to and click the icon to edit the task.
   
   

2. Go to the Workflow Graph tab.

3. In the Task Input box, Click the Add button. The Upload File pop-up window appears. Here you can:

   1. In the Upload File tab, add a file from your local machine.
      
      

       

      1. Click the Add Files button.

      2. Locate and select the necessary files. They will be added to the list in the Upload file pop-up.
         You can also drag and drop files into the dashed area around the Add files… button.

      3. (Optional) Check the Unzip box to decompress archives automatically and display the included files separately.

      4. Select the file Category:

         • Work file - the file that will undergo the process defined in the task, e.g., the source text that will be translated.

         • TM (Translation Memory) file - a file that stores previously translated segments (e.g., phrases and sentences).

         • Terminology file - a file that contains a glossary of specified terminology to be used in the translation.

         • Reference file - a file that contains additional commentaries about the work file.

         • Log file - a file from a CAT tool that contains the results of the analysis of the work file with the translation memory.

      5. (Optional) Select the Directory where the files will be uploaded.
         Using sub-directories is recommended when a task includes a large number of various files.  The three possible ways of creating sub-directories are:

         • Create directories on the server's disk drive and then click the Synchronize button on the Task Input card.
           Note: To use this option, you need direct access to the server with 'write' permissions. On-cloud customers can request SFTP access via our Service Desk.

         • Upload a zipped file that has a directory structure defined.

         • Go to the Input Files > Work File folder in the Workflow Directories section and click the Folder button.

      6. Select to which Bundle this file belongs or leave the Select Automatically option. To learn more, see the Bundles expand in this article.

      7. Click the Save button.

   2. In the Resources in Workflow tab, include the CAT tool resources from the client profile.
      
      

       

      1. Click the Add button. The Upload File pop-up window appears.

      2. Locate and select the necessary CAT tool resources.

      3. Click the Select button at the bottom of the pop-up.

      4. Click the Save button.

   3. In the Source Text tab, manually enter the source text.
      
      

       

      1. Type or insert the text in the Content field.

      2. (Optional) Check the Advanced box. Two additional sections appear.

      3. Change the name of the work file that will be created based on provided content.

      4. Select to which Bundle this file belongs or leave the Select Automatically option.

      5. Click the Save button.

4. The Upload File pop-up window closes. You can see the uploaded files in the Task Input box.

Select vendors

In XTRF, vendors can be selected manually, through availability requests, or with the Job offers app.

To select a vendor manually:

1. In the Project menu, select the task and click the icon to edit the task.
   
   

    

2. Go to the Workflow Graph tab.

3. Click the Select Vendor button in the job box. The Job pop-up window appears.
   
   

    

   Start typing the desired vendor’s name and if this vendor matches the task criteria (job type, language combination, specialization), their name will appear on the Job pop-up.
   
   

    

4. Click the Select Vendor button. The Select Vendor pop-up window appears with Job Type, Source Language, Target Language, and Specialization filters preselected according to the details of the job. You can change the default view according to your needs or switch to the Vendor Workload view. To learn more about views, see the Smart views article.
   
   

    

   1. Use the filters on the top to narrow down the list.

   2. Check the Recalculate Rates after Selection to change the payables according to the selected vendor’s rates. To change the default setting of this checkbox, go to the Configuration menu > Projects and Quotes > Settings > Finance tab.

   3. Double-click on the selected vendor or click on the vendor and then click the Select Vendor button.
      
      Note: This pop-up shows the vendor’s different price profiles. To display the vendor’s rates, in the Calculation Unit filter, select the calculation unit set in vendors' price profiles. To learn more about price profiles, see the Vendor profile - Competencies and rates tab article.
      
      

5. The selected vendor details appear in the Job pop-up.
   
   

    

6. (Optional) Set the Deadline.

7. Click the Save button. The pop-up window closes. Now the job has a vendor assigned, and its status is set to Accepted.

8. Click the Save button and proceed with other jobs in the workflow.

Add payables

1. Go tho the Jobs tab in the left-hand side menu.

2. Click on the desired job.

3. Go to the Payables tab on the right.
   
   

    

Add a payable

1. Click the Add Payable button. The Job Payable pop-up window appears.
   
   

    

2. Select the Payable Type.

3. Select the Calculation Unit that will be used to calculate the total value of the job.
   Note: If the provided data matches the vendor’s price profile, the Rate Value and Minimum Charge sections will be filled automatically. Otherwise, you have to fill them in manually.

4. Provide the Quantity of the selected calculation units. You can import the quantity if you have other receivables or payables already defined.

5. In the Rate Origin section, check if the rates were taken from the correct source.

6. (Optional) Provide additional information about the payable in the Description field.

7. Check the sum in the Total Value section.

8. Click the Save button to add the payable.

Add a CAT payable

1. Click the Add CAT Payable button or select the Job Cat Payable with the radio button in the Job Payable window. The Job CAT Payable pop-up window appears.
   
   

    

2. Provide the necessary information as described in steps 3-7 above.

3. In the TM Savings section, select your CAT tool.

4. Select the rates type - Percentage or Fixed.

5. Upload the Analysis File from your local machine or enter the rates manually. For manually entered rates, you can import the rates from the client’s or vendor’s price profile or copy them from other payables or receivables. You can also import quantity from other CAT payables.
   
   

    

6. Click the Save button.

The newly created payable appears in the Payables table. Hover over it to display the Payables Display Panel below.

Add receivables

1. Go to the Task tab in the left-hand side menu.

2. Click on the desired task.

3. Go to the Receivables tab on the right.
   
   

    

Add a receivable

1. Click the Add Receivable button. The Task Receivable pop-up window appears.
   
   

    

2. Select the Receivable Type.

3. Select the correct Job Type. To learn more about job types, see the Configure system values - Job Types article.
   Note: The job type of the receivable may or may not correlate with the jobs included in the process. One receivable can cover the whole process, or you can create several receivables for each step and language pair.

4. Select the Calculation Unit that will be used to calculate the total value of the task.
   Note: If the provided data matches the client’s price profile, the Rate Value and Minimum Charge sections will be filled automatically. Otherwise, you have to fill them in manually.

5. Provide the Quantity of the selected calculation units.  You can import the quantity if you have other receivables or payables already defined.
   
   

    

6. In the Rate Origin section, check if the rates were taken from the correct source.

7. (Optional) If you want to add a surcharge or discount to the receivable, click the Edit button in the Discount / Surcharge section. The Discounts/Surcharges pop-up window appears:

   1. With the Application mode radio buttons, select the way the discount/surcharge will be applied:

      1. First sum up then apply - the values of all discounts/surcharges are first summed up and then applied once.

      2. Apply one by one - each value of the discount/surcharge is applied separately, one by one.

      3. Manual - you manually provide the value of the discount/surcharge.

   2. In the Edit section, select the available discounts and surcharges from the Add... drop-down list. To learn how to add discounts and surcharges to the system, see the System values: Basic - Discounts & Surcharges article.

   3. Click the Save button.

8. (Optional) Provide additional information about the receivable in the Description field.

9. Check the sum in the Total Value section.

10. Click the Save button

Add a CAT receivable

1. Click the Add CAT Receivable button or select the Task Cat Receivable with the radio button in the Task Receivable window. The Task CAT Receivable pop-up window appears.
   
   

    

   1. Select the correct Job Type.
      Note: If the provided data matches the client’s price profile, the Rate Value and Minimum Charge sections will be filled automatically. Otherwise, you have to fill them in manually.

   2. In the TM Savings section, select your CAT tool.

   3. Select the rates type - Percentage or Fixed.

   4. Upload the Analysis File from your local machine or enter the rates manually. To learn more about CAT tools in XTRF, see the articles in the CAT tools section.

   5. Click the Save button.

The newly created receivable appears in the Receivables table. Hover over it to display the Receivable Display Panel below.

Copy a task

To add tasks to other language combinations, you can either:

• Click the Add Task button or the icon next to the selected language combination and add a new task from scratch as described above.
  
  

   

• Copy the available task to other language combinations.

1. Click the Copy Task button. You are directed to the Copy Task page.
   
   

    

2. From the Task drop-down list, select the task you want to copy.

3. In the Languages section, select to which language pair you want to copy the task.

4. Uncheck the boxes with the details you don’t want to copy to the new task.

5. In the Payable Rates and Receivable Rates sections, select what to do with rates:

   • Automatically recalculate according to the vendor’s or client’s price profile.

   • Copy the rates from the selected task.

6. If you want to change the Start Date and Time and Deadline, switch to Set and provide new dates.

7. If you want to change the task Workflow, switch to Set and select a new workflow from the drop-down list.

8. Click the Copy Task button. The newly created task appears in the Project menu.
   
   

    

Manage a project

Classic projects consist of four levels: Project, Language Combinations, Tasks, and Jobs, organized in the tree structure. Each project can have several language combinations, and each combination can have several tasks, and each task usually consists of several jobs.

The Project, Task, and Job levels are highly customizable and have their own displays where you can set dates and payments, manage documents and feedback, send messages, etc.

Project menu

In the Project menu on the left, you can:

1. Switch between language combinations and tasks.

2. Check the project’s and tasks' statuses.

3. Perform project-related actions:

• To add a new language combination, click the Add Language Combination button or the icon in the project line (see the Add a language combination section of this article).

• To add a new task, click the Add Task button or the icon in the language combination line (see the Add a task section of this article).

• To copy an available task to other language combinations, click the Copy Task button (see the Copy a task section of this article).

• To delete a task, click the icon in the task line. The Delete pop-up window appears.
  
  

   

  Check the Delete associated files and folders from disc box to erase the related data from the server.

• To make changes to several tasks or jobs at once, click the Multiple Change button.

Multiple change

• Click the Synchronize all button if you made any changes to the files directly on the server and want to see them reflected in your XTRF.

• Click the Start All Workflows button to launch all project workflows that are eligible to be started.

• Click on the project, language combination, or task to open the corresponding display on the right. To open it in edit mode, click the icon.

Project display

In this display, you can manage actions and data related to the whole project.

Main Data tab

In this tab, you can check or change the project’s general settings and details.

Most fields are the same as in the Add Project display; however, this tab also has some additional options and data.

1. In the ID section, you can check the project’s ID number.

2. In the Project Group section, you can:

   • See the name of the group this project belongs to

   • Take the shortcut to the group page

   • Check the budget usage.

3. In the Status section, you can:

   1. Check the project’s status.

   2. Click the Cancel Project button and then confirm this action in the pop-up window.
      Note: You cannot cancel a project that includes tasks with jobs in the Started status. To cancel such a project, revert the jobs statuses to Open or Accepted.

   3. Click the Close Project button (for projects with tasks that can’t be closed automatically). The Close Task pop-up window appears, where you can check if the tasks can be closed and check the Close Receivables when Possible box to close the receivables automatically.

4. In the Specialization section, you can change the project’s general specialization. Task specialization won’t be changed unless you check the Change in All Tasks box.

5. In the First Delivery Date and Time section, you can check when the first ready files were delivered or provide this information manually.

6. (For clients with several price profiles) In the Client Price Profile section, you can select another client price profile from the drop-down list. Click the Recalculate Rates button to recalculate the rates according to the newly selected price profile.

7. In the Origin section, you can check where this project w created.

8. To confirm the changes, click the Save button.

Instructions tab

In this tab, you can check the available instructions for the project, edit them or add new ones.

• To add or edit the notes, click the icon. A pop-up editor window appears. Provide or change the notes and click the Save button.
  
  

• (Optional) Check the Show Note on Dashboard box to mark the project with the icon in the Dashboard > Classic Dashboard > Open Projects display. To learn more about dashboards, see the Dashboard module article.

Documents tab

In this tab, you can review, edit and send the purchase orders (PO) and project confirmations.

In the Jobs section, you can select the jobs for which you want to send the purchase orders. The purchase orders are available for jobs with added payables only.

• From the Sort by drop-down list, select how the jobs will be displayed - by vendors or by tasks.

• In the Purchase Order Status, you can check if the PO was already sent to the vendor. The possible statuses are:

  • Sent

  • Not sent

  • Sent but Modified - if the payable was changed after sending.

• In the Document Template column, you can select another template for different PO. To learn more about document templates, see the Templates - Document templates article.

  • Click on the link to open the Select Document Template pop-up window.

  • Select the desired template from the drop-down list.

  • Click the Save button.

• In the Preview & Print column, click the icon to preview the PO.

• To send purchase orders to your vendors:

  • With previewing:

    • Click the icon in the Edit and Send column. The E-mail Test pop-up window appears where you can edit the e-mail sent to the vendor along with a PO.

    • Provide the necessary changes.

    • Click the Send button.

  • Without previewing:

    • Check the boxes next to the selected jobs, tasks, or vendors.

    • Click the Send Documents for Selected Jobs button to send separate POs for each job.

    • Click the Send One Purchase Order for Multiple Jobs button to send one PO with all the selected jobs for each vendor.

In the Receivables section, you can select which confirmations to send to the client.

• In the Document Template column, you can select another template for different confirmations. To learn more about document templates, see the Templates - Document templates article.

  • Click on the link to open the Select Document Template pop-up window.

  • Select the desired template from the drop-down list.

  • Click the Save button.

• In the Preview & Print column, click the icon to preview the confirmation.

• To send a confirmation to your client:

  • With previewing:

    • Click the icon in the Edit and Send column. The E-mail Test pop-up window appears where you can edit the e-mail sent to the client along with the confirmation.

    • Provide the necessary changes.

    • Click the Send button.

  • Without previewing:

    • Click the Send Project Confirmation button to send the confirmation for the whole project.

    • Check the boxes next to the selected tasks and click the Send Confirmation for Selected Tasks button to send confirmations for separate tasks.

In the Send Project Confirmation for Review section, you can send the confirmations for review to another Home Portal user.

• Select a Reviewer from the drop-down list.

• Click the Send Project Confirmation for Review to send the confirmation to the selected reviewer. To edit the e-mail sent to the reviewer, click the icon.

• Click the Send Selected Tasks for Review to send the reviewer the confirmations for the tasks selected in the Receivables section above.

Finance tab

In this tab, you can monitor the project’s finances:

The bar at the top displays the project’s Total Agreed : Total Cost ratio, along with the Margin and ROI percentage.

In the Prepayment section, you can add a prepayment for the project.

1. Click the Add button. The Add Prepayment pop-up window appears.
   
   

    

2. In the Amount section, decide whether the prepayment will be a Specific Value or a Percentage of Total Agreed and provide the necessary numbers.

3. Select the Due Date.

4. Select the Clearing Mode from the drop-down list:

   1. With the first task

   2. Proportionally to tasks Total Agreed

   3. With the last task

5. Click the Save button. The Prepayment section transforms into a card with prepayment details. Here you can:
   
   

    

   1. Edit or Delete the prepayment.

   2. Add a prepayment invoice.

   3. Add a client payment.

The table at the bottom allows you to overview the project’s tasks, receivables, and jobs.

In the Tasks tab, you can:

• Check the task’s finances in the Total Cost, Total Agreed, and ROI columns.

• Click the icon to check the column sum. The Column Sum pop-up window appears, where you can see the sum of all receivables and payables. If you have payables in different currencies, the sum will be displayed in the system’s default currency.
  
  

   

• Take a shortcut to the task’s Receivables tab by clicking the task line or the icon.

In the Receivables tab, you can:

• Use the filters on the left to find a specific receivable.

• Check the details of the receivables, i. a. calculation units, minimum charge, CAT quantities, etc.

• Take a shortcut to the task’s Receivables tab by clicking the task line or the icon.

In the Jobs tab, you can:

• Use the filters on the left to find a specific job.

• Check the job's details.

Survey tab

In this tab, you can send a satisfaction survey to your client and check its results after the project is closed.

• Remove unwanted survey questions by clicking the icon. To change or add the questions, go to Configuration menu > Clients and Vendors > Client Settings > Satisfaction Survey tab.

• Click the icon to edit the e-mail message sent with the survey.

• Click the Send Survey to Client button.

After the client completes the survey, its results will be displayed in the tab.

In case the survey wasn’t conducted through the Home Portal, you can enter the results manually.

To erase the survey results, click the Clear Survey button.

Feedback tab

In this tab, you can check and edit the feedback left by the client on the Client Portal or add your own.

CRM tab

In the Customer Relationship Management (CRM) tab, you can create, plan and review CRM-related actions concerning this project.

• To create new project-related activities, click on the buttons on top of the CRM table. From this tab, you can send an e-mail from scratch or a template, save an e-mail to this client as a template, create a memo, log a call, or plan a task or an event. To learn how to create new CRM activities, see the CRM - Create new activities article.

• To find a certain activity or narrow down the CRM list, use the filters on the left. Select the desired filter(s) and then click the Search button.

• You can edit the default view of the CRM activities or create a new one. To learn how to do that, see the Classic views article.

Messages tab

This functionality is deprecated. To check the project-related messages, go to the CRM tab.

History tab

In this tab, you can check all the major changes made to the project.

Use the filters on top to find specific changes.

Language combination display

On this page, you can overview the selected language combination. To display a combination, click on its line in the Project menu.

Here you can:

• Check the language combination details (languages and tasks).

• Take a shortcut to the task by clicking on its line in the Tasks table.

• Click the icon to check the column sum. The Column Sum pop-up window appears, where you can see the sum of all receivables and payables. If you have payables in different currencies, the sum will be displayed in the system’s default currency.
  
  

   

• Edit the default task view or create a new one. To learn how to do that, see the Classic views article.

Task menu

In the Tasks menu on the left, you can:

• Switch between tasks.

• Perform task-related actions:

  • To create a new task, click the Add Task button. To learn more about adding tasks, see the Add a task section of this article.

  • To copy a task, click the Copy Task button. To learn more about copying tasks, see the Copy a task section of this article.

  • To open a task in edit mode, click the icon.

  • To delete a task, click the icon. The Delete pop-up window appears.
    
    

     

    Check the Delete associated files and folders from disc box to erase this task’s data from the server.

• Select a task and click the icon to open the drop-down menu. In this menu, you can:
  
  

   

  • Upload Input Files to the selected task(s). The Upload file pop-up window appears (for more information about uploading files, see the Upload source files section of this article).

  • Deliver files to the client. Click the Deliver Files or Deliver All Files buttons. You will be directed to the Deliver Files page.
    
    

     

    • Check the necessary box(es) in the Selected Task section.

    • Check the Accept All Possible Files box to deliver all the files from the selected task's Output Files folder. If the box is unchecked, only the files accepted in the Workflow Graph tab will be delivered.

    • Check the Send E-mail to the Client box to send an e-mail along with the files. To edit the e-mail, click the Edit button.

    • Click the Deliver button.

  • Apply Multiple Change.

Tasks display

In this display, you can manage actions and data related to a certain task. To open the task display, click on the selected task in the Project or Task menu.

Main Data tab

In this tab, you can check or change the task’s general settings and details.

The fields are the same as in the Add Project and Project - Main Data display.

You can cancel or close the task in the Status section:

• Click the Cancel Task button and then confirm this action in the pop-up window.

• Click the Close Task button (for tasks that can’t be closed automatically). The Close Task pop-up window appears, where you can check if the task can be closed and check the Close Receivables when Possible box to close the receivables automatically.

Workflow Graph tab

In this tab, you can overview the task execution, configure the workflow, modify and create jobs, and upload and download files.

Workflow Graph section

Here you can see the task workflow as a consecutive process with jobs displayed on separate cards.

In the workflow graph, you can:

• Add a new job to the process.

• Add a new job to a project job by clicking the + Add Job button under the selected job. You will be directed to the Add Job page. For more details, see the Add a Job expand in the Jobs tab section of this article. The newly created job will appear on the workflow graph. To learn how to manage the file flow for the new job, see the Bundles expand below.
  
  

   

• Start the translating process by clicking the Start Workflow button.

• In the job card:

  • Select a vendor for the job (see the Select vendors section of this article).

  • Click the icons to switch the job status backward or forward. The job status can be:

    • Open

    • Offers Sent

    • Accepted

    • Started

    • Ready

  • Click the icon to manage bundles (see the Bundles section of this article).

  • Click the icon to edit the job.

  • Click the icon to delete the job.

• In the Task Input card:

  • Add files to the task by clicking the Add button (see the Upload source files section of this article).

  • Synchronize the files between XTRF and the Input files folder on the server.

• In the Task Output card:

  • Check the box to Auto-notify Client about the readiness of the files.

  • Upload the ready files.

  • Synchronize the files between XTRF and the Output files folder on the server.

Bundles

Workflow Directories section

In this section, you can overview the file directories created on the server for the selected task and manage their content.

In the folder tree on the left, you can see all the folders created for this task. To see the folder content, click on its name in the tree.

Here you can:

• Select the files and click the Selection button to open a drop-down menu of file-related actions:

  • Synchronize the files between XTRF and the server.

  • Download or Download as ZIP.

  • Upload files.

  • Delete files

  • Refresh files.

  • Move to Bundle - assign selected files to a bundle (see the Bundles expand above).

• Click the Folder button to open a drop-down menu of folder-related actions:

  • Synchronize the folder content between XTRF and the server.

  • Download as ZIP.

  • Upload files.

  • Delete files.

  • Create Directory - add a subfolder.

  • Move to Bundle - assign the whole folder to a bundle or create a new one (see the Bundles expand above).

  • Refresh the folder.

• Click the Upload File to add new files to the folder (available in the task’s Input Files and job’s and task’s Output Files folders).

• Click the Up button to go one level up in the folder tree structure.

• Change the way the folder content is displayed by clicking the Customize button (see the expand below).

CAT Tools tab

This tab content and available settings depend on the selected CAT tool. To learn more about settings specific to your integrations, see the related articles in the CAT tools section of the XTRF knowledge base.

Instructions tab

In this tab, you can check the available instructions for the project and task, edit them or add new ones.

• To add or edit the notes, click the icon. A pop-up editor window appears. Provide or change the notes and click the Save button.
  
  

• (Optional) Check the Show Note on Dashboard box to mark the project with the icon in the Dashboard > Classic Dashboard > Open Projects display. To learn more about dashboards, see the Dashboard module article.

Receivables tab

In this tab, you can overview the task’s receivables, edit them or add new ones.

In the receivables overview section, you can see the summary of all the added receivables. Here you can also:

• Add or edit an overall Discount / Surcharge.

• Uncheck the Auto-calculate Total Agreed box to edit the Total Agreed field manually. To change the default setting of this checkbox, go to the Configuration menu > Projects and Quotes > Settings > Finance tab.

In the receivables table, you can:

• Check the receivables details. Hover over the receivable to activate the Receivable Display Panel with more detailed information.
  
  

   

• Click the icons to switch between receivable statuses:

  • Open - the receivable is not ready to be sent.

  • Assigned - the preparation of the receivable is assigned to a person from your company.

  • Ready - the receivable is complete and can be sent to the client.

  • Sent - the receivable was delivered to the client.

  • Canceled - this status appears automatically in canceled projects.

• Click the icon to edit the receivable.

• Click the icon to delete the receivable.

To learn how to add a receivable, see the Add receivables section of this article.

Job Offers tab

Classic Availability Requests subtab

In this tab, you can simultaneously send job offers for all jobs included in the task, select the strategy to determine which vendors will be assigned to the job, or manually assign the vendors.

Send availability requests for multiple jobs:

1. In the Vendor Selection Rule for Availability Requests section, check if the correct rule is selected. To learn how to add vendor selection rules, see the Projects and Quotes - Vendors selection rules (Classic) article.

2. In the Request Deadline section, provide the desired date and time for the vendors' response.

3. From the Vendor Will Be Assigned drop-down list, select the assigning strategy:

   • Cheapest at deadline - the system analyzes the vendors' availability and rates. It assigns the cheapest vendor to the job after the requested deadline through the Expired Availability Request Cleaner system periodic job.
     Note: To use this strategy effectively, you need to provide the Quantity and Calculation unit in the job payables and define rates for potential vendors.

   • First one wins - the first vendor who accepts a request is automatically assigned to that job.

   • Manually by PM - PM assigns the desired vendor manually before or after the requested deadline.

4. In the Settings section, decide whether you want to:
   
   

    

   • Send E-mail to Project Manager about Vendor Selection to inform the PM that a vendor was assigned to the job,

   • Send E-mail to Not Selected Vendor to inform the vendors that they were not selected for the job.

   • Start Job after Vendor Selection to change the job status to Started immediately after the vendor assignment.

   • Select an e-mail template for informing PM about the lack of a vendor for a job.

5. Click the Add and Send button. Now the list of potential vendors is displayed on the page, along with the Legend section that explains the icons used in the table above.
   
   

    

   1. If the vendor didn’t accept the request on the Vendor Portal but has informed you about their willingness to undertake the job by other means of communication, click the icon and then click the Approve button.

   2. To reject the vendor’s request for the job, click the icon and then click the Reject button.

   3. The Change link appears if the system couldn’t find an appropriate vendor or if no requests were sent for this job. Click this link to take a shortcut to the job’s Requests tab (see the Requests tab section of this article).

6. If an automatic assigning strategy was selected in step 4, vendors would be assigned by the system after the request deadline. For the Manually by PM strategy:

   1. Select a vendor who has approved the request.

   2. Click the Assign Selected Vendors button and confirm your choice. The selected vendor is now assigned to the job.

Advanced Job Offers subtab

In this tab, you can send advanced job offers through the Job Offers app.

• Decide whether you want to Automatically start Job after Vendor selection.

• Click the Send Job Offers button to activate the Job Offers app.
  
  

Jobs tab

In this tab, you can overview and manage the jobs included in the task.

• To change the job status, click the icons in the Job Status column.

• To select a vendor for the job, click the Select Vendor button in the Vendor column.

• To edit the job, click the icon. You will be directed to this job display.

• To delete the job, click the icon.

• To add a new job, click the Add Job button. You will be directed to the Add Job page.

• To open the additional actions menu, check one or several boxes in the right-hand column and click the icon. Here you can:
  
  

   

  • Select or deselect all jobs.

  • Select one vendor for all the selected jobs.

  • Apply Multiple Change.

Documents tab

In this tab, you can review, edit and send the purchase orders (PO) and task confirmations.

In the Jobs section, you can select the jobs for which you want to send the purchase orders. The purchase orders are available for jobs with added payables only.

• From the Sort by drop-down list, select how the jobs will be displayed - by vendors or by tasks.

• In the Purchase Order Status, you can check if the PO was already sent to the vendor. The possible statuses are:

  • Sent

  • Not sent

  • Sent but Modified - if the payable was changed after sending.

• In the Document Template column, you can select another template for different PO. To learn more about document templates, see the Templates - Document templates article.

  • Click on the link to open the Select Document Template pop-up window.

  • Select the desired template from the drop-down list.

  • Click the Save button.

• In the Preview & Print column, click the icon to preview the PO.

• To send purchase orders to your vendors:

  • With previewing:

    • Click the icon in the Edit and Send column. The E-mail Test pop-up window appears where you can edit the e-mail sent to the vendor along with a PO.

    • Provide the necessary changes.

    • Click the Send button.

  • Without previewing:

    • Check the boxes next to the selected jobs, tasks, or vendors.

    • Click the Send Documents for Selected Jobs button to send separate POs for each job.

    • Click the Send One Purchase Order for Multiple Jobs button to send one PO with all the selected jobs for each vendor.

In the Receivables section, you can select which confirmations to send to the client.

• In the Document Template column, you can select another template for task confirmation. To learn more about document templates, see the Templates - Document templates article.

  • Click on the link to open the Select Document Template pop-up window.

  • Select the desired template from the drop-down list.

  • Click the Save button.

• In the Preview & Print column, click the icon to preview the confirmation.

• To send a confirmation to your client:

  • With previewing:

    • Click the icon in the Edit and Send column. The E-mail Test pop-up window appears where you can edit the e-mail sent to the client along with the confirmation.

    • Provide the necessary changes.

    • Click the Send button.

  • Without previewing:

    • Click the Send Task Confirmation button to send the confirmation for the current task.

In the Send Task Confirmation for Review section, you can send the confirmation for review to another Home Portal user.

• Select a Reviewer from the drop-down list.

• Click the Send Task Confirmation for Review to send the confirmation to the selected reviewer. To edit the e-mail sent to the reviewer, click the icon.

Finance tab

In this tab, you can select the task's payment terms and dates, review the ready invoice, and check the task's payment status and the exchange rate.

In the Invoice subtab, you can:

• Decide whether this task should be invoiced when finished.

• Check the Default box to use settings defined in the client’s profile (see the Clients module - Client's profile - Invoicing subtab article) or uncheck it to provide custom terms:

  • Set the Invoice Expected Date

  • Select the Payment Terms from the drop-down list. To learn how to create payment terms, see the Clients and Vendors - Client settings - Payment terms article.

  • Select the Tax Rate from the drop-down list. To learn more about setting tax rates, see the Configure System Values - Tax rates article.

• Click the Add Invoice button. You will be directed to the Invoicing module > Client Invoice page. To learn more about creating an invoice, see the Create a client invoice article.

• If an invoice for this task is already created, additional fields appear with the invoice details.
  
  

   

  • Click the number in the Invoice number section to open this invoice page.

  • Click the Download Invoice link to open the invoice in PDF.

In the Currency subtab, you can:

• Check the Exchange Rate if the base system currency differs from the client’s price profile currency.

• Check or provide the Date when the exchange rate was updated.

• Check how the exchange rate was updated: Manually entered or Added automatically when the task was created. To learn more about exchange rates and currency, see the Configure system values - Currencies article

CRM tab

In the Customer Relationship Management (CRM) tab, you can create, plan and review CRM-related actions concerning this task.

• To create new task-related activities, click on the buttons on top of the CRM table. From this tab, you can send an e-mail from scratch or a template, save an e-mail to this client as a template, create a memo, log a call, or plan a task or an event. To learn how to create new CRM activities, see the CRM - Create new activities article.

• To find a certain activity or narrow down the CRM list, use the filters on the left. Select the desired filter(s) and then click the Search button.

• You can edit the default view of the CRM activities or create a new one. To learn how to do that, see the Classic views article.

Messages tab

This functionality is deprecated. To check the task-related messages, go to the CRM tab.

Jobs menu

In the Jobs menu on the left, you can:

• Switch between jobs included in the project.

• Open the job page in edit mode by clicking the icon.

• Delete the job by clicking the icon. The Delete pop-up window appears, where you can decide whether you want to delete associated files and confirm your choice.

• Select a job and click the icon. The drop-down menu appears, where you can:

  • Select or deselect all jobs.

  • Select one vendor for all selected jobs.

  • Apply Multiple Change.

Job display

Main Data tab

In this tab, you can check or change the job’s general settings and details.

Here you can:

• Check the job’s ID, Job Type, Purchase Order Status, Language Combination, vendor’s Price Profile, Started and Finished dates.

• Change the Job Status by clicking the icons.

• Cancel the job by clicking the Cancel Job button (for jobs with Open and Accepted statuses only).

• Click the link in the Vendor section to open the vendor’s Info Card pop-up window.
  
  

   

• Change the vendor’s Contact Person or add a new one.

• Check or change the Start Date and Time and Deadline dates.

Evaluation tab

In this tab, you can see the results of the vendor evaluation performed by a Home Portal user.

There are two types of evaluation: a 5 or 10-point scale rating and a LISA (Localization Industry Standards Association) evaluation.

• For a regular evaluation, click on the stars in the Evaluation section. You may also provide comments in the Internal Feedback section.

• To activate LISA evaluation, click the Add LISA Evaluation button.

LISA evaluation

Job Offers tab

Classic Availability Requests tab

In this tab, you can send availability requests for the job along with the work files, select the strategy to determine which vendors will be assigned to the job, or manually assign the vendors.

To send a request:

1. Select a rule for vendor assigning from the drop-down list. To learn how to add vendor selection rules, see the Projects and Quotes - Vendors selection rules (Classic) article.

2. (Optional) To use the assigning settings that differ from the ones provided on the task level, uncheck the Use Vendor selection settings from Task box.
   
   

    

   1. From The Vendor Will Be Assigned drop-down menu, select the desired rule:

      • Cheapest at deadline - the system analyzes the vendors' availability and rates. It assigns the cheapest vendor to the job after the requested deadline through the Expired Availability Request Cleaner system periodic job.
        Note: To use this strategy effectively, you need to provide the job payables and define rates for potential vendors.

      • First one wins - the first vendor who accepts a request is automatically assigned to that job.

      • Manually by PM - PM assigns the desired vendor manually before or after the requested deadline.

   2. In the Settings section, decide whether you want to:

      • Send E-mail to Project Manager about Vendor Selection to inform the PM that a vendor was assigned to the job.

      • Start Job after Vendor Selection to change the job status to Started immediately after the vendor assignment.

      • Select an e-mail template for informing PM about the lack of a vendor for a job.

3. Click the Select Vendors According to Rules button. The Availability Requests pop-up window appears. Here you can:
   
   

    

   1. In the Request Deadline field, provide the desired date and time limit for vendors' responses.

   2. In the Recipients section, check the list of potential vendors.

   3. In the Attachment section, add files so the vendors can familiarize themselves with the potential job. Click the Add files button to select the files from your local machine.

   4. In the Edit E-mail Template section, click the icon to edit the e-mail that will be sent to the vendors.

   5. Click the Send button.

4. The list of fitting vendors appears, where you can check the response statuses and the estimated cost. To add another potential vendor to the list, click the Add button on top of the vendors' table and select the desired vendor’s price profile.
   
   

    

5. If an automatic assigning strategy were selected in step 2a., vendors would be assigned by the system after the request deadline. For the Manually by PM strategy, click the Select Vendor link in the desired vendor’s line in the table.

6. Click the Save button.

Advanced Job Offers subtab

In this tab, you can send advanced job offers through the Job Offers app.

• Decide whether you want to Automatically start Job after Vendor selection.

• Click the Send Job Offers button to activate the Job Offers app.

Files tab

In this tab, you can manage the job-related files.

• To upload the vendor’s ready files, select the Output Files folder and click the Upload File button. The Upload File pop-up appears, where you can add files from your local machine, decide whether you want to Unzip the files and assign them to a desired Category and Directory.

• To mark the job as Finished or Partially Finished, click the corresponding buttons.

• To synchronize the files between XTRF and the corresponding folder on the server, click the Synchronize button.

• To learn more about managing files and folders, see the Workflow Directories section of this article.

Instructions tab

n this tab, you can check the available instructions for the project, task, and job, edit them or add new ones.

• To add or edit the notes, click the icon. A pop-up editor window appears. Provide or change the notes and click the Save button.

• (Optional) Check the Show Note on Dashboard box to mark the project with the icon in the Dashboard > Classic Dashboard > Open Projects display. To learn more about dashboards, see the Dashboard module article.

Payables tab

In this tab, you can overview the job’s payables, edit them or add new ones.

In the payables overview section, you can see the summary of all the added payables. Here you can also:

• Add or edit an overall Discount / Surcharge.

• Uncheck the Auto-calculate Cost box to edit the Total Cost field manually. To change the default setting of this checkbox, go to the Configuration menu > Projects and Quotes > Settings > Finance tab.

In the payables table, you can:

• Check the payables details. Hover over the payables to activate the Payable Display Panel with more detailed information.

• Click the icon to edit the payable.

• Click the icon to delete the payable.

To learn how to add a payable, see the Add payables section of this article.

Finance tab

In this tab, you can select the job’s payment terms and dates, review the ready invoice, and check the job's payment status and the exchange rate.

In the Invoice subtab, you can:

• Decide whether this job should be invoiced when finished and which settings should be used.

• Check the Use Invoicing Details from Vendor Profile box to use settings defined in the vendor’s profile (see the Vendor profile - Invoicing subtab article) or uncheck it to provide custom terms:

  • Set the Invoice Expected Date

  • Select the Payment Terms from the drop-down list. To learn how to create payment terms, see the Clients and Vendors - Vendor settings - Payment terms article.

  • Select the Tax Rate from the drop-down list. To learn more about setting tax rates, see the Configure System Values - Tax rates article.

• If an invoice for this job is already created, additional fields appear with the invoice details.
  
  

   

  • Click the number in the Invoice number section to open this invoice page.

  • Click the Download Specification link to open the invoice in PDF.

In the Currency subtab, you can:

• Check the Exchange Rate if the base system currency differs from the vendor’s price profile currency.

• Check or provide the Date when the exchange rate was updated.

• Check how the exchange rate was updated: Manually entered or Added automatically when the task was created. To learn more about exchange rates and currency, see the Configure system values - Currencies article

Feedback tab

In this tab, you can check and edit the feedback left by the client on the Client Portal or other users of the Home Portal or add your own.

All the feedback for this job will be displayed in the Feedback Report table. To check the feedback report details, click on its line in the table. To edit the feedback, click the icon.

While in editing mode, you can:

1. Add the details about handling the report, such as efficiency approvement or measures taken

2. Mark the issue as resolved by clicking the Mark as Resolved button.
   
   

CRM tab

In the Customer Relationship Management (CRM) tab, you can create, plan and review CRM-related actions concerning this job.

• To create new job-related activities, click on the buttons on top of the CRM table. From this tab, you can send an e-mail from scratch or a template, save an e-mail to this client as a template, create a memo, log a call, or plan a task or an event. To learn how to create new CRM activities, see the CRM - Create new activities article.

• To find a certain activity or narrow down the CRM list, use the filters on the left. Select the desired filter(s) and then click the Search button.

• You can edit the default view of the CRM activities or create a new one. To learn how to do that, see the Classic views article.

Messages tab

This functionality is deprecated. To check the job-related messages, go to the CRM tab.