General configuration
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 General Configuration section, you can set and manage some of the general system settings.
Settings
Administrator tab
In this tab, you can check the information about the ‘admin’ account.
For more details, click the Show administrator account link. You will be directed to the admin’s user page in the User Management > Users section.
E-mail tab
In this tab, you can configure your outgoing e-mail service used for sending notifications to the Home Portal users, clients, and vendors.
In the SMTP Server field, provide the outgoing e-mail server name.
Note: If you need to add a port number to the outgoing e-mail server, you can do it as follows:SMTPserver:portnumber, for example,smtp.mail.example.com:587In the E-mail Address field, provide the address of the account from which the messages will be sent.
Check the Authorization Required box if access to your e-mail server is restricted with a login and password.
In the E-mail Login field, provide the login required to access your e-mail server.
In the E-mail Password field, provide the password required to access your e-mail server.
From the Connection Type drop-down list, select the type of security protocol used for communication between the Home Portal and your e-mail server:
Not Secured
SSL
TLS (recommended)
Note: Make sure that the connection type matches the port number provided in the SMTP Server field above.
From the Set Sender's E-mail Address in drop-down list, select where to put the sender address:
In the Reply-to field only.
In both From and Reply-to fields (not recommended).
In the E-mail Sender Name section, select the format that should be used in the signature of the e-mail messages:
First Name & Last Name
Custom format. To edit the custom format, select this option with the radio button, click the Save button, and then click the Edit custom format button that appears below. You will be directed to the Expression - E-mail sender name page. To learn more about editing or adding expressions, see the Templates - Expressions article.
(Optional) Check the Redirect All Mail to Admin box to send all messages from your Home Portal to the portal administrator's mailbox.
Note: This option can be especially useful at the implementation stage when you are testing the e-mail templates and want to avoid any test e-mails being sent to your clients and vendors.In the Sent Test E-mail to section, you can check if the above settings are working correctly:
Provide an e-mail address you have access to in the text field.
Click the Test button. If everything works correctly, you will see a confirmation that the test e-mail has been sent successfully.
Check the test mailbox: you should get an e-mail with information that the e-mail settings are correct.
Click the Save button.
Also, you can check if all outgoing e-mails are sent correctly by clicking the Click for details link in the info panel at the top of the page. You will be directed to the E-mail Line / Queue page, where you can see a list of messages that have some issues.
Number and Date Formatting tab
In this tab, you can set the preferred number and date formats for the Home Portal.
Set the desired formats in the corresponding sections.
On the right-hand side, check how the selected format will be displayed in the system.
Hover over the icons to display additional information about the settings.
Click the advanced link to set how the time zones will be displayed in XTRF. Additional fields will appear.
Select the Main Time Zone. If your XTRF server is hosted in another time zone, the system time may not match your local time. You can decide which of these will be set as main: the System Time (your server time) and User Time (time in your location).
Note: If you set the User Time Zone as a default one, the time zone in the users' accounts also needs to be set correctly to avoid the situation when the same time is displayed twice on the user's screen. To learn how to do this, see the User Management - Users article.
Depending on your choice in the Main Time Zone section, the next section would be Display User Time or Display System Time. Select whether you want to display the other time zone next to the main one.
In the next section, set the format for displaying the additional time zone.
To hide those fields, click the basic link.
Click the Restore Defaults button to return to the system’s default formatting.
Defaults tab
In this tab, you can edit the default system settings for the Home Portal.
In the Finance section, you can set:
Base System Calculation Unit used across the system i. a. to calculate the receivables and payables. Click the Change button to open the pop-up window.
Select the calculation unit from the drop-down list.
Decide whether you want to Reevaluate exchange ratios for calculation units automatically.
If you check this box, the system will recalculate the payments for vendors with non-standard contracts (e.g., paid per the performed task). For example, if your default calculation unit is source word and you have changed it to 1 hour of work, the system analyzes how many hours it takes to complete the task and provides the future charges based on the new calculations.Click the Save button.
Note: To learn how to add a custom calculation unit, see the System Values: Advanced - Calculation Units article.
Default CAT Calculation Unit used while adding receivables and payables for projects and quotes where the values are calculated based on CAT analyses.
Default CAT Job Type used while creating projects and quotes integrated with an external CAT tool.
Base System Currency used in the calculations done by the system:
The exchange rates calculations will base on the selected currency.
The values in other currencies can automatically be converted into this currency, depending on the view settings.
The base system currency will be used as the default currency for the vendors and clients added through the Import option.
Rounding Policy used to round the rates in payables or receivables. This policy will be applied to round up rates for all your partners, clients, and vendors. To learn more, see the Rounding policy expand below.
Fiscal Year Starts. If the fiscal year in your country or company doesn’t start in January, select the appropriate month from the drop-down list.
Note: If you would like to automatically change the numbering of your invoices at the beginning of the fiscal year, update the appropriate scheme in the Templates > Numbering Schemes section.
Rounding policy
In the Exchange Rate Configuration section below, you can check or change the rules of applying the exchange rates to different entities.
From the drop-down lists for different actions, select the desired rule. The possible options are:
Use new exchange rate (i. e. the rate from the day of the action).
Copy exchange rate from the quote task / job (i. e., the same rate that was applied when creating a quote).
Update exchange rate using invoice date (i.e., the rate will be the one from the day of the invoice).
Do not update exchange rate.
In the Files section below, you can:
(For on-premise clients) Provide patterns of files that should be excluded while unpacking ZIP files uploaded to the XTRF. By default, the following files are excluded:
.*__MACOSX.* : Folder created for the ZIP files in Mac OS X.
.*[Tt]humbs.db : Thumbs.db files created in Windows OS.
Note: Use the semicolon to separate the patterns.
Select the separators of CSV files for export an import.
Select the default encoding of CSV and ZIP files that will allow to process those files correctly.
Note: We recommend using the UTF-8 encoding.
In the Other section below, you can:
Set the Default System Language for the system interface.
Note: Users can set their own language preferences in the My Account > Main Settings tab (see the Top menu bar - My account - Main Settings tab article).(For on-premise only) Check the Validate Postal Address Format box to make the address fields in vendor and client profiles mandatory.
Note: The mandatory fields may vary between different countries.
Dashboard tab
In this tab, you can configure some settings for the Classic Dashboard.
In the Coloring of statuses section, you can:
Decide on the color dependencies between jobs, tasks, and projects.
Decide which statuses should be marked with red or orange, and set the Staus Coloring Rule accordingly.
Check the Mark Closed, Ready, Sent and Canceled Statuses box to display those statuses in grey.
In the Sorting section below, you can select the rules for sorting projects, tasks, and jobs.
The possible options are:
Deadline
Nearest Task Deadline
Order of Adding
Workflow step
Uncheck the Ascending Sort box to change the sorting order to descending.
In the Project Tree section below, you can configure how the projects will be displayed on the dashboard.
Check the Expand All by Default box to show all tasks and jobs on the dashboard.
Check the Separate Projects with Thick Line box to separate the projects more noticeably.
To add a custom column to the dashboard, click the Add button on top of the Virtual Entity Names table. You will be directed to the Custom Column page (see the Add a custom column section of this article).
The added virtual entities will be displayed in the Virtual Entity Names table.
In the Rights section below, you can decide which projects and tasks will be displayed on the user’s dashboards. Check the Show Only Logged-in User’s Projects and Tasks box so each Home Portal user can see only their projects and tasks.
CRM tab (for Classic projects only)
In this tab, you can manage the notifications for project managers and sales persons.
Check the Show Notifications Pop-Up box to allow the pop-up notifications on the Home Portal.
To activate notifications for specific events, select Yes from the drop-down lists. Two additional fields will appear.
Select the desired Notification Type - E-mail or Pop-up.
From the Remind drop-down list, select the desired time period.
Click the Add button.
Click the Save button.
Paths and URLs tab (for on-premise clients )
In this tab, you can check or change the URLs of your XTRF Platform, the path to the System Home Directory, and provide a custom URL for your Main Page.
History tab
In this tab, you can decide on the scope and settings of the History feature.
In the History scope section, select the components for which the history of changes should be recorded and displayed on the Home Portal. Double-click on the component to move it to the Selected Items or Available Items list. Also, you can select a component and click the Add or Remove buttons to move it between the lists.
From the Keep History for drop-down list, select the time period for which the history should be kept. The available periods are:
one month
three month
six month
one year.
(For on-premise clients) Click the Purge history button to remove all history entries.
Debug tab (for on-premise clients)
In this tab, you can enable the debug logging for support purposes.
Branches
In this subsection, you can browse your company’s branches, add and edit information about them.
In the Branches table, you can see the current branches listed on the Home Portal.
You can change or edit the view (see the Classic views article).
Use the filters on the left to locate the desired branch.
Click the icon to edit the branch details.
Select one or several boxes in the left-hand column and click the icon. The action menu appears where you can:
Select or deselect all branches.
Activate or deactivate the selected branches.
Mark or unmark the selected branches as preferred.
Add a branch
Click the Add button on top of the Branches table. You will be directed to the Add Branch page.
Provide the Name and the Full Name of the new branch.
Decide whether you want this branch to be:
Active, i. e. available for selection on the Home Portal.
Preferred Item, i. e. displayed on top of the drop-down lists.
Default, i. e. selected by default while adding new entities.
(Optional) Provide the address and contact details for the new branch.
Provide the E-mail Address.
Select the Currency used in this branch.
Click the Save button.
Edit a branch
On the Browse Branches page, click the icon for the selected branch. You will be directed to this branch page.
In the General tab, you can check or change the information provided while adding this branch.
In the E-mail tab, you can set a separate outgoing e-mail service for the branch. Otherwise, the server set in the E-mail tab will be used.
Check the Use Own SMTP Server box to activate the fields below.
Provide the information as described in the E-mail tab section of this article.
Click the Save button.
In the Branding tab, you can set a different logo for this branch. To learn how to set the branding for the whole company, see the Branding section of this article.
Click the Select file… button and upload the desired file from your local machine.
Click the Save button.
In the Payment Methods tab, you can select which payment methods can be used by this branch. To learn more about those methods, see the System Values: Basic - Payment Methods article.
To select specific payment methods, uncheck the Available Payment Methods and/or Default Payment Methods boxes. Double-click on the method to move it to the Selected Items or Available Items list. Also, you can select a method and click the Add or Remove buttons to move it between the lists.Click the Save button.
Custom Fields and Columns
Custom Fields tab
In this tab, you can browse, add and edit additional fields that can store non-standard information. You can create custom fields for different areas of the Home Portal.
Change or edit the view in the View drop-down menu (for more details, see the Smart views article).
Use the filters on top of the custom fields table to locate the desired field.
To edit the selected field, click the icon.
To delete a custom field, check its box in the left-hand column and click the Delete button that appears on top of the table.
Add a custom field
Click the Add Custom Field button on top of the table. You will be directed to the Add Custom Field page.
Provide the field’s Name. It will be displayed as a custom field's label on the Home Portal.
Click the Add Localized Name to provide a different name for the Client Portal.
Provide a short Description of the new field. You will see this description when hovering over the custom field’s name.
Select the Type of the field. The available options are:
Checkbox
Date
Date and Time
Multiple Selection
Number
Selection
Text
Note: If you select the Multiple Selection or Selection type, an Item section will appear below. Click on the Add… icon and provide the desired value. You can add as many items as you need.
Decide on the Default Value of the field. The available options in this section will depend on the selected field type.
From the Scope section, select the Home Portal areas, where the new field will appear.
(For quotes or projects) In the Services section, select to which services the field should be applied.
(For quotes) Decide whether the field should be Available for Quote Request Form.
Decide whether the new field should be Available for Client Portal.
From the Visibility drop-down list, select where the field should be visible, accessible, and editable:
Visible and editable on UI and accessible from API
Visible on UI, accessible from API
Hidden on UI, accessible from API.
Click the Add button.
Custom Columns tab
In this tab, you can browse, add and edit non-standard columns for different areas of the Home Portal.
Change or edit the view in the View drop-down menu (for more details, see the Smart views article).
Use the filters on top of the custom columns table to locate the desired column.
To edit the selected column, click the icon.
To delete a custom column, check its box in the left-hand column and click the Delete button that appears on top of the table.
Select one or several boxes in the left-hand column
Add a custom column
Click the Add Custom Column button on top of the table. You will be directed to the Add Custom Column page.
From the Class Name drop-down list, select the scope for the new column. It will define the area of the XTRF where this column will be available for adding.
Provide the Name from the new column.
Decide whether the column should be Active, i. e. available for adding.
Select the column’s Type:
Plain
HTML
Entity Name
Leave the Role Name field empty.
From the Script Language drop-down list, select the Groovy or Apache Velocity language.
(Optional) Click the Editor Options button to open editor settings.
In the Expression field, enter the code for the new column.
(Optional) To test if the new column is working correctly, perform the following steps:
Click the Editor Options button.
In the Test Objects field start typing the name of the entitiy that can be used for testing. The list of appropriate objects will appear.
Select the desired object.
Scroll down to the Test Cases section and click the Add Test Case button. The Add new Test Case pop-up window will appear.
Provide the Name for the test.
Click the Save button. The newly created test will appear in the Test Cases section.
Click the icon to run the test. If the test is successfull, you will see the Test successful notification and a green check mark next to the test.
Click the Save button.
Field Layout tab
In this tab, you can decide in what order and which tabs and groups the custom fields will appear in the particular areas of the Home Portal.
From the Scope drop-down list, select the area of the Home Portal.
Drag and drop the fields to rearrange their order.
In Client and Vendor areas, you can add new field groups within the Identification Data and Sales Data tabs.
To add a new group:Click on the Identification Data or Sales Data lines.
Click the Add Group button. A new text field appears.
Provide the name for the new group.
Click the icon to add the group.
Drag and drop the fields to add them to the group.
To delete or rename a group, click on its line and then click the Delete Group or Rename Group button.
Hidden Fields
In this subsection, you can decide which non-crucial fields should be hidden on the Home Portal. The hidden fields are displayed in the Selected Items list.
Check the fields hidden by default in the Selected Items list.
To hide another field, double-click on it in the Available Items or select it and click the Add button.
To display a hidden field, double-click on in in the Selected Items or select it and click the Remove button
Branding
In this subsection, you can customize the branding of your XTRF portals.
Logo tab
In this tab, you can upload a custom logo image. It will appear on all login pages, the Client Portal header, and your PDF documents.
To add a custom logo, perform the following steps:
Hover over the Custom logo card.
Click the Select File … button that appears on the Custom logo card, and upload a PNG or JPEG logo file from your local machine.
Switch to the Custom logo option with the radio button. The changes will be saved automatically.
Home Portal tab
In this tab, you can set the appearance of your Home Portal.
In the Background section, you can set a custom background:
Hover over the Custom background card.
Click the Select File … button that appears on the Custom background card, and upload a PNG or JPEG background file from your local machine.
Switch to the Custom background option with the radio button. The changes will be saved automatically.
In the Favicon section below, you can set a custom favicon icon:
Hover over the Custom favicon card.
Click the Select File … button that appears on the Custom favicon card, and upload a PNG, JPEG, SVG, or ICO favicon file from your local machine.
Switch to the Custom favicon option with the radio button. The changes will be saved automatically.
In the Colors section below, you can set custom colors for the Top Navigation bar, Main Menu, and Main Components.
To check the exact areas where the colors can be changed, click the Learn More link.
To change the color, click on its card. A pop-up window will appear.
In the Color tab, manually select the desired color or provide its hex code.
In the Hover tab, select whether you want to darken or lighten the hovered item and use the percentage bar to set the desired intensity level.
Click the Preview button to check how the new colors will look like on the Home Portal.
Click the Back to Default button to revert the changes.
Click the Set Colors button to apply new colors.
Vendor Portal tab
In this tab, you can set the appearance of your Vendor Portal as described in the Home Portal tab above.
Client Portal tab
In this tab, you can set the appearance of your Client Portal as described in the Home Portal tab above.
Views
In this subsection, you can manage the views available in the system.
Change or edit the view in the View drop-down menu (see the Classic views article).
Use the filters on the left to locate the desired view.
Click the icon to edit the selected view.
Click the icon to delete the selected view.
Select one or several boxes in the left-hand column and click the icon. The action menu appears where you can:
Select or deselect all views.
Click the Take Over button to transfer the ownership of the selected views to yourself.
Delete the selected views.
Export the list of the selected views in an XML file.
Security
In this subsection, you can check or change the default security settings in XTRF.
Session tab
In this tab, you can control the duration of the user sessions.
In the Session Timeout field, define the period of time after which the session expires. This setting applies to all portals.
In the Floating License Checkout Period field, define the period of time when a floating license user cannot be logged out from the session by another user. This setting applies to the Home Portal only.
Home Portal tab
In this tab, you can set authentication methods for the Home Portal users. You can use one or both available methods.
In the Sign-in Form section, you can enable or disable the sign-in form and set the required password strength - weak, medium, or strong.
In the Single Sign-On (SSO) section below, you can enable or disable SSO authentication for the Home Portal.
In the Auth URL field, provide the endpoint for the authorization server.
In the Access Token URL field, provide the access token endpoint for the authorization server.
In the Client ID field, provide the identifier you received during the application registration process.
In the Client Secret field, provide the secret key issued to the client during the application registration process.
In the Scopes field, provide the scope of the access request (e.g., OpenID email profile). You can enter multiple values separated by spaces. Scopes are specific to other services the authentication provider grants access to. The user may also be granted specific scopes so that the service provider can access other service providers on behalf of the user (i.e., user profile information). Value OpenID is required.
(Optional) In the Advanced Settings field, provide the script that will be run as a post-authentication action.
Click the Save button at the top of the page.
Vendor Portal tab
In this tab, you can set authentication methods for the Vendor Portal users as described in the Home Portal tab above. You can use one or both available methods.
Client Portal tab
In this tab, you can set authentication methods for the Client Portal users as described in the Home Portal tab above. You can use one or both available methods.