Smart views
Overview
A Smart view in XTRF is a browsing page type that consists of a set of filters and columns. Those views are highly customizable and can be set up to fit your needs. Each module of the Home Portal has one or several smart views in different tabs.
Each view has four main sections:
View drop-down menu, where you can switch views and create new or edit the existing ones
Actions panel, where you can find the action buttons, such as Add, Delete, Duplicate, Convert, etc
Search filters panel, where you can narrow down the list of entities
Entities table, where you can see the list of the entities presented in the given tab.
You can use different views to quickly get the results you are repeatedly looking for. This way, you don’t have to click through the filters every time you want to display some particular entities. For example, you may create the views such as:
projects for a particular client
vendors with unique specialization and language pairs
specific business reports, etc.
View drop-down menu
Click on the View menu to open a list of existing views. It consists of two sections:
Views that are shared with you (preconfigured views plus those created by other users and shared with you)
Your views (created by you, private, and shared). This section will not be displayed if you haven’t created any views yet.
The current view is highlighted in bold.
Next to the views, you can see view actions icons:
- copy
- edit
- delete.
Edit and delete actions can be applied only to the views created by you. If you want to edit another view, you need to copy it, make the necessary changes, and save it as a new one.
The preconfigured views can be modified or deleted by admin users. To learn how to do this, see the General configuration - Views article.
The number next to the view drop-down menu shows the total number of entities. If you select a specific view, you will see the number of entities displayed in this view vs. the total number.
Create a new Smart view
You can create a new view from scratch or copy and edit an existing one. The second option is especially useful when only small changes are required.
Add a new view from scratch
The available columns and filters differ between modules as they correspond to the displayed entities.
Open the drop-down menu and click the Add New View button. You are directed to the view creator.
Provide a concise name for your new view so it can be easily distinguished from others.
In the Configure Filters section, set up the necessary filters:
To add new filters, click the icon or the Add Filter button. A drop-down menu appears.
Find the necessary filters in the tree menu or type their names in the search bar. Lines in bold mark the grouped categories. Click on those lines to expand them.
Check the boxes next to the selected filters.
Click the Add Selected Filters button at the bottom of the filters list.
To delete the unnecessary filters, hover over the selected filter and click the icon.
You can change the filter order by dragging and dropping the selected filters.
(Optional) Set the desired filter values. They will be displayed by default when this view is selected.
Hover over the filter and click the icon to lock the selected value and prevent users from changing it.
Click the icon to allow or forbid multiple selection, include inactive entities, and set restrictions on the text fields (the available actions depend on the field type).
In the Configure Columns section, set up the columns for the entity table:
To add a new column, click the Add Column button. A drop-down menu appears.
Find the necessary columns in the tree menu or type their names in the search bar.
Check the boxes next to the selected columns.
Click the Add Selected Columns button at the bottom of the filters list.
To delete the unnecessary columns, hover over the selected column header and click the icon.
To rearrange the columns' order, drag and drop the table headers. You can also hover over the column header and click the icon. The column action pop-up window appears. Click the arrows to change the column position in the table.
To set up the order of the entities in the table, hover over the selected column and click the icons.
To preselect columns, click on the first column header and select the appropriate option in the pop-up window.
In the Share View section, select whether you want to share this view with other users or not.
Select the Private radio button to make this view visible for you only.
Select the Share with groups radio button to make this view visible to other users. Click on the drop-down menu to select the particular groups you want to share this view with.
Click the Save Changes button in the top right-hand corner of the page.
XTRF Home Portal offers the possibility of adding custom columns that can perform calculations, highlight the results according to selected criteria, etc. To learn how to do this, see the General Configuration - Custom Fields and Columns article. Custom columns are an additional feature available for Professional and Ultimate plans.
Copy and edit a view
Click the icon next to the view you want to edit. You are directed to the view creator.
The view name is automatically set to <Old view name> [copy]. Change it if needed.
Make the necessary changes as described in the Add a new view from scratch section of this article.
Click the Save Changes button in the top right-hand corner of the page.
Edit a view
If you want to change some details in the existing view permanently, edit the view.
Click the icon next to the view you want to edit. You are directed to the view creator.
Make the necessary changes as described in the Add a new view from scratch section of this article.
Click the Save Changes button in the top right-hand corner of the page.
Actions panel
This panel in the right-hand top corner displays the actions applicable to the whole view or selected entities. Those actions differ between modules, tabs, and the number of selected entities.
Some actions can be found in most of the modules:
Add - create a new entity of the type displayed in the view.
Import - add new entities from a spreadsheet.
Export - download the entities from the view as a .CSV file.
Delete - erase the selected entity from the system.
Other actions are module-specific and are described in corresponding module articles.
In the action panel, you can also change some view settings. Click the drop-down menu in the top right-hand page corner.
Here you can:
select the number of entities displayed per page
decide on the number of lines displayed per row in the entity table
switch to the Classic views.
Search filters
To find specific entities, use the filters displayed in every smart view. The search results are updated in real-time when you make changes to one of the fields.
There are three types of search filters:
Text field, where you type in the text you want to search.
Drop-down menu, where you make a selection from the list displayed after you click on the field.
Date range field, where you set a time limit for your search.
Some fields have operators marked as links that determine the operation of the search filter. Click the selected operator toggle between the available settings.
To restore the default settings of the filter, click the icon in the search field.
Entities table
All the entities that match the search filter parameters are displayed and updated in real-time in the table form.
To open the entity page, click on its line in the table.
To open the entity page in edit mode, click the icon in the last column.
To select one or several entities, check the box(es) in the first column.
To open the menu with all possible actions applicable to the selected entity, right-click on its line in the table.
To make changes in the structure of the entity table, hover the column header and:
Click the icons to set up the order of the entities in the table.
Click the icon to open a pop-up with column actions.
To check the sum of all values in the Total Cost and Total Agreed columns, click the icon. The Column Sum: Total Cost / Total Agreed pop-up windows appear, where you can see the total of all the payables/receivables for the entities listed in the selected view.
The Total section shows the sum of all values in your base system currency. If you have payables or receivables in other currencies, their total values will be additionally displayed in separate sections of the Column Sum pop-up.
Vendor Workload view
This view allows you to check the vendors' daily availability and busyness so you can quickly find out who can take the next job.
The Vendor Workload view appears in the Vendors module >Vendors and Price Profiles tabs. You can also choose this view while selecting vendors for jobs or job offers.
To switch to the Vendor Workload view, click the icon in the top right-hand corner.
View settings
The default view is set to show the one-week range; however, three time span options are available: 1 Day, 3 Days, and 1 Week. You can switch between them by using the + and - symbols or choosing the desired range from the drop-down list. You can also select a specific day or period by clicking the icon or using the Today button to display the current day.
You can switch the Vendor Workload to full-screen mode by clicking the icon next to the time span settings.
Click the icon in the top right-hand corner to select additional view settings:
Hide weekends
Show canceled jobs
Show overlapping jobs alert
(for 1 Day range only) Show only office hours.
View features
The Vendor Workload view has several features that can help you to select the best vendor for the job.
Vendor details
Each vendor has some details provided next to their name:
If the vendor is an individual or an in-house vendor, this information will be listed under their name.
icon marks the vendor’s overall evaluation.
icon - the evaluation for the selected job, language pair, and specialization.
icon marks the number of completed jobs.
icon marks the vendor’s rates for the selected job, language pair, specialization, and calculation unit.
icon marks an individual vendor.
icon marks a company (blue for in-house vendors, grey for external vendors).
Click on the vendor’s name to open a pop-up window with the vendor’s status, competencies, and specializations. From here, you can take a shortcut to the vendor’s profile by clicking on its name.
Daily busyness
In the Vendor Workload view, an availability bar is displayed for each day. The bar’s color indicates the availability level.
Under the availability bar, you can see the number of jobs planned for a given day.
If some of the job’s or vendor’s details are missing, the Insufficient data message appears instead of the busyness percentage. Hover over this message to get a tooltip with possible causes.
When you switch to the Vendor Workload view in the Price Profiles tab, an additional line showing the price profile name appears under the vendor’s name.
Hover over this line to see the currency of this price profile.
Job details
The Vendor Workload view allows you to check the details of the projects and jobs assigned to the vendor. To see those details, click the icon on the right-hand side.
Projects tab
In this tab, you can see:
the shortcuts to the project pages on the left
the job bars linked to the job dates range.
The job bar colors are the same as the colors of actual job status: open, accepted, started, and ready so that you can keep track of the job progress straightaway.
If you selected the Show overlapping jobs alert setting, the icon would appear next to the overlapping jobs and days when this situation occurs.
Jobs that have been started after the planned deadline will be marked with diagonal stripes. Smart project jobs will also be marked with the icon. The deadline for such jobs will be automatically set to the end of the next day. The job’s payables will not be taken into account in workload calculations until the deadline is manually set to a date that is later than the start date.
Click on the job bar to see the job details. From here, you can take shortcuts to the jobs and change the job dates (for Smart projects only).
Remaining Capacity
In this tab, you can see the vendor’s workload details.
The Competency column displays the job types defined in the vendor’s profile.
The Productivity column shows the number of calculation units the vendor can process per day for a given job type. Productivity can be specified globally for all vendors in job type properties or individually for each vendor in their profile.
The Remaining Capacity section displays how many calculation units this vendor can still take on a given day, depending on their productivity per job type.
Using the Vendor Workload view while selecting vendors
To switch to the Vendor Workload view when selecting a vendor for a job or for sending job offers, click the icon in the top right-hand corner of the Select Vendor pop-up window.
For jobs with defined dates, you will see an orange box with the job in question and an orange frame marking the job’s dates.
Workload Calculations
To calculate the overall busyness data in % the system uses the following formula:
where the Job duration is the number of days between the start date and the deadline, and the Nr of days is the number of days the vendor needs to do all of the accepted work.
The Nr of days is based on the Quantity provided in Payables and is calculated as follows:
where the Quanitiy (weighted) is the total number of words in the job (for CAT Payables - the total number of words minus the number of words found in the TM), and the Vendor’s Productivity is the number of words the vendor can process per day, listed in the vendor’s price profile.