System Values: Advanced
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 System Values: Advanced section, you can configure some of the values used throughout the system.
Calculation Units
In this subsection, you can manage the list of the calculation units available for selection in the system.
Calculation units in XTRF are predefined values used to recalculate the volume of work into the price. The calculation units are used to create rates for specific jobs and tasks.
Edit the default view or create a new one. To learn how to do that, see the Classic views article.
Use the filters on the left to narrow down your search.
Click on the selected calculation unit to open its page. Click the icon to open it in edit mode. Most of the available settings are described in the Add a calculation unit section below. To learn how to add a localized value, see the Add localized values section.
Click the icon to delete a calculation unit.
Check one or several boxes in the left column and click the icon in the header to open a drop-down menu of applicable actions:
Select or deselect all calculation units.
Activate or deactivate the selected calculation units.
Mark or unmark the selected calculation units as preferred.
Add a calculation unit
Click the Add button on top of the Calculation Units table. You will be directed to the Add Calculation Unit page.
In the Name field, provide the name of the new calculation unit.
In the Symbol field, provide a unique symbol or abbreviation that will be displayed next to the value in all documents generated in the Home Portal (e.g., % for percents or char for character).
Select the unit Type - decide whether it will be used to calculate volume, time, or percentage.
(Optional) In the Exchange Ratio field, specify how the new calculation unit should be recalculated into the base system calculation unit. Provide the number of new calculation units that correspond to one base system calculation unit.
Note: The exchange ratio is used for reporting purposes only and doesn't affect project data. To block the recalculation, enter 0.
To learn more about the base system calculation unit, see the General Configuration - Settings - Defaults tab article.Depending on the selected Type, different fields may appear.
For Volume Calculation Unit:
Decide whether to Use this Calculation Unit in CAT Analyses.
If yes, provide the CAT Quantity Conversion Expression, i.e., the rule for converting this new calculation unit to the quantity unit used in CAT analysis.
(Optional) From the Bind with File Statistics drop-down list, select which file statistic units (characters, words, lines, or pages) this new calculation unit should be linked to.
For Time Calculation Unit, provide the Time-to-Quantity Conversion Expressions, i.e., the rule for converting this new calculation unit to the time quantity unit used in the Home Portal.
Decide whether this calculation unit should be Active and thus selectable.
Decide whether this calculation unit should be marked as a Preferred Item and thus appear on top of the drop-down lists.
Decide whether this calculation unit should be a Default one.
(Optional) In the Job Types section, select the job types to which this calculation unit should be available. Double-click on the job type to move it to the Selected Items or Available Items list, or use the buttons between the lists.
Click the Save button.
Categories
In this subsection, you can manage the list of the categories available for selection in the system.
Categories in XTRF are labels used to organize your data. You can create a category and apply it to items such as Projects, Clients, Vendor Invoices, etc. to structure and filter your data.
Edit the default view or create a new one. To learn how to do that, see the Classic views article.
Use the filters on the left to narrow down your search.
Click on the selected category to open its page. Click the icon to open it in edit mode. Most of the available settings are described in the Add a category section below. To learn how to add a localized value, see the Add localized values section.
Click the icon to delete a category.
Check one or several boxes in the left column and click the icon in the header to open a drop-down menu of applicable actions:
Select or deselect all categories.
Activate or deactivate the selected categories.
Mark or unmark the selected categories as preferred.
Add a category
Click the Add button on top of the Categories table. You will be directed to the Add Category page.
In the Name field, provide the name of the new category.
Decide whether this category should be Active and thus selectable.
Decide whether this category should be marked as a Preferred Item and thus appear on top of the drop-down lists.
In the Applicable to section, select to which Home Portal entities this category should be applied. Double-click on the entity to move it to the Selected Items or Available Items list, or use the buttons between the lists.
Click the Save button.
Currencies
In this subsection, you can manage the list of the currencies available for selection in the system.
Edit the default view or create a new one. To learn how to do that, see the Classic views article.
Use the filters on the left to narrow down your search.
Click on the selected currency to open its page. Click the icon to open it in edit mode. Most of the available settings are described in the Add a currency section below. To learn how to add a localized value, see the Add localized values section.
Click the icon to delete a currency.
Check one or several boxes in the left column and click the icon in the header to open a drop-down menu of applicable actions:
Select or deselect all currencies.
Activate or deactivate the selected currencies.
Mark or unmark the selected currencies as preferred.
Add a currency
Click the Add button on top of the Currencies table. You will be directed to the Add Currency page.
In the Name field, provide the name of the new currency.
In the Symbol field, provide the unique symbol that will be displayed next to the value in this currency in all documents generated in the Home Portal.
Provide the ISO Code for the new currency.
Decide whether this currency should be Active and thus selectable.
Decide whether this currency should be marked as a Preferred Item and thus appear on top of the drop-down lists.
Decide whether this currency unit should be a Default one.
Provide the correct exchange rate for this currency:
Delete the entry in the History section.
Click the Add button on top of the History table.
In the Exchange Rate field, provide the current exchange rate to the base system currency.
Note: The To field will be filled automatically when a new exchange rate appears in the system.(Optional) In the Origin Details and Publication Date field, provide the rate’s source and date.
Click the Save button.
Click the Save button.
Job Types
In this subsection, you can manage the list of the job types available for selection in the system.
Job types are the activities that can be performed by vendors within projects, e.g., translation, proofreading, editing, file preparation, etc.
Edit the default view or create a new one. To learn how to do that, see the Classic views article.
Use the filters on the left to narrow down your search.
Click on the selected job type to open its page. Click the icon to open it in edit mode. Most of the available settings are described in the Add a job type section below. To learn how to add a localized value, see the Add localized values section.
Click the icon to delete a job type.
Check one or several boxes in the left column and click the icon in the header to open a drop-down menu of applicable actions:
Select or deselect all job types.
Activate or deactivate the selected job types.
Mark or unmark the selected job types as preferred.
Add a job type
Click the Add button on top of the Job Types table. You will be directed to the Add Job Type page.
In the Name field, provide the name of the new job type.
Decide whether this job type should be Active and thus selectable.
Decide whether this job type should be marked as a Preferred Item and thus appear on top of the drop-down lists.
Decide whether this job type should be a Default one.
Check the Files Needed box if this job type requires access to the work files.
Check the Provided by Client box if this job type should be performed by the client, e.g., client review.
Decide on the job’s Relation to Language:
Language combination-related, e.g., translation.
Source language-related only, e.g., file pre-processing.
Target language-related only, e.g., proofreading.
Language-independent, e.g., DTP.
Select all the Calculation Units that can be applied to this job type. Double-click on the calculation unit to move it to the Selected Items or Available Items list, or use the buttons between the lists.
(Optional; for volume calculation units only) In the Vendor Productivity section, select how many calculation units a vendor can do per day.
Click the Save button.
Languages
In this subsection, you can manage the list of the languages available for selection in the system.
Edit the default view or create a new one. To learn how to do that, see the Classic views article.
Use the filters on the left to narrow down your search.
Click on the language to open its page. Click the icon to open it in edit mode. Most of the available settings are described in the Add a language section below. To learn how to add a localized value, see the Add localized values section.
Click the icon to delete a language.
Check one or several boxes in the left column and click the icon in the header to open a drop-down menu of applicable actions:
Select or deselect all languages.
Activate or deactivate the selected languages.
Mark or unmark the selected languages as preferred.
Add a language
Click the Add button on top of the Languages table. You will be directed to the Add Language page.
In the Name field, provide the name of the new language.
In the Symbol field, provide the unique symbol of the new language.
In the ISO 639-1 Code (two letters) field, provide the language code used in Phrase, Trados Studio, GroupShare, and XTM integrations.
In the ISO 639-2 Code (three letters) field, provide the language code used in memoQ integration.
(Optional) In the SDL MultiTerm Alias field, provide the language code used in Trados Studio and GroupShare integrations for MultiTerm term bases.
Decide whether this language should be Active and thus selectable.
Decide whether this language should be marked as a Preferred Item and thus appear on top of the drop-down lists.
Decide whether this language should be a Default one.
Click the Save button.
Lead / Recruitment Sources
In this subsection, you can manage the list of the sources of information about your company available for selection in the client and vendor profiles.
Edit the default view or create a new one. To learn how to do that, see the Classic views article.
Use the filters on the left to narrow down your search.
Click on the source to open its page. Click the icon to open it in edit mode. Most of the available settings are described in the Add a lead or recruitment source section below. To learn how to add a localized value, see the Add localized values section.
Click the icon to delete a source.
Check one or several boxes in the left column and click the icon in the header to open a drop-down menu of applicable actions:
Select or deselect all sources.
Activate or deactivate the selected sources.
Mark or unmark the selected sources as preferred.s
Add a lead or recruitment source
Click the Add button on top of the Lead / Recruitment Sources table. You will be directed to the Add Language page.
In the Name field, provide the name of the new source.
Decide whether this source should be Active and thus selectable.
Decide whether this source should be marked as a Preferred Item and thus appear on top of the drop-down lists.
Decide whether this source should be a Default one.
Decide whether this source should be Applicable to Vendors and/or Clients.
Click the Save button.
Opportunity Statuses
In this subsection, you can manage the list of the opportunity statuses available for selection in the Opportunity module.
Edit the default view or create a new one. To learn how to do that, see the Classic views article.
Use the filters on the left to narrow down your search.
Click on the status to open its page. Click the icon to open it in edit mode. Most of the available settings are described in the Add an opportunity status section below. To learn how to add a localized value, see the Add localized values section.
Click the icon to delete a status.
Check one or several boxes in the left column and click the icon in the header to open a drop-down menu of applicable actions:
Select or deselect all statuses.
Activate or deactivate the selected statuses.
Mark or unmark the selected statuses as preferred.
Add an opportunity status
Click the Add button on top of the Opportunity Statuses table. You will be directed to the Add Opportunity Statuses page.
In the Name field, provide the name of the new status.
In the Probability field, provide the percentage that reflects the probability of winning the deals with this status.
Decide whether this status should be Active and thus selectable.
Decide whether this status should be marked as a Preferred Item and thus appear on top of the drop-down lists.
Decide whether this status should be a Default one.
With the Use when adding on the basis of a quote checkbox, decide whether this status should be a default one for quote-based opportunities.
Click the Save button.
Payment Types
In this subsection, you can manage the list of the payment types available for selection in the system.
Edit the default view or create a new one. To learn how to do that, see the Classic views article.
Use the filters on the left to narrow down your search.
Click on the payment type to open its page. Click the icon to open it in edit mode.
Click the icon to delete a payment type.
Check one or several boxes in the left column and click the icon in the header to open a drop-down menu of applicable actions:
Select or deselect all payment types.
Activate or deactivate the selected payment types.
Mark or unmark the selected payment types.
Add a payment type
Click the Add button on top of the Payment Types table. You will be directed to the Add Payment Type page.
In the Name field, provide the name of the new payment type.
Decide whether this payment type should be Active and thus selectable.
Decide whether this payment type should be marked as a Preferred Item and thus appear on top of the drop-down lists.
Decide whether this payment type should be a Default one.
Click the Save button. Two additional sections appear.
In the New Custom Field Name section, provide the name of the field that is required for this payment type and click the Add button. This new field will appear in the Custom Fields section above.
Add all the necessary custom fields (e.g., account number, contact details, etc.). Use the icons to set the order of the custom fields.
Click the Save button.
Ratings
In this subsection, you can edit the ratings used for vendor evaluation.
Edit a rating
Click the icon in the Ratings table. You will be directed to this rating page.
Provide a new name for this rating. To learn how to add a localized value, see the Add localized values section.
Provide a desired threshold for LISA evaluation that will define how LISA points will be converted into a 5 or 10-star ranking scale.
Click the Save or Save and Exit buttons.
Reasons For Correction
In this subsection, you can manage the list of the reasons for correction available for selection while adding a credit note.
Edit the default view or create a new one. To learn how to do that, see the Classic views article.
Use the filters on the left to narrow down your search.
Click on the reason for correction to open its page. Click the icon to open it in edit mode. Most of the available settings are described in the Add a reason for correction section below. To learn how to add a localized value, see the Add localized values section.
Click the icon to delete a reason for correction.
Check one or several boxes in the left column and click the icon in the header to open a drop-down menu of applicable actions:
Select or deselect all reasons for correction.
Activate or deactivate the selected reasons for correction.
Mark or unmark the selected reasons for correction as preferred.
Add a reason for correction
Click the Add button on top of the Reasons for correction table. You will be directed to the Add Reason for correction page.
In the Name field, provide the name of the new reason.
Decide whether this reason should be Active and thus selectable.
Decide whether this reason should be marked as a Preferred Item and thus appear on top of the drop-down lists.
Decide whether this reason should be a Default one.
Click the Save button.
Social Media
In this subsection, you can manage the list of social media available for selection in client, vendor, and user profiles.
Edit the default view or create a new one. To learn how to do that, see the Classic views article.
Use the filters on the left to narrow down your search.
Click on the social medium to open its page. Click the icon to open it in edit mode.
Click the icon to delete a social medium.
Check one or several boxes in the left column and click the icon in the header to open a drop-down menu of applicable actions:
Select or deselect all social media.
Activate or deactivate the selected social media.
Mark or unmark the selected social media as preferred.
Add a social medium
Click the Add button on top of the Social Media table. You will be directed to the Add Social Medium page.
In the Name field, provide the name of the new social medium.
(Optional) Provide the social medium’s site Address Prefix or Suffix.
Decide whether this social medium should be Active and thus selectable.
Decide whether this social medium should be marked as a Preferred Item and thus appear on top of the drop-down lists.
Decide whether this social medium should be a Default one.
(Optional) In the Icon section, add the social medium’s logo by clicking the Upload image file button.
Click the Save button.
Specializations
In this subsection, you can manage the list of the specializations available for selection in projects, quotes, and vendor profiles, as well as while adding client and vendor rates.
A specialization in XTRF is a qualification such as a knowledge of medicine or law terms required to perform a specific job.
Edit the default view or create a new one. To learn how to do that, see the Classic views article.
Use the filters on the left to narrow down your search.
Click on the specialization to open its page. Click the icon to open it in edit mode. Most of the available settings are described in the Add a specialization section below. To learn how to add a localized value, see the Add localized values section.
Click the icon to delete a specialization.
Check one or several boxes in the left column and click the icon in the header to open a drop-down menu of applicable actions:
Select or deselect all specializations.
Activate or deactivate the selected specializations.
Mark or unmark the selected specializations as preferred.
Add a specialization
Click the Add button on top of the Specializations table. You will be directed to the Add Specialization page.
In the Name field, provide the name of the new specialization.
Decide whether this specialization should be Active and thus selectable.
Decide whether this specialization should be marked as a Preferred Item and thus appear on top of the drop-down lists.
Decide whether this specialization should be a Default one.
Click the Save button.
Tax Offices
In this subsection, you can manage the list of the tax offices available for selection in vendor profiles.
Edit the default view or create a new one. To learn how to do that, see the Classic views article.
Use the filters on the left to narrow down your search.
Click on the tax office to open its page. Click the icon to open it in edit mode.
Click the icon to delete a tax office.
Check one or several boxes in the left column and click the icon in the header to open a drop-down menu of applicable actions:
Select or deselect all tax offices.
Activate or deactivate the selected tax offices.
Mark or unmark the selected tax offices as preferred.
Add a tax office
Click the Add button on top of the Tax Offices table. You will be directed to the Add Tax Office page.
In the Name field, provide the name of the new tax office.
Provide the necessary address details.
Decide whether this tax office should be Active and thus selectable.
Decide whether this tax office should be marked as a Preferred Item and thus appear on top of the drop-down lists.
Decide whether this tax office should be a Default one.
Click the Save button.
Work Log Activities
In this subsection, you can manage the list of the activities users can log their work for.
Edit the default view or create a new one. To learn how to do that, see the Classic views article.
Use the filters on the left to narrow down your search.
Click on the activity to open its page. Click the icon to open it in edit mode. Most of the available settings are described in the Add a work log activity section below. To learn how to add a localized value, see the Add localized values section.
Click the icon to delete an activity.
Check one or several boxes in the left column and click the icon in the header to open a drop-down menu of applicable actions:
Select or deselect all activities.
Activate or deactivate the selected activities.
Mark or unmark the selected activities as preferred.
Add a work log activity
Click the Add button on top of the Work Log Activities table. You will be directed to the Add Work Log Activity page.
In the Name field, provide the name of the new activity.
With the Require Associating with System Area checkbox, decide whether users should select a specific entity (project, job, invoice, client, etc.) while logging time for this activity.
Decide whether this activity should be Active and thus selectable.
Decide whether this activity should be marked as a Preferred Item and thus appear on top of the drop-down lists.
Decide whether this activity should be a Default one.
Click the Save button.
Add localized values
If some members of your company use the Home Portal in a different language, you may want to add localized names to the system values.
Open a system value in edit mode.
Click the Show Localized Names link in the Name section. The Localized Name section will appear.
Click the Add Localized Value button. The Add Localized Value pop-up window will appear.
Select the desired Language.
In the New Value field, provide the user group name in the selected language.
Click the Save button. The new name will appear in the Localized Name section.
Click the Save or Save and Exit button at the bottom of the page.