They are answered by the XTRF community and our experts
I need to go back and update a lot of receivables from a lot of jobs. What's the fastest way of doing that?
A lot of receivables had the wrong quantity, so now I have to go back and change all the receivables. All the total agreed stay the same, so the invoices stay identical. What's the fastest way of doing these changes?
Update LiveDocs after Workflow Completion
Does anyone have any experience with this? I want to update the LiveDocs with the translation, but the automatic resource update function does not seem to work for LiveDocs at all.
I confirm what Leo said above. XTRF treats the entire collection as a resource, ie. LiveDocs are not updated in the process.
Peter, feel free to post an idea for improvement in this respect.
How do you reopen a job to add a receivable?
I somehow closed the job and I tried to go back in and add the receivable but it is not allowing me.
It can be done in the job management sidebar.
Roll down the job status list and select Revert to Started. It will reopen the whole project in case this was the last job, so you'll be able to edit receivables.
Is it possible to receive (send) a notification when the deadline of a particular step in the workflow is overdue and it has not been closed?
I believe receiving a notification for when these 2 options happen at the same time would definitely avoid any type of delays on the Project Management's end, as sometimes it could be difficult to simultaneously keep track of all opened steps in several projects. Notification could be send both to Project Manager and Vendor assigned.
You can specify notification settings in Configuration -> Projects -> Settings. I have these checkboxes in my mind
These notifications are in fact sent only to the Vendor by default, but all defaults can be obvioulsy changed. To add a Project Manager as a recipient, do the following.
1. Go to Configuration -> Notifications -> Notifications -> Templates.
2. Then, choose the wanted one - When job's deadline is nearing.
3. In the Recipient field, add (by clicking on a plus) the Project Manager, just as shown.
Such prepared notification will be send to all people set in the Recipient field, so in this case - to both, the Vendor and the Project Manager.
How to cancel/reject quote that was approved by the client by mistake?
How can we cancel a quote that the client approved by mistake so they don't need it?
However it cannot be cancelled, each classic quote can be simply deleted - which removes it also from Client Portal :)
changing to smart view
How t change my Admin view to be smart view?
OK, it makes sense now :)
Go to top bar's question mark (?) menu and click on Try our new Smart Views
Automating opening projects
We have raised this question before as well but still...
Our clients send us work orders which have list of movies they want to order along with language pair, movie duration, service requested, etc. Currently the project managers are opening one project for each work order and each movie is one task. Opening a project which has 30 tasks in it is time consuming. A good solution would be getting XTRF to read the work order (can be easily saved as xml) and creating projects automatically (we already have per service workflows).
Anyone else facing similar issue or would like to automate project opening?
To me it looks like a perfect use case for a Smart Connector.
Its role is to start new project or quote based on a repetitive information, or on data stored in a separate file like the XML you mentioned. A connector like this can monitor and capture file uploads to a folder on server disk or in a mailbox.
Here's a YouTube link to our 30-minute webinar on the subject:
And if you are interested in a more technical intro, follow this link to our Help: https://knowledgebase.xtrf.eu/display/XTRFHelp/Smart+Connectors+-+Technical+Guide
Automatic receivables for a 2 step workflow
I have created a few workflow that have 2 steps in them:
Translation + Proofing
Translation + Editing
I have added both jobs to be part of the receivables, but still, when I use the workflow, I only get the first stage (translation) as a receivable and I need to add manually the second step.
Any advise why is that?
Sure Michal. The quantity will never be copied, but it can be imported from another receivable or payable in this language combination. This is how we deal with such situations.
Keep in mind that the Receivable is automatically added to the task, so that's why there is one instead of two. All additional ones must be added separately and manually.
I can also suggest leaving one receivable, and using Translation + Proofing and Translation + Editing Job Types to label it properly. It will require creating new rates, though it may be faster way to then creating receivables separately in the longer period of time.
Using a Smart Project, how do I automatically assign users to the documents in memoQ, other than using Auto-assign?
I have set up a Smart Project in XTRF which is linked to a memoQ project template. I have Job Offers set up for my vendors in the Smart Project. I send the job offers and the vendor accept and they are automatically assigned in XTRF, but not in memoQ. These same users are also part of the memoQ project template, so they appear in the People section, but they are not automatically assigned, as per the assignments in XTRF.
Please let me know if what I am looking for can actually be done.
How do I get final translated documents in a smart project?
I am trying to get translated documents to automatically show up in XTRF in a smart project. The process I am using only has 3 steps, file prep, Translation (memoQ) and Review 2 as Proofreading (memoQ). Upon finishing the files in memoQ, and marking the step as ready in XTRF, the project closes, but no Translated Document files appear in the Files section. In the process, the last step, Review 2 as Proofreading (memoQ), is set to deliver Translated Documents.
What am I missing to make this work automatically?
To download documents back from memoQ, a Vendor must be allowed to work on Bilingual Documents. Even though the file commonly put into the project is a Source Document, it is immidiately converted to a bilingual, when sent out to memoQ. So to make it possible to edit when it comes back to XTRF, Bilingual must be made editable.
When this is done, now there is a memoQ-specific option. Showed box must be checked in. It is to be found in Process Designer, on the bottom of the page.
Check your settings, so they match. If the issues remain, contact rather our Service Desk,as this is the generic answer - and they provide very specific one.
Customer support service by UserEcho