They are answered by the XTRF community and our experts


Notification of notes from vendor?

Meghan Cooper 9 months ago in Home Portal / Classic Projects • updated by Donna Meyer 6 months ago 3

Is there any configuration to trigger an automated email notification when a vendor leaves a note on a project (located: Task > Job > Instructions > Notes from Vendor to PM)? Or a view that would showcase this easily. We frequently have projects with 45+ language combinations, and it is not feasible to look in each job to see if a note is there (and vendors sometimes leave notes there instead of emailing us, assuming we will notice). This is referring to Classic Projects.


Two-way constant communication between Vendor and PM

Juan Cardona 4 weeks ago in Home Portal / Classic Projects • updated by Bogusław Reich (XTRF Product Owner) 4 weeks ago 7

As you may know, PM can leave notes to Vendors using the Instructions tab.
Also, Vendors can send a note to the PM when performing or completing a Job. However, PMs cannot reply to Vendors' notes and the communication is not fluid. Sometimes transit between PMs and Vendors may require more than two contacts.

We need a more fluid communication between PMs and Vendors. For instance, for large or difficult projects, Vendors should be able to contact the PM and clarify any doubts.

We propose that this functionality/option be included in XTRF (Classic Projects) so as to allow PMs and Vendors to communicate more than 1 time by either including the option of replying to Vendors' notes or including a ''Chat'' functionality.


@Juan, the idea of a "chat functionality" has already appeared on our Product Development Ideas forum. Feel free to leave your input / like there.

We are looking closely at the topic of better in-project communication between the PM and vendors. We're hoping to share some outcomes of our research soon.


Add instructions to specific job in workflow

MindyK 8 months ago in Home Portal / Classic Projects • updated by Sancho Leath 8 months ago 2

I have many workflows, and am wondering if there is the option to place instructions within a specific job, in a specific workflow, so I don't have to add the same instructions each time. Is it possible to do this in the workflow configurations?


Scheduling of E-mails with Job Deliveries to Clients

Andres Romberg 9 months ago in Home Portal / Classic Projects • updated by Monika 8 months ago 2

I was wondering if there is a way to schedule the date and time when the delivery e-mail for a given project will be sent.  

Sometimes we are done with a certain job, but want to deliver it to our clients at the time we actually promised them, not hours (or even days) before... 

Is there any way for us to close the workflow, get the e-mail generated, and then have it sent at the time that has been assigned as the Deadline for the task? 

Thank you. 


Workflow job type - additional options other than PM

MindyK 10 months ago in Home Portal / Classic Projects • updated by Joanna 10 months ago 1

When we setup our workflows, in the workflow jobs, we use the option 'Default Vendor' is the 'Current PM'. Is there a way that we can get another category added, which links to the project's profile, such as Account Manager (preferred) or Project Coordinator? This way, that person would be assigned to that workflow job in the workflow and we don't have to add them at every instance?

Thank you, Mindy

Under review

Default specialization for clients

Laszlo Kovacs 2 years ago in Home Portal / Classic Projects • updated 2 years ago 4

Do you know of a way to set a default specialization for a client?

It should be pre-selected whenever you create a project for that specific client.


How do you visualize nearing or missed deadlines in the Projects view?

Reinis Straume (LMI:T) 10 months ago in Home Portal / Classic Projects • updated by Jelle Maes 10 months ago 2

Looking for best practices here. I know we can probably order a custom virtual column that would present the deadline and then have it colored in orange when the deadline is getting close and then turn red when the deadline is missed.

Curious to hear how all of you handle this.


Vendor LISA evaluation in classic projects after editing or review.

Kristine 11 months ago in Home Portal / Classic Projects • updated by Reinis Straume (LMI:T) 7 months ago 4

Could the XTRF team or other XTRF users who are using the Classic Projects please share how to organize LISA vendor evaluation data input in the most optimal way?

How do you send, receive and input the LISA criteria in XTRF for each evaluated job? Seems like a hellish manual work for PMs for each job to work accordingly to ISO 17100:2015.

It works great in Smart Projects – the editor can evaluate the vendor straight from the Vendor Portal.

In Classic projects this is not working.

Please share your best practices.

Thank you very much!  


Is it possible to add 2 specializations for a source document? E.g. legal + IT.

Kristine 11 months ago in Home Portal / Classic Projects • updated by Łukasz Kaleta 11 months ago 2

Documents usually include 2 interconnected topics: marketing + another industry; legal + IT etc. 

Is this achievable by adding a custom field? 


Can the ordering of tasks be changed in Classic Projects?

Krisztián Király 1 year ago in Home Portal / Classic Projects • updated by Łukasz Kaleta 1 year ago 7

After the XTRF 7 update, the ordering of tasks has been changed, and now our classic projects look like this:

On the one hand we can't really decipher the pattern, while on the other hand, our PMs vastly prefer the regular ascending order of tasks.

Is there a way to set this back to an ascending order?

Many thanks for your tips in advance.

Łukasz Kaleta 1 year ago

Good news, everyone! This issue has been fixed and will be available in the upcoming releases of versions 7.0.x (tomorrow) and 8 (this week).