They are answered by the XTRF community and our experts


Add partial delivery dates to projects

Marcela 2 years ago in Home Portal / Smart Projects updated 2 years ago 2

Hello! I have a project with multiple files that are due on different dates. Is it possible to set all these different partial delivery dates anywhere in the system? I have my start and end date, but can't figure out how to set partial delivery dates. Thank you!


How to accept just one language in a quote with multiple languages

Naroa Lasarte 2 years ago in Home Portal / Smart Projects updated by Cori Alcorn 2 years ago 8

Is there a way to accept just one language in a multilingual project quote? Can I convert it to a project, but just selecting the languages I want to work on?


Display vendor specializations in smart view

Sancho Leath 3 years ago in Home Portal / Smart Projects updated by mark 2 years ago 10

I am trying to display the specializations of vendors in the smart view of vendors. I can get the Specializations criterion for the filter, but not as a column, which would show all the specializations of the vendors in the list. Am I missing something? Or is the column missing in this section of XTRF?

Under review

Change specialisation in Smart projects client portal requests

Robrecht Belien 3 years ago in Home Portal / Smart Projects updated by Dennis Rosenbaum 3 years ago 8


Whe get quite a lot of requests from the client portal and the clients often indicate a completely incorrect specialisation. Currently we can't change it in the home portal.

Is there any way to change it?


Ok, so a quick solution is to change the quote status from Requested to Pending. It unlocks the languages & specialization dropdowns.

Under review

Assignments in People card

Sancho Leath 3 years ago in Home Portal / Smart Projects updated 3 years ago 9
I am posting this question here instead of via the Service Desk because it might be of interest to other Smart Projects users too. The People card is still a bit unclear to me. My questions are:

  • Where do you predefine the (a) Account Manager and (b) Project Coordinator so you don't have to do that for each project? I can find the setting for the Sales Person and Project Manager per customer.

    Example for Project Coordinator:
    We have PM team leaders for client groups. I would thus like to use the Project Coordinator for the team leader and the logged in user is automatically set to be the Project Manager for the newly created project. This way, the Project Coordinator can better monitor his team and, if requested, can be copied on certain project-specific correspondence in the notifications.
  • How do you differentiate between the client project contact who receives all project-specific correspondence and files and the client invoice recipient, if the invoicing contact is not centralised per client but is project-specific?

    The contact at the client's advertising agency is the project contact for correspondence and files, but the project confirmation should also be sent to the end client contact who will receive the invoice after project completion. Currently we have to add the end client contact who will receive the invoice (and is thus the principal contact for accounting purposes) as the Client Main Contact and the agency contact as Additional Contact. To avoid having to shift around who receives which communication and delete certain contacts from the notifications in edit mode, it would be much more elegant to divide up the Client Contact Persons in (a) Project Contacts and (b) Invoice Contact (which can be prepopulated with (a) but can be changed to differentiate between the two).


Project and Quote numbering scheme


My system is set to restart numbering each month and I would like to have it continuous, no monthly restart but a unique ID number and have it set to start from a 5 digit numbering scheme (eg 18256).

Can I use the same numbering scheme both for Quotes and Project? (eg Quote 18900 <Q18900> when is confirmed to turn into Project 18900 <C 18900>?

Is it possible to have a Project without a Quote with the following ID number (eg C 18901)?

Thank you!


Set delivery date of previous step as start date of next in Smart projects

Adrián Flores 1 year ago in Home Portal / Smart Projects updated 1 year ago 2

In Classic projects, we had the option to set the Delivery Date of one step as the Start Date of the following step. Is this an option in Smart projects? If so, how would one go one setting that up.


Under review

Project "issues"

Ted 1 year ago in Home Portal / Smart Projects updated by Ben Miller 1 year ago 3

One of my long finished, archived projects has an "issue" associated with it.  One of the jobs didn't start on time.  I get it, that was an issue and when my former colleague was managing that project, that was important to know.  However, is there any way to get the alert in the main portal to disappear?  It's really bugging me seeing this alert every time I log in to XTRF.



Project Coordinator - Creation of Project

vanesa.potenzoni 1 year ago in Home Portal / Smart Projects updated 1 year ago 2

When a new project is created, the person who creates it is assigned the role of Project Manager. Is it possible to change that from the Client's Profile? I would like to assign always the same Project Manager and same Project Coordinator to each individaul client, no matter who creates the project. Thanks!


Rule first in served: cascade every hour with the same vendors every hour possible?

I'dd like to send a request for availability to 5 internal vendors for a specific job in a smart project (validation of the quality check). Can I send the request to the users and (if they don't answer in time) repeat again the request with the same 5 vendors? again and again...