Questions?

Very often questions asked in the space of Q&A are already answered and pictured with a clip or two. Whether you are a new user of XTRF, or would like to discover more about its functionality (especially with regards to Smart Projects), you can check out the basic and advanced guides, which XTRF Academy consists of.

We decided to post a list with lesson summaries here, because searching in the Q&A part of the UserEcho doesn't catch results from the XTRF Academy chapter.

Below is a list of all topics with respective URLs to XTRF Academy Guides. 

Introduction

Lesson Zero - XTRF Basics

In this lesson you will learn how to:

• Access XTRF on the web
• Log in to your XTRF
• Change your password
• Setup company SMTP email server
• Upload your company logo
• Set your preferred language for the interface and communication
• Create usernames for your team
• Review and customize System Values in general

Basic guides

Guide to Quoting

After this lesson you should be able to

• Create a quote in XTRF
• Choose the desired parameters
• Create Receivables
• Send the quote to your client
• Find your quote
• Convert the quote to project

Guide to Project Management

Having finished this lesson, you should be able to prepare the project so that it can be started:

• Adjust the process
• Add files and schedule jobs
• Assign vendors
• Prepare payables and instructions
• Launch and distribute the jobs
• Monitor the file delivery and overall progress of the project
• Deliver the ready files to your client

Guide to Client Management

Having finished this module, you should be able to:

• Add a client account and enter all valuable details
• Create contact persons
• Configure client rates for your services
• Perform Multiple Change on the client accounts

Guide to Vendor Management

Having finished this module, you should be able to:

• Add a Vendor account and a Contact Person
• Manage basic characteristics of your vendors
• Configure Competencies & Rates
• Perform Multiple Change on your vendors

Guide to Invoicing

After this lesson you should be able to:

• create client invoices
• manage payments
• adjust system configuration with regard to invoicing

Guide to Vendor Billing and Vendor Portal basics

Having studied this guide, you should be able to:

• Adjust Expected Invoicing Dates

• Invite your partners to Vendor Portal

• Activate access and log in to Vendor Portal as a linguist

• Create an invoice as if you were a vendor

• Inspect and manage the invoice filed by the vendor

Guide to CRM module

Having followed all of the clips below you should be able to:

• create Memos, log Calls, plan Tasks and Events
• send mass emails to your partners
• look up history of CRM on your partners profiles

Guide to Smart Views and Dashboard

When you finish this guide, you should be able to perform

• copying, editing and sharing views
• looking up filters and shaping browsing tables
• managing your own Dashboard

Guide to Process Templates and Automations

After studying this guide, you should know how to

• adjust Services
• build your own Process Templates
• enable Automations

Advanced guides

Project Management: Advanced Functionality and Techniques

Having finished this lesson, you should know how to

• Use Manual and automated Job Offers

• Manage and assign teams and in-house vendors to jobs

• Change Vendor on a job

• Share and receive instructions and updates on project progress

• Send and automate sending of Project Confirmation and Purchase Order

Quality Assurance

Having studied this guide, you should be able to

• complete and review Evaluation of your vendors
• manage LISA evaluation
• manage and send Satisfaction Survey
• create and find Client Feedback Reports

Preparing for Data Import

This guide will introduce you to the topics of data preparation: practical advice and explanation how to enter and format the information within spreadsheets that will be uploaded into XTRF.

Vendor Recruitment and managing own profile in Vendor Portal

Having finished this guide you should be able to

• Configure Vendor Portal with recruitment in mind
• Know how to invite your Vendors to join
• Review new profiles and changes they request
• Manage the new vendors in XTRF

Introduction to Client Portal

After you finish studying this guide, you should be able to:

• Log in as a one of your clients
• Choose the appropriate Configuration
• Introduce the Portal to your clients

For search only: send quote, reject quote, notification, PO, Vendor Portal, registration

When new providers try to register they enter their  main data but they don't receive the verification message in order to complete their data.

When I share our vendor portal link with potential vendors to register the registration buttons in the main screen are pale (not active). I mean the "I'm a Freelancer" and "I represent a company" buttons.

We currently haven't been using the feedback forms. I think in part because we don't relate well to the way it's set up - we don't use the term "Internal Nonconformity" for any purpose. 

How to others use it? Is it helpful? How do you report on it? Is this where you track issues with projects? How does follow up happen on this when a feedback is created? 

I am unclear on this feature and would love others experiences and thoughts. Even direction towards documentation would be appreciated. Thanks!

When adding a project, there are 2 fields for inserting notes - Customer notes and Internal notes. I filled out both of these, however in the vendor portal neither of these fields are shown. I was wondering if there is any way where I can add instructions which are shown to the vendor in a similar field instead of attaching a file with instructions. At the moment, in the vendor portal, there appears the following message in the Instructions section 'There are no specific instructions for this job'.

I have just started the day in Canada, and our team in Turkey reports to me that they cannot use XTRF for the last few hours. I checked and I get the same problem. Please see the screenshot below.

Does anybody else experience the same problem?

Thanks

Hi. I fulfill very accurate a Vendor X. in 2 different Project, it appear with automatically rate Y (as in Price profile), but in another project it appears Filled Manually....and I don´t know why. Read all the Knowledge base and watched all videos. I am desperate. I want by default to me automatically extracted from Price profile' the price. Please help.  

It is a general question. We get regularly via the Across server multilingual translation projects. Actually, all the handling of the files and the allocation of tasks is done on the Across server, but we enter the data in XTRF manually again because we manage all our production information there. Has anyone the same situation and a better solution to avoid entering manually all admin data? We have a similar situation with a large client using SDL World server.