Speaker 1: Hello. Welcome to the introduction to XTRF. In this video, we'll give you an overview of the XTRF translation management system. We'll focus on project management and business management to show you how XTRF makes use of different modules and types of data. But let's start with a brief introduction. On the surface, XTRF is a web application. Unlike many desktop solutions, all you need is a browser with internet access and you can work from any place in the world. You can have it hosted within your corporate network or have it hosted in XTRF Cloud in one of our data centers located on one of three continents, which is most convenient if you don't want to maintain your own server or rent one. Apart from Home Portal, which is the interface for project managers and other stakeholders who coordinate the process within your organization, XTRF features a vendor portal where their suppliers can find and deliver their projects as well as a customer portal where your clients and requesters place orders, approve quotes, and see their invoices and financial reports. Let's see the three portals connect. Typically, XTRF users will be from several different teams or departments. Not only project coordinators, but accountants, vendors, and account managers will be accessing the same system. We understand that different organizations, whether language solution providers or enterprise clients, have different user structures and usage scenarios. Stakeholders log in to do different things, need to see different data, and have different levels of authorization. Within XTRF, it is possible to make different groups of users to see and access different parts of its database because we're fully committed to protecting our clients' data. Proper translation management and a seamless flow of content would not be possible without a database of your partners, both the client and the vendor side. During the implementation process, we will help you migrate your existing records to XTRF. This includes all organizational structures, contact detail, the price lists, and individual rates for both sides of the business. In XTRF, your work will be centered around managing translation or localization projects. Naturally, things can be a lot more complex, but for now, let's keep it fairly simple and see how it all works together. There are several ways to start a quote or project. A quote request form, a hot folder connector, an email connector, or the customer portal. Once in, it appears immediately in the home portal so that the project manager can take over. For them not to miss it, XTRF sends an automated email notification. One of many automations that help the project coordinator stay on top of things without having to constantly check what's new on their dashboard. If you're requested to provide a quote before proceeding with the project, XTRF is very flexible here. We realized that managing a quote can be a complex project in itself. Balancing the margin by looking for the best and or cheapest vendors, while carefully considering an appropriate price for the customer. And then doing that again for the next language combination. We know it can be a lot of manual work. That's why we came up with super flexible views. With these, you can quickly see the information you need. Compare your vendors' prices, their availability, capacity, evaluation score, or any other details you find useful. You can, of course, send job offers at this stage to notify all providers matching your criteria and see who's available to take the work on. Or even secure your vendors by signing them to a future project. Let's get back to our quote. Once it's presented to the client, they can react in a few ways. They can approve or reject the offer. Any details the client might need could be included in the message. Also, a PDF generated automatically by XTRF will be attached. The email will also guide the client to their customer portal, where they can see their original request. Now, updated with the details and ready to be approved. Once approved by the client, the quote will be converted to a project in just one click. All the precious information will be, of course, brought along. Instructions, selected vendors, the files, and the prices are there. The process of translation can start at that very moment, thanks to automation. Let's pause for a moment and look at a project page. The project is a single-page design with the content scrollable vertically. The process is visualized by a sequence of steps. On the same page, we will see a manageable timeline of the steps. The list of files shared with and by the vendors. The finance section to make sure that you have the right margin secured and many other details. Even in the simplest of projects, all emails, documents, and file transfers will be automated to save time. Thanks to everything set before and the mentioned automations, the project manager's role is to overview and supervise the progress, only if alerted by the system. Let's change the perspective for a moment and see how this works for the vendor of the very same project we looked at. XTRF sent an email notification to your chosen linguist with links inside the email that can take them directly to the job or prompt them to log in before showing them any project details. In the vendor portal, they will see everything they need. The source files, the deadlines, the money they're going to make, and even the purchase order. After completing their work, they upload the files, mark them accordingly, and indicate finishing the job. The process will accept the files and pass them to the next step in line. The same story can repeat with any next step. The notification, the link, uploading the file, and finishing the job. Linguists and other providers will be able to go back to the vendor portal and log in to see their upcoming jobs, accept job offers, send you their invoices, and change their personal details in upcoming availability. You can also use the vendor portal to recruit new specialists. In the meantime, the project manager can observe the progress and look into the delivered files, but they could also intervene if necessary. They can stop, remove the files, re-trigger a job, add a new step, or change a vendor if required. There is even a simple notification tool to alert the PMs about the items that require some intervention. Deadlines not met, jobs not started on time, and overlapping schedules. When everything is set and the final files are in, the project closes and it can be delivered to the client. This can be automated or done manually if you need to have the last say on the files. The project can now be invoiced. We have automations in that department too. You can choose when and how to produce invoices and have them sent to your clients. Since this is a big topic, it calls for a separate presentation. Now, let's try to look at project management from a broader perspective. All the project details like languages, service types, dates, finances, and the personnel involved can be used as a criteria to search, filter, and report on your business. There are numerous ways of arranging the data you collect during your operations. Each and every team member will be able to prepare a view that best suits their needs. It is obvious that a project manager will look for information about their own items, anything that might be important to deliver quality results on time, open projects, or with due date closing in. On the other hand, an accountant will only look at finished projects that require invoicing or the invoices. As the company's manager or owner, you will need a historical overview to analyze the numbers and statistics how well your team is doing. Each of these can be sent via email at the day and time of your preference, accessible without having to log in. One particular example from multiple default reports available in XTRF would tell you what the average monthly task value per salesperson or project manager is. Another would tell you monthly profit per client. Reports will also be available for your customers in their portal. For example, they could see their spendings on your services, or even better, their savings made by the use of CAT tools. All reports in XTRF can be customized. You can either design and create your own or leave the tricky stuff to us in our business barometer. Our cutting-edge business tool enables you to make informed decisions about your company by providing you with statistical insights at the touch of a button. What's more, it allows you to estimate potential growth areas and get one step ahead of the competition. Before wrapping up, let us go through a few key features of XTRF. There are different roles in the platform. Project managers and other staff will have varied user rights. The customers and the vendors will have their dedicated portals. Project management is made very simple and streamlined in the smart projects with as much automation as possible for best results. It makes use of the database of partners and their pricing. There are different options for installing the system and our support with data migration ensures proper mapping of your legacy data. XTRF offers extensive flexible means of database insight. Personal design of the data arrangement, tables, filters and all the service of individual users or roles. Advanced reporting and integration with other services via API is available. Thank you for watching this video. Find out more on xtrf.eu or by contacting sales at xtrf.eu. www.xtrf.eu