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Smart views

Smart views

Owned by Oksana Vishchuk
Last updated: Oct 22, 2024 by Damian Rozmiarkowski
11 min read

Introduction

A Smart view in XTRF is a browsing page type that consists of a set of filters and columns. Those views are highly customizable and can be set up to fit your needs. Each module of the Home Portal has one or several smart views in different tabs.

Each view has four main sections:

  • View drop-down menu, where you can switch views and create new or edit the existing ones

  • Actions panel, where you can find the action buttons, such as Add, Delete, Duplicate, Convert, etc

  • Search filters panel, where you can narrow down the list of entities

  • Entities table, where you can see the list of the entities presented in the given tab.

You can use different views to quickly get the results you are repeatedly looking for. This way, you don’t have to click through the filters every time you want to display some particular entities. For example, you may create the views such as:

  • projects for a particular client

  • vendors with unique specialization and language pairs

  • specific business reports, etc.

View drop-down menu

Click on the View menu to open a list of existing views. It consists of two sections:

  • Views that are shared with you (preconfigured views plus those created by other users and shared with you)

  • Your views (created by you, private, and shared). This section will not be displayed if you haven’t created any views yet.

The current view is highlighted in bold.

Next to the views, you can see view actions icons:

  • - copy

  • - edit

  • - delete.

Edit and delete actions can be applied only to the views created by you. If you want to edit another view, you need to copy it, make the necessary changes, and save it as a new one.

The preconfigured views can be modified or deleted by admin users. To learn how to do this, see the General configuration - Views article.

The number next to the view drop-down menu shows the total number of entities. If you select a specific view, you will see the number of entities displayed in this view vs. the total number.

To create a new view, click the Add New View button. For details, see the Create a new Smart view guide.

To change some details in the existing view permanently, click the icon to edit the view.

In the editing mode, additional action buttons are displayed on top of the page.

Actions panel

This panel in the right-hand top corner displays the actions applicable to the whole view or selected entities. Those actions differ between modules, tabs, and the number of selected entities.

Some actions can be found in most of the modules:

Add → create a new entity of the type displayed in the view.

Import → add new entities from a spreadsheet.

Export → download the entities from the view as a .CSV file.

Delete → erase the selected entity from the system.

IMPORTANT!

Deleting in XTRF is a complex process that can consist of several steps and depends on the entity type you want to erase from the system. To learn how to effectively delete an entity, see the corresponding module article in the Home Portal section.

Other actions are module-specific and are described in corresponding module articles.

To learn more about importing and exporting actions, see the Data import and export article.

 

In the action panel, you can also change some view settings. Click the drop-down menu in the top right-hand page corner.

Here you can:

  • select the number of entities displayed per page

  • decide on the number of lines displayed per row in the entity table

  • switch to the Classic views.

The choices made in the menu are saved for each user separately.

Search filters

To find specific entities, use the filters displayed in every smart view. The search results are updated in real time when you make changes to one of the fields.

To clear all the search fields, click the Reset Filter link next to the View drop-down menu.

There are three types of search filters:

  • Text field, where you type in the text you want to search.

  • Drop-down menu, where you make a selection from the list displayed after you click on the field.

  • Date range field, where you set a time limit for your search.

Date range filter settings in editing mode are displayed diferently.

Some fields have operators marked as links that determine the operation of the search filter. Click the selected operator toggle between the available settings.

To restore the default settings of the filter, click the icon in the search field.

To change, add, or rearrange the search fields, you need to edit the view or create a new one (see the Create a new Smart view guide)

Entities table

All the entities that match the search filter parameters are displayed and updated in real-time in the table form.

  • To open the entity page, click on its line in the table.

  • To open the entity page in edit mode, click the icon in the last column.

  • To select one or several entities, check the box(es) in the first column.

  • To open the menu with all possible actions applicable to the selected entity, right-click on its line in the table.

To make changes in the structure of the entity table, hover the column header and:

  • Click the icons to set up the order of the entities in the table.

  • Click the icon to open a pop-up with column actions.

  • To check the sum of all values in the Total Cost and Total Agreed columns, click the icon. The Column Sum: Total Cost / Total Agreed pop-up windows appear, where you can see the total of all the payables/receivables for the entities listed in the selected view.

    • The Total section shows the sum of all values in your base system currency. If you have payables or receivables in other currencies, their total values will be additionally displayed in separate sections of the Column Sum pop-up.

To add new columns to the view, edit this view or create a new one (see the Create a new Smart view guide)

Vendor Workload view

This view allows you to check the vendors' daily availability and busyness so you can quickly find out who can take the next job.

The Vendor Workload view appears in the Vendors module >Vendors and Price Profiles tabs. You can also choose this view while selecting vendors for jobs or job offers.

To switch to the Vendor Workload view, click the icon in the top right-hand corner.

View settings

  • The default view is set to show the one-week range; however, three time span options are available: 1 Day, 3 Days, and 1 Week. You can switch between them by using the + and - symbols or choosing the desired range from the drop-down list. You can also select a specific day or period by clicking the icon or using the Today button to display the current day.

  • You can switch the Vendor Workload to full-screen mode by clicking the icon next to the time span settings.

  • Click the icon in the top right-hand corner to select additional view settings:

    • Hide weekends

    • Show canceled jobs

    • Show overlapping jobs alert

    • (for 1 Day range only) Show only office hours.

Office hours can be specified in the Configuration menu > Clients and Vendors > Vendor Settings > Availability tab. If the Treat Weekends (Sat-Sun) as Work Days for Vendors box is checked, weekends will be displayed as regular working days. If unchecked, the weekends will be set to Busy 100%.

View features

The Vendor Workload view has several features that can help you to select the best vendor for the job.

Vendor details

Each vendor has some details provided next to their name:

  • If the vendor is an individual or an in-house vendor, this information will be listed under their name.

  • icon marks the vendor’s overall evaluation.

  • icon - the evaluation for the selected job, language pair, and specialization.

  • icon marks the number of completed jobs.

  • icon marks the vendor’s rates for the selected job, language pair, specialization, and calculation unit.

  • icon marks an individual vendor.

  • icon marks a company (blue for in-house vendors, grey for external vendors).

Click on the vendor’s name to open a pop-up window with the vendor’s status, competencies, and specializations. From here, you can take a shortcut to the vendor’s profile by clicking on its name.

Daily busyness

In the Vendor Workload view, an availability bar is displayed for each day. The bar’s color indicates the availability level.

Under the availability bar, you can see the number of jobs planned for a given day.

If some of the job’s or vendor’s details are missing, the Insufficient data message appears instead of the busyness percentage. Hover over this message to get a tooltip with possible causes.

Vendor’s holidays are marked on the workload table with a icon.

When you switch to the Vendor Workload view in the Price Profiles tab, an additional line showing the price profile name appears under the vendor’s name.

Hover over this line to see the currency of this price profile.

Job details

The Vendor Workload view allows you to check the details of the projects and jobs assigned to the vendor. To see those details, click the icon on the right-hand side.

To be properly displayed in the Vendor Workload view, jobs must have assigned a vendor as well as start and deadline dates. All jobs need to have defined payables so the overall vendor busyness for each day can be calculated. All payables need to have a quantity, and correct calculation unit provided. If the calculation unit differs from the base system calculation unit, it needs to have an exchange ratio defined in its properties.

Can the number of jobs a vendor can take be limited?

It is not possible to impose limits in this space. For information about this issue, you can read this article, which describes the Vendor WorloadWorkload View, from which you can estimate the Vendor load: Vendor Workload view.

Projects tab

In this tab, you can see:

  • the shortcuts to the project pages on the left

  • the job bars linked to the job dates range.

The job bar colors are the same as the colors of actual job status: open, accepted, started, and ready so that you can keep track of the job progress straightaway.

If you selected the Show overlapping jobs alert setting, the icon would appear next to the overlapping jobs and days when this situation occurs.

Jobs that have been started after the planned deadline will be marked with diagonal stripes. Smart project jobs will also be marked with the icon. The deadline for such jobs will be automatically set to the end of the next day. The job’s payables will not be taken into account in workload calculations until the deadline is manually set to a date that is later than the start date.

Click on the job bar to see the job details. From here, you can take shortcuts to the jobs and change the job dates (for Smart projects only).

Classic job bars are marked with a black triangle in the left-hand bottom corner.

You won’t be able to change the dates for the invoiced jobs.

Remaining Capacity

In this tab, you can see the vendor’s workload details.

  • The Competency column displays the job types defined in the vendor’s profile.

  • The Productivity column shows the number of calculation units the vendor can process per day for a given job type. Productivity can be specified globally for all vendors in job type properties or individually for each vendor in their profile.

  • The Remaining Capacity section displays how many calculation units this vendor can still take on a given day, depending on their productivity per job type.

Using the Vendor Workload view while selecting vendors

To switch to the Vendor Workload view when selecting a vendor for a job or for sending job offers, click the icon in the top right-hand corner of the Select Vendor pop-up window.

For jobs with defined dates, you will see an orange box with the job in question and an orange frame marking the job’s dates.

Workload Calculations

To calculate the overall busyness data in % the system uses the following formula:

where the Job duration is the number of days between the start date and the deadline, and the Nr of days is the number of days the vendor needs to do all of the accepted work.

The Nr of days is based on the Quantity provided in Payables and is calculated as follows:

where the Quanitiy (weighted) is the total number of words in the job (for CAT Payables - the total number of words minus the number of words found in the TM), and the Vendor’s Productivity is the number of words the vendor can process per day, listed in the vendor’s price profile.

Job duration is calculated in days. Both an eight-hour job and a one-hour job are counted as one day.

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