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Use XTRF AI Copilot for project management tasks

Use XTRF AI Copilot for project management tasks

This is a CLOSED BETA feature, only available to selected clients. It cannot be requested yet.

Known limitations

  • ​​XTRF AI Copilot​​ only supports the English language.

  • XTRF AI Copilot can assign service and specialization while creating a project, but cannot change them in existing projects.

Introduction

The XTRF Agentic AI Copilot can autonomously perform selected Home Portal actions on behalf of a Home Portal user. ​For more details, see XTRF AI Copilot .

You can communicate with XTRF AI Copilot using its chat box, located in the bottom right-hand corner of the screen. For details, see the Use the XTRF AI Copilot | XTRF AI Copilot chat box guide.

Use cases

Below you will find several examples of how you can use the XTRF AI Copilot to help you with your daily project management tasks, from the simplest to complex chains of actions.

You do not have to use the same wording or limit your interactions with AI Copilot to the requests mentioned below.

Create new projects

Example 1. Single project with details

  • Message: Create a project for Best Client, German to French 20K words, Premium, deadline=end of week, client notes=use vendor Pepe.

  • XTRF AI Copilot’s response: The project "Best Client German to French 20K words, Premium" with project number 2025/288 has been successfully created. The deadline has been set to the end of the week (2025-07-11), and client notes have been added. You can access the project here: link.

Example 2. Project with no details

  • Message: Create a project.

  • XTRF AI Copilot’s response: I can help with that. What is the client's name and what should the project name be? Do you want to add a service to the project as well?

Example 3. Bulk creation

  • Message: Create five new projects for Best Client. Sources are: FR, EN, DE, ES, JP, and targets should be all official EU languages for each. Use basic translation service, set the client reference number in each to BestClient-EU-#, where # is a consecutive number starting from 1. Set the volume in each project to 5k words.

  • XTRF AI Copilot’s response: The following projects have been created:

    • Project Best Client Project FR-EU (2025/302) Project Link: link.

    • Project Best Client Project EN-EU (2025/303) Project Link: link.

    • Project Best Client Project DE-EU (2025/304) Project Link: link.

    • Project Best Client Project ES-EU (2025/305) Project Link: link.

    • Project Best Client Project JP-EU (2025/306) Project Link: link.

Update project details

Example 1. Update a specific project

  • Message: Change the deadline for project 2025/288 to end of month.

  • XTRF AI Copilot’s response: The deadline for project 2025/288 has been changed to 2025-07-31.

Example 2. Update a non-specified project

  • Message: Add Target Languages: French, GE, UA, Catalan.

  • XTRF AI Copilot’s response: Target languages French, German, Ukrainian, and Catalan have been added to project 2025/288.

If you do not specify the project name in the request, XTRF AI Copilot will assume your request concerns the previously discussed project.

Example 3. Bulk update

  • Message: Add client notes to all Best Client projects created today: Do not use vendor Pepe

    XTRF AI Copilot’s response: Client notes have been added to all Best Client projects created today.

Various queries

Example 1. List clients

  • Message: List all active clients

  • XTRF AI Copilot’s response: OK. Here is a list of all active clients: Best Client (ID: 04), Worst Client (ID: 03), New Client (ID: 02), Old Client (ID: 01).

Example 2. List invoices

  • Message: List all unpaid invoices

  • XTRF AI Copilot’s response: Here are the unpaid invoices:

    Invoice Number: Number not assigned Client: Best Client General Tasks Value: €1,426.47 Total Net: €0.00 Total Gross: €0.00 Outstanding: €0.00 Invoice State: Not ready Payment State: Unpaid Required Payment Date: 2025-07-03

    Invoice Number: Number not assigned Client: Best Client General Tasks Value: €12,300.00 Total Net: €12,300.00 Total Gross: €12,300.00 Outstanding: €12,300.00 Invoice State: Not ready Payment State: Unpaid Required Payment Date: 2025-06-17.

Example 3. User queries

  • Message: Who am I

  • XTRF AI Copilot’s response: OK. Here is the information about the current user:

    • Name: Incredible Project Manager

    • ID: 19

    • Login: IPM

    • Email: ipm@bestLSP.eu

    • Position: None

    • Group: Project Managers

    • Time Zone: Central European Standard Time (Offset: 7200000)OK.

Example 4. Information queries

  • Message: How can I add a user?

  • XTRF AI Copilot’s response:

Adding a User in XTRF

You can add users in XTRF through two main portals: the XTRF Home Portal (for internal users) and the Vendor Portal (for vendor users).

Adding a User in the XTRF Home Portal

To add a new user profile within the XTRF Home Portal, follow these general steps:

  1. Navigate to the User Management section.

  2. Locate and click the Add button, which is typically found above the Users table [1].

  3. Proceed with adding the new user account by following the detailed guide provided in the system [2].

After adding a user, you can perform several actions:

  • Send Welcome E-mail: Invite the user to the Home Portal. The template for this email is located on the Templates tab (Configuration > Templates > Notifications > Templates tab): it is the "E-mail/Text Message to User: When user is welcomed to the system" [3].

  • Send Password Reset E-mail: Allow user(s) to reset their password. The template for this email is located on the Templates tab (Configuration > Templates > Notifications > Templates tab): it is the "E-mail/Text Message to User: When user requests resetting their password" [4].

  • Erase Personal Data: Delete user data from the system [5].

  • Bulk Change: Make changes to several profiles simultaneously [6].

Adding a User in the Vendor Portal

If you have Administrator permissions for a vendor profile, you can manage user accounts connected to that profile on the Vendor Portal's Users tab [7]. The first contact person invited to the Vendor Portal is automatically assigned Administrator permissions.

To add a new user in the Vendor Portal:

  1. Go to the Users tab in the Vendor Portal [8].

  2. Click the Add User button [9].

  3. Refer to the "Add a new Vendor Portal user guide" for detailed instructions on completing the user creation process [10].

You can also edit an existing user's data by clicking on their name in the Users tab, then clicking the Edit button. From there, you can:

  • Select the language in which the Vendor Portal interface is displayed, for the user.

  • Upload, change, or remove the user's avatar.

  • Deactivate user access to the Vendor Portal by clicking the Deactivate User button in the Deactivate User card [11]. Remember to click Save Changes to confirm any modifications [12].

Do you have any other questions regarding user management in XTRF?