Configuring BeLazy to integrate with XTRF can significantly enhance translation project management efficiency. The following are the steps to prepare XTRF and establish an effective connection with BeLazy.


1. Verify Home Portal API Availability: For BeLazy to interact with XTRF, the Home Portal API must be enabled. This feature is included in XTRF's Professional and Premium plans. To confirm its activation:

  • Log in to your XTRF instance.

  • Access the help menu (represented by a question mark) and select "About".

  • Navigate to the "Licenses" tab and ensure the Home Portal API is listed among the enabled features. Moreover, in the same section, check under Features that “Int Xtrf Macros” is listed.

  • If either of the two is not enabled, contact your XTRF account manager, XTRF support or BeLazy support.


2. Configure Client Price Profiles: For clients you wish to automate:

  • Go to the "Clients" section and select the desired client.

  • Access the "Rates" tab.

  • Ensure the Default CAT tool is set to "Other". This configuration is necessary because XTRF does not allow manipulation of other price profile types via macros or APIs.

3. Set Up Services and Process Templates: BeLazy utilizes "Services" in XTRF to select and create workflows or process templates. To configure them:

  • Click on the gear icon, select "System Values (Basic)", then choose "Services".

  • If a desired classic workflow is not listed, create a new service and link it to that workflow.

  • For Smart projects, ensure process templates are named according to their steps, such as "Translation => Editing => Proofreading." BeLazy requires this specific naming convention because it reads the workflow and counts the steps based on the name of the process template.

4. Create BeLazy-Specific Services: It is advisable to create separate services for BeLazy to distinguish automated project management from manual processes. To do this:

  • Add a new service, for example, "BL - TEP."

  • Select the corresponding workflow or process template and assign a job type for receivables. The specific job type is not critical for BeLazy.

5. Verify Calculation Units and Job Types: Ensure that the calculation units used by your clients are enabled under the corresponding job types. For instance, if proofreading is billed by the hour, verify that the "Proofreading" job type has the "1 h" calculation unit enabled.


6. Activate Automations for Smart Projects: To enable automatic creation of receivables and payables:

  • Navigate to "Projects and Quotes" in the settings menu and select "Automations (Smart)".

  • Locate "Automatic Receivables" and "Automatic Payables" and activate them.

  • Add the services related to BeLazy and enable automatic generation of receivables and payables for these services. Additionally, enable the "Automatic Files Delivery" option to ensure full automation and eliminate the need for manual intervention in file delivery.

7. Configure Client Portal Access for Classic Projects: Since XTRF does not provide an API to download files from Classic projects, the Customer Portal API must be utilized. To set this up:

  • Ensure portal access is enabled for the client.

  • In the client's profile, under the "Contact Persons" tab, edit each contact and enable the "Client Portal Access Allowed" option.

8. Manage Shared Email Addresses Across Multiple Companies: If an email address is associated with more than one company:

  • Link the corresponding client offices.

  • In the contact person's profile, change the association to the specific client and save the changes. This ensures that BeLazy can access and download deliverable files from Classic projects.


Tip: For more information regarding classic projects and client portal access, you can refer to this article.


Checklist:

  • Verify that the Home Portal API is enabled.

  • Confirm the ability to add macros.

  • Ensure client price profiles have the Default CAT tool set to "Other".

  • Create services for each desired process template or workflow, establishing BeLazy-specific services if necessary.

  • Verify that Smart process templates are named according to their steps (e.g., "Translation => Editing").

  • Ensure job types, calculation units, workflows, process templates, and services are active and correctly referenced.

  • For Smart projects, activate automatic creation of receivables and payables for BeLazy services.

  • For Smart projects, enable automatic file delivery.

  • For Classic projects, confirm that clients have access to the client portal.

  • For Classic projects, if a contact person's email is associated with more than one company, ensure offices are linked.