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License Agreement

This article presents the features available in the Ultimate plan of XTRF Translation Management System. Please keep in mind that your access to the described options might be limited due to your license agreement. If you would like to change your plan of XTRF Translation Management System and gain access to the additional features, contact your XTRF Customer Success Manager.

Target audience: Administrators

The Customer Portal is designed to improve how you and your client conduct business together by reducing the overall amount of necessary communication.

From the Customer Portal your client can do as follows:

  • Update the personal data
  • Request quotes
  • View the statuses of the quotes
  • Check the statuses of the projects
  • Manage project files.

All actions available for your client to be performed in the Customer Portal are customizable, and as such, you ultimately decide which user's rights in the Customer Portal are the most suitable for a given client.

There are few areas of configuration that influence the Customer Portal. The following document will shows you how to enable, configure and customize your Customer Portal in the XTRF Platform.

I. Customer Portal in the Home Portal Configuration

To enable and configure your Customer Portal, perform the following steps:

 Sign in to the Home Portal of XTRF Platform.
 Click the icon.
 In the accordion menu click the Partner Management and then select the Customer Portal.
 Click the Edit button at the bottom of the page.
 

Select the Enabled checkbox.

If the checkbox is not selected the Customer Portal remains disabled and your clients are unable to use it.

  Make sure that the URL in the Customer Portal URL field, is correct. It should be similar to your Home Portal URL with "customers" at the end. For example, http://yourcompany.xtrf.eu/customers/.
 

 In the Available Services select the services which your client are going to select in the Customer Portal:

  • Select the All Active Services Available checkbox to allow your clients to use all active services.
  • Deselect the All Active Services Available and double-click on a service in the Available Items list in order to add it to the Selected Items list. The services in the Selected Items list will be available for your clients in your Customer Portal.
 

In the Available Specializations select the specializations which your clients are going to select in the Customer Portal:

  • Select the All Active Specializations Available checkbox to allow your clients to use all active specializations.
  • Deselect the All Active Specializations Available and double-click on a specialization in the Available Items list in order to add it to the Selected Items list. The specializations in the Selected Items list will be available for your clients in your Customer Portal.
 

In the Available Languages select the languages which your clients are going to select in the Customer Portal:

  • Select the All Active Languages Available checkbox to allow your clients to use all active languages.
  • Deselect the All Active Languages Available and double-click on a language in the Available Items list in order to add it to the Selected Items list. The languages in the Selected Items list will be available for your clients in your Customer Portal.
  In the Your Company's E-mail Address field provide the e-mail address where you will receive all inquiries made from the Customer Portal login page.
 (Optional) Select the Show Information about Net Prices checkbox if you want the information that presented prices do not include tax, to be visible for your clients in the Customer Portal.
 (Optional) Select the Show Resources checkbox if you want the resource files such as Translation Memories or Term Bases to be visible for your clients in the Customer Portal.
 

Select the Show Approximate Statistics checkbox if you want the source file statistics to be available for your clients in the Customer Portal.

If you leave this checkbox not selected one of the steps of the requesting a quote/launching a project proces in the Customer Portal; the File Statistics step,  will be not available for your clients.

 (Optional) Select the Show Log Files checkbox if you want the CAT analysis files to be visible for your clients in the Customer Portal.
 

(Optional)  Select the Enable Disclaimer checkbox if you want the disclaimer to be displayed on your Customer Portal login page. The default text is provided.

The Disclaimer on Login Page is the text that currently can be displayed on your Customer Portal  login page. The text states the rights and obligations for your clients regarding the usage of your Customer Portal and can be customized.

 

Select the Customer Portal Access Allowed checkbox if you want to allow your newly added clients to have access to your Customer Portal starting when you have added them to your database..

 

Select the Display Landing Card checkbox to enable the landing card in your Customer Portal.

The Landing Card is a message displayed on the Dashboard in your Customer Portal. Please mind that the message is visible for all your clients.

 

In the Title field provide the title for the landing card in the Customer Portal.

The title of the landing card is obligatory if you want it to be displayed in your Customer Portal.

 

In the Content field provide the text that is to be displayed in your Customer Portal.

The content of the landing card is obligatory if you want it to be displayed in your Customer Portal.

 

Click the Save button. You have configured your Customer Portal.

 

 

II. Configure the Partners Groups and Rights

Partner groups are used to determine what rights a client has in the Customer Portal. When you create or modify a partner group, you decide whether to allow access to the Customer Portal to partners assigned to this group and which areas of the Customer Portal they are allowed to access. Then you may manage the access rights for a particular clients by assigning  them to the desired partner group.

To configure a partner group rights, perform the following steps:

 In the accordion menu click the Partner Management and then select the Client Groups and Rights.
 On the list of all groups select the group you want to configure and click the icon. The partner group Clients with status: Active is used for this example. You are redirected to the Customers with status: Active - User Group display.
 Select the Access Allowed checkbox. Clients in this user group will be given access to the Customer Portal.
 

In the permission matrix assign the access rights for the user group. Select the checkboxes in domains relevant for your clients to assign appropriate rights:

  • Browse - allows data filtering.
  • Display - simply displays data but searching options are unavailable.
  • Create - enables to create new items in the system.
  • Edit - allows users to make modifications.
  • Delete - allow to remove items.
  • Export - enables to export data, for example downloading CSV files.
  • Customize - allow to customize the views.
  • Click the All button to select all checkboxes in a column.
  • Click the None button to deselect all checkboxes in a column.
 

 Click the Save button. You have configured the rights for a partner group.

 

 

III. Configure the Customer Portal in the Client's Profile

Not all clients may be interested in all services which your company provides. Therefore, to make the quote request process easier for a client, you can configure your Customer Portal settings to match the requirements for a given client.

To do so, perform the following steps:

 Go to the Clients module.
 Select the ClientViewName in the Clients display and click the icon.
 Select the Portal Settings tab.
 

In the Available Services section:

  • Select the Use default settings checkbox to use the defaults.

  • Deselect the Use default settings checkbox and from the Add new service menu select the services that you would like to provide to this client. The services are displayed with their default workflows.

 

(Optional) If you would like to change the default workflow of a service for a given client,deselect the Use default settings checkbox in the Available Workflows column. Now you can select from the drop-down menu which workflow will be preformed within this service for this client. You can make such matching for each service you have added for this client.

To remove a service from the client's list, click the Remove button.

 

In the Available Specializations section:

  • Select the Use default settings checkbox to use the defaults.
  • Deselect the Use default settings checkbox and double-click on a specialization in the Available Items list in order to add it to the Selected Items list.
 

In the Available Languages section:

  • Select the Use default settings checkbox to use the defaults.
  • Deselect the Use default settings checkbox and double-click on a language in the Available Items list in order to add it to the Selected Items list. For example, English (United Kingdom) [EN-GB] , French (France) [FR-FR], German (Germany) [DE-DE], Russian (Russia) [RU] and Spanish (Spain) [ES-ES] are selected.
 

In the Available Price Profiles section:

  • Select the Let client choose price profile checkbox to allow this client to decide on the price profile.
  • Deselect the Let client choose price profile checkbox and select the price profile for this client from the drop-down menu .
 

In the Show Information about Net Prices section:

  • Select the Use default settings checkbox to use the defaults.
  • Deselect the Use default settings checkbox and use the radio button to determine if the net price information should be visible in your Customer Portal.
 

In the Show Resources section:

  • Select the Use default settings checkbox to use the defaults.
  • Deselect the Use default settings checkbox and use the radio button to determine if the resource files should be visible in your Customer Portal.

Resource files are the translation memory and term base files used for work with the CAT tools.

 

Click the Enable Client Review button to allow your client to review the target files before the final delivery in the translation process.

The Client Review job may be a part of some of the translation workflows in XTRF Platform.

 

Click the Save button. You have adjusted the Customer Portal settings for a given client.

 

 

IV. Share Reports in Your Customer Portal

You can provide visual reports to a client  illustrating a given aspect of their business activities with your company. The chart and its data can be adjusted to the needs of your client. Because the Customer Portal is linked directly with your Home Portal, any updates made to a client's report in your system are also applied automatically to the reports in the Customer Portal. Thus, by simply visiting the Customer Portal, a client can view his latest reports without having to ask your company to manually send or revise them in the Customer Portal.

To share a business report in your Customer Portal, perform the following steps:

 Go to the Reports module and then to the Business Reports display.
 From the list of all available reports select that one you would like to share with your clients in your Customer Portal. For this example, the report How much I quoted this month is selected.
 Click the Edit button.
 Select the Report Definition tab.
 

Make sure that the Logged-in User checkbox in the Filtering Settings section is selected.

 Select the Execution Permission tab and then select the Client Permission sub-tab.
 Select the This report can be viewed by clients checkbox. The Shared with field appears.
 In the Shared With multi-selection field add the partner groups you want to share the report with. Double-click on a partner group in the Available Items list in order to add it to the Selected Items list.
 

Click the Save button. You have shared a report in your Customer Portal.