Manage client offices
Introduction
The ‘Offices’ functionality is designed to reflect the structure of complex client organizations in the Home Portal. It enables you to manage a client’s departments or branches independently while recognizing that they are part of one company.
This approach can be especially useful for clients with multiple offices or subsidiary companies in different locations or with different localization needs. The 'offices' structure enables you to do the following:
Assign different payment terms and methods to branches or businesses operating in different countries or under different tax regulations.
Create a pool of selected vendors for each subdivision.
Configure specific CAT tool resources or settings separately for each department.
Assign one or more contact persons to multiple offices so they have access to quotes, projects, and invoices requested by other departments.
Manage client contact persons' access to specific actions or entities on the Client Portal and Client Portal 2.0.
Set up office-specific request forms for quotes and projects in Client Portal 2.0 (for details, see Customize the ‘Request quote’ and ‘Request project’ forms).
Enterprises can also use XTRF's offices functionality to reflect their internal structure and assign specific resources to different departments or branches. This provides a way to control access rights to projects, quotes, and invoices created by specific departments via the contact person's Account Data settings.
Business use case:
An organization has multiple offices located all over the world that have different localization needs: currencies, source and target languages, terminology bases, preferred vendors, etc. There is also an internal localization team that oversees and manages projects for all offices.
This organization uses XTRF Home Portal for localization project management. The localization team members have user accounts in the XTRF Home Portal. A separate client profile that specifies all necessary details is created for each office. These client profiles are linked in the 'Offices' structure. Also, for each office, persons who request localization tasks are assigned as contact persons.
Offices request localization projects via the Client Portal 2.0, using tailored request forms.
To maintain confidentiality, contact persons can only access projects requested by their own office.
The localization team manages the translations in the Home Portal with minimal effort.
How to use the Home Portal offices
To start using the 'Offices' functionality, perform the following steps:
Create a separate client profile for each department or branch you want to add to the organizational structure. For details, see Create a new client profile.
Configure all the necessary settings in the client profiles. For details, see https://help.xtm.cloud/xtrf/home-portal/modules/en/client-profile.html.
Link your client offices in a parent/child structure. For details, see Create the 'Offices' structure.
Configure specific access rights for client contact persons. For details, see Configure the access rights of client contact persons in the 'Offices' structure.