Client profile
- Oksana Vishchuk
- Damian Rozmiarkowski
Introduction
To enter the client’s profile, click on its row in the Clients tab. Alternatively, you can enter the client’s name into the search field in the top menu bar.
Here you can provide and check the detailed information about your client. To make changes to the client’s profile, click the Edit button at the bottom of the page.
Also, from anywhere in the client’s profile, you can create a quote or a project for this client or erase their data from the system. To do so, click the correspondent button at the bottom of the page.
At the top of the client’s profile, you can see the card with the basic information about this client.
Use the shortcuts in the Show panel on the right to see the opportunities, quotes, projects, tasks, and invoices associated with this client.
IMPORTANT!
Do not forget to save the changes to the client’s profile by clicking the Save button at the bottom of the page.
Contact Persons tab
In this tab, you can check the details of this client’s contact persons or add a new one.
If the Individual box was checked while adding a client’s profile, the contact person is created automatically based on the data provided on the Add Client page.
To add a contact person, click the button and provide the contact person details.
To import contact person data. hover over the button to activate the Import button.
To edit the contact person’s details, hover over their card and click the Show Profile button that appears in the card’s bottom right-hand corner.
You will be directed to this contact person profile in the Contacts tab (see the Client contact person profile article).
Main data tab
Identification data subtab
In this tab, you can provide or check the basic information used to organize clients in the database:
The unique ID number used to identify your client. It is provided automatically, but you can also enter a custom number. To find out how to modify the ID numbering scheme, see the Add a numbering scheme guide.
Name and Legal Name you provided during the profile creation.
(Optional) Industries your client is working in.
To add new industries to the list, go to the Configuration menu > System Values: Basic > Industries.(Optional) Branch - your company's department, affiliate, subsidiary, or regional office that works with this client. To find out more about branches in the Home Portal, see the General configuration - Branches article.
(Optional) Tax numbers of your client. Those fields may be different depending on the client’s country of registration.
Status of the client. The current status may be Active, Inactive, or Potential.
The Individual checkbox shows if the client is an individual or a company. You can change this setting; however, a contact person won’t be created automatically.
(Optional) In the Contract Number field, provide the number of the contract signed with this client.
(Optional) From the Category drop-down list, select a specific category you want to assign this client to. To find out more about categories, see the System Values: Advanced - Categories article.
(Optional) Provide additional Notes about this client.
Sales Data subtab
In this tab, you can keep track of dates of quotes and projects the client has submitted, potential revenue, and people responsible for this client.
The first five fields can be filled manually, or they will be filled in automatically as you work with this client profile.
In the Dates Updates On, you can check when the last update took place and click the Update button to refresh this field.
In the Budget Code(s) field, you can set up budget codes for this client. Budget codes are provided by clients and used to help them keep track of their budget accounts. If you want to require entering those codes, select Obligatory when adding Quote/Project checkbox.
In the Potential Annual Revenue and Potential Annual Revenue Last Updated fields, you can set up the expected gross income per year for this client and keep track of its updates.
In the Sales Person Responsible, Project Manager Responsible, and Additional Person Responsible fields, you can provide the names of those who work with this client in your company. Click the Add all button to add all users of your Home Portal as additional responsible persons at once.
In the Sales Notes, you can provide sale-specific notes about this client.
From the Lead Source drop-down list, you can choose the source where this client found the information about your services.
Social Media subtab
In this tab, you can list additional communication canals for the client.
Click the Add Social Medium button to add a client’s account on Facebook, LinkedIn, Skype, etc.
If you add several accounts, you can set the preferred one with the Preferred radio button.
Add a client’s photo by clicking on the Upload image file button.
Billing Address subtab
In this tab, you can provide the main contact information for the client.
Provide the billing address details.
Check the CC in E-mails to Contact Person box to make sure the copies of all e-mails to the contact person are sent to the main e-mail address.
Select the Disallow CRM E-mails checkbox if the client does not want to receive CRM e-mails.
Provide additional e-mails.
Check the Use for CC 2/3 boxes if you want to send copies of the XTRF-generated e-mails to those additional e-mails.
Provide the address of the client’s website(s).
In the Account on Client’s Server field, provide the client's FTP address, server's domain name, login name, and password.
To learn more about address settings, see the System Values: Basic - Countries and System Values: Basic - States & Provinces articles.
Mailing address subtab
In this tab, you can provide the client’s mailing address details. By default, the mailing address is the same as the billing address. To provide a different address, uncheck the Use Billing Address box and fill in the address fields.
Invoicing subtab
This tab contains two subtabs: Payment Terms and Payment Methods.
Payment Terms
In the Payment Terms subtab, you can:
Set the Accounting Contact Person and Additional Accounting Contacts. Click the Add button to add accounting contact persons for this client.
Provide the tax rate that will be applied to the customer’s charges. To learn more about setting tax rates, see the System Values: Basic - Tax rates article.
Label a client as a permanent non-payer. When you check the Warn PM that Client is Permanent Non-payer box, there will be a warning saying ‘Be careful! We have had issues with “client name” with respect to financial matters’ every time a new project is created for this client.
In the Invoice Dates section of this tab, you can:
Set the estimated time for a wire transfer from this client.
Check or uncheck the Use System Terms box to decide whether you will use system terms or set up custom ones for this client’s payments. If you decide not to use system terms, the fields below become active.
Set the invoicing dates.
Test the calculation dates you’ve set. In the Task Deadline, Example field, provide any date and click the Show Expected Invoicing Dates button. A pop-up window with dates calculated for a given deadline appears so you can check if those calculations are as expected.
In the Payment Terms section of this tab, you can:
Select the Default Payment Terms from the drop-down list.
Create custom payment terms for this client by clicking the Add button. To learn how to create payment terms, see the Configure payment settings for vendors and clients | Define payment terms for vendors and clients guide.
Check the details of the selected payment terms.
Select the Default Payment Terms for Empty Invoice for invoices unrelated to projects, for example, those with installment payments.
Payment Methods
In the Payment Methods subtab, you can set how the client will be paying you. For details, see the Configure payment settings for vendors and clients | Define payment methods for clients guide.
Templates subtab
In this tab, you can:
In the Invoice Numbering section, decide how to number your invoices and credit notes. Select the appropriate scheme from the Invoice Numbering Scheme and Credit Note Numbering Scheme drop-down lists. To learn how to add or edit a custom scheme, see the Add a numbering scheme guide.
In the Document Templates section, select the templates you want to use for documents sent to this client. To do so, select the desired template from the drop-down list next to the document types. To learn how to add or edit custom document templates, see the Templates | Document templates article.
In the E-mail Templates section, select the message that will be sent to the client along with the deliverables from a completed task.
To add a new template, click the Add button. For details, see the Create a custom e-mail notification template.
The template’s type and localization can’t be changed on this level.
From the Preferred Language for E-mails drop-down list, select the language of the e-mails. If the language you choose here differs from the language of the templates you have chosen in the Document Templates section of this tab, you’ll see warnings next to those templates.
In the Miscellaneous section, you can:
Select the default method(s) for receiving payments from this client. You can select several methods that will be the default ones for different currencies. For example, you may have a separate bank account in EUR and another one in GBP. If the invoice for this client is in EUR, the system will automatically select the EUR account as a payment method while adding a new payment from this client. If the invoice is in British pounds, the system will select the GBP account.
In the Default Payment Method, you will see only the methods you have configured in the Configuration Menu > System Values: Basic > Payment Methods.
To learn how to set new payment methods, see the Configure payment settings for vendors and clients | Define payment methods for clients guide.
Leave a note that will appear in the client’s invoice. Click the button to open an Invoice Note text pop-up window.
Offices subtab
In this tab, you can set the hierarchic structure for clients with several offices. For details, see the Manage client's offices guide.
CAT Tools subtab
In this tab, you can select the CAT tools that are used or preferred by this client. To do so, add those CAT tools to the Selected Items list.
The selections you make in this tab are for reference purposes only.
System accounts
This tab contains information and settings related to the client’s work on the XTRF Platform:
The Username field shows the client’s username in the system, which is the same as the client’s ID.
The username in external system link opens the Partner Aliases pop-up window. Here you can enter the usernames your client uses in XTRF integrations with CAT tools. To learn more about the systems that can be integrated with XTRF, see the CAT tools section of the knowledge base.
IMPORTANT!
Before adding a ‘username in external system’, check the mapping requirements for your CAT tool(s). To learn more about those requirements, see the documentation in the CAT tools section.
In the Access Rights section, you can select whether this client will have different access rights from those defined by their status.
The status you’ve set in the Identification Data sub-tab gives (Active) or denies (Potential, Inactive) your client access to the Client Portal. However, you may want to give access to the Clients Portal to a potential client or block access to an active one. In this case, you may assign a client to the client group with different access rights regardless of their actual status. To do so, uncheck the Assign to Status box and select the desired status from the Assign to Group drop-down.
To learn more about client groups and rights, see the Portals | Client Groups and Rights article.
In the Client Portal Settings section, you can:
Allow the client to access the Client Portal by checking the box in the first line.
Click on the Sign in as this Partner button to enter the Client Portal as your client and check what they see there or have access to.
Check the Last Login Date and Last Failed Login Date. Those fields are filled automatically.
Select the Preferred Language for Interface for this client.
Change the data format for this user. To do so, click the Edit Preferences button in the Format Preferences section and provide the necessary User-defined Values.
Click the Send Welcome E-mail button to send your client a letter with the link to the Client Portal and instructions on signing in.
Click the Send Password Reset E-mail button to send your client a letter with a temporary link for resetting their password on the Client Portal.
Acceptance of Terms subtab
In this tab, you can set or check whether the client has accepted your company’s terms and when they did so.
Click the Accept Terms button to confirm that this client has accepted your company’s terms. The status will change to Accepted (set by PM), and the Acceptance Date will be set to the current date and time.
To change this data, enter the desired date in the Acceptance Date field or select it from the calendar.
Rates tab
In this tab, you can create new or modify existing price profiles for a client. In a price profile, you can set special rates and calculation units that will be applied to a specific activity and language combination.
If this client already has a price profile(s), the Rates tab will display a list of price profiles.
To see the details of a price profile or change them, click on the desired profile. You’ll be directed to the Price Profile card described below.
To add a new price profile, click the Add button on top of the table. For details, see the Manage client's price profiles | I. Add a new price profile guide.
To edit the main settings of the price profile, click the icons.
If you have not created any price profiles for this client yet, you’ll be directed to the Price Profile card.
To add a price profile, click the Add price profile button. For details, see the Manage client's price profiles | I. Add a new price profile guide.
In the Price Profile section, you can:
Switch between the existing price profiles of this client in the Name drop-down list.
Select the Default CAT tool for this price profile.
Select the way the Default TM Rates Type will be presented. They can be calculated in percentage or as a fixed rate.
Fixed TM rates are hard to maintain throughout the system. Every time you change the basic rate, you’ll have to manually reenter the TM rates for each language combination.Check and change the translation memory rates for different CAT Tools in the TM Rates section:
Select the vendors this client prefers to work with in the Preferred Vendors section.
Select the vendors this client doesn’t want to work with in the Excluded Vendors section.
To use the information provided in those two sections, you need to create a custom Select Vendor view with Preferred by Client (Specific Price Profile) and Not excluded by Client (Specific Price Profile) filters. To learn more about adding filters to views, see the Smart Views - Search filters article.Add another price profile or edit the current one by clicking the Add price profile or Edit price profile buttons
Delete the current price profile by clicking the Delete price profile button.
Set the current price profile as a default one by clicking the Set as Default button.
In the Language Combinations section, you can add language combinations to the current price profile, and edit or delete the existing ones. For details, see the Manage client's price profiles | II. Add language combinations to the price profile guide.
In the Rates section, you can provide or edit rates for different language combinations and job types for this price profile. A single language combination can have multiple rates that will be applied to different job types, specializations, or calculation units. For details, see the Manage client's price profiles | III. Add rates to the language combinations guide.
The Rate section’s content will depend on both the price profile and the language combination you’ve selected above.
You can import rates from other sources or export the ones created there. To learn how to do that, see the Data import and export article.
Also, you can edit the default view of the rates or create a new one. To learn how to do that, see the Classic views article.
To edit several rates at once, use the Multiple Change option
CRM tab
In the Customer Relationship Management (CRM) tab, you can create, plan, and review CRM-related actions concerning this client.
To create new activities for the client, click on the buttons on top of the CRM table. From this tab, you can send an e-mail from scratch or from a template, save an e-mail to this client as a template, create a memo, log a call, or plan a task or an event. For details, see the Add a CRM activity guide.
When you are creating new activities in the CRM tab of the client profile, the system automatically provides the contact emails and client associations.
To find a certain activity or narrow down the CRM list, use the filters on the left. Select the desired filter(s) and then click the Search button.
You can edit the default view of the CRM activities or create a new one. To learn how to do that, see the Classic views article.
Messages tab
This tab allows you to keep track of the e-mail communication with this client. XTRF can synchronize your mailbox so all the e-mails you receive from your client’s contact persons will be displayed in the Messages tab.
To learn how to set up user’s mailbox, see the Configure e-mail settings article.
IMPORTANT!
The synchronization works one way: from your e-mail provider to the XTRF mailbox. To make sure your outcoming e-mails are stored in XTRF, you should send them from the XTRF Home Portal.
In this tab, you can:
Use the filters on the left to search for particular e-mails.
Edit the default view or create a new one. To learn about adding and editing views, see the Classic views article.
Create a new e-mail to this client.
In the Messages tab you will see only incoming e-mails. To check the outcoming e-mails sent to this client’s contact persons, go to the CRM tab.
IMPORTANT!
If you block the e-mail address of the Home Portal user who was the recipient of messages from this client, the e-mails addressed to this user will no longer be visible or accessible in XTRF.
Resources tab
In this tab, you can manage additional files that can be used in this client's projects (e.g., TMs, terminologies, reference files, etc.).
Some fields and filters in this tab may vary between different CAT tools. To learn more about CAT tools in XTRF, see the CAT tools article.
Workflow Resource subtab
In this tab, you can browse or upload resource files such as translation memory, terminology, or segmentation rules to be used in this client's workflows. That allows you to select the resource files from the system instead of uploading them manually for each project while setting up the process (workflow).
The vendors' updates to the resource file are implemented in both the XTRF Platform and the selected external system. If there is no translation memory or terminology file for a given language combination before the start of a project, XTRF Platform can create a default resource file based on the actions performed by the vendor (e.g., translations made by the translator and corrections made by the proofreader). This file will be used for later projects with this language combination. If you don’t want those files to be created, uncheck the Add Default Translation Memory if needed and Add Default terminology if needed.
In the Workflow Resources table, you can:
Add a new workflow resource. For details, see the Add a workflow resource guide.
Search through the resources with the filter panel on the left.
Edit the default view or create a new one. To learn how to do that, see the Classic views article.
In the Workflow Resources View Editor there is no possibility of editing filters.
Personal Files subtab
In this tab, you can upload any files related to this client.
Click the Upload File button to add files from your local machine.
Click the Selection button if you want to download, rename, refresh, or delete the selected file.
Click the Folder button to download, upload, rename, refresh, delete a folder, or create a directory.
Click the Customize button to adjust the content of the tab. For details, see the Customize a workflow directory guide.
History tab
In this tab, you can keep track of changes made to this client’s profile. Use the filters on top of the list of actions to find the relevant entries. To learn more about the History feature, see the History feature article.
This is an extra feature. Additional charges may apply. Please contact our Help Desk or your Regional Growth Manager for more information.
Portal Settings tab
In this tab, you can configure some settings of the Client Portal, so your client will see only the services and options you want to offer them. By default, all the Use default settings boxes are checked, so each client has access to the default services, specializations, languages, and price profiles and sees the net prices and resources. However, you may change those settings by unchecking the checkboxes and selecting the desired options:
In the Available Services section, you can select the services and workflows you will offer to this client. First, select a service from the Add new service drop-down list. If you want to change the default workflow for this service, select another one from the drop-down list that appears on the right of the added service(s).
In the Available Specializations section, you can limit the specialization available to this client.
In the Available Language section, you can limit the languages available to this client.
In the Available Price Profiles section, you can set up the price profile for this client by choosing one from the drop-down list.
Only one price profile can be preselected. If you want to offer this client several price profiles, check the Let client choose price profile box.In the Show Information about Net Prices section, use the radio button to decide whether you want this client to see the net prices of your services.
In the Show Resources section, use the radio button to decide whether you want to show the CAT tools resource files on the Client Portal.
Review section
In the Review section, you can allow this client to leave a review in the project’s workflow. For details, see the Involve clients in the localization process guide.
Trusted Vendors tab (available only for Sensitive Clients)
In this tab, you can select which trusted vendors list – general or custom – will be used for this client and add trusted vendors to the custom list.
To learn more about Sensitive Clients and Trusted Vendors, see the Restricted vendor pool article.