Configure the access rights of client contact persons in the 'Offices' structure
The ‘offices’ functionality enables you to assign a contact person to multiple linked client profiles. This option can be useful in the following cases:
Your client’s company has several departments with different localization needs, but a single localization team oversees all projects and quotes.
Your client’s company has strict rules about who can view and edit quotes, projects, and invoices.
The same cases apply for enterprises that use offices to reflect their internal structure.
Assign a contact person to multiple offices
To assign a contact person to multiple offices, perform the following steps:
In the Clients module, select the Contacts tab.
In the Contacts display, locate the required contact person, then click the icon.
Select the Main Data tab.
In the Client section, click the Change button to assign this contact person to another or multiple offices. The Select Client Office popup window appears.
The Change button is only available when the contact person’s client profile belongs to the ‘Offices’ structure. For details, see Create the 'Offices' structure.
In the Select Client Office popup, select the offices to which this contact person must be assigned.
Use the Default radio button to set the default office for this contact person. The Default setting determines which office’s configuration is applied when this contact person logs into the Client Portal. For details about Client Portal configuration, see https://help.xtm.cloud/xtrf/home-portal/modules/en/portal-settings-tab.html.
Client Portal 2.0 users can select the correct office before requesting a new quote or project directly in the Client Portal 2.0. The Default setting only defines the default value for the Select the Office dropdown (for details, see https://help.xtm.cloud/xtrf/client-portal-2-0/en/request-a-project.html).
Click the Apply button. The Select Client Office popup window closes. All selected offices are now listed in the Client section, and the default office is bolded.
Click the Save button at the bottom of the screen.
Configure the contact person’s access rights
Assigning the client contact person to multiple offices does not grant them access to projects and quotes from other offices automatically. To specify which quotes and projects can be managed by this contact person, perform the following steps:
In the contact person’s profile, select the Account Data tab.
Select the Client Portal Access Allowed checkbox.
From the Manage dropdown menu, select the access rights for this contact person. Select one of the following options:
Only related quotes/projects – only grants access to quotes and projects for the default office in which this person is selected as the contact person.
Department – grants access to the data from the contact person’s department.
The client contact person’s department is specified in the Main Data tab in the contact person profile. For details, see https://help.xtm.cloud/xtrf/home-portal/modules/en/main-data-tab--client-contact-persons-.html.Default office – grants access to the data from the contact person’s default office.
All selected offices – grants this contact person access to data from all selected offices.
The scope of the data shared with this contact person is specified in the access rights table (see Step 5 below).
In the Manage section, use the radio button to select which quote-related action this contact person can perform: only see quotes or accept and reject quotes.
In the access rights table below, use the checkboxes to specify which entities and actions will be available in the Client Portal or Client Portal 2.0 for this contact person.
Click the Save button at the bottom of the screen.
Now, this contact person will have access to the data, entities, and actions from the linked offices, as configured.