Limit user access to client data

Owned by Oksana Vishchuk
Last updated: Jul 27, 2023
3 min read

Overview

On the XTRF Platform, you can limit access to specific clients' data for selected people. In other words, you can make the client's data visible only to the people who are working on projects and quotes. This is particularly important if the client's data is confidential and can be only shared with people who are working on translation projects. This functionality can be turned on in the XTRF Platform configuration and then can be enabled for particular client entities.

If this functionality is enabled for a specific client, the limited access is propagated to the following entities:

  • Client contact person

  • Quote

  • Project

  • Project template

  • Task in a project

  • Job in a project

  • Feedback

  • Client invoice

  • Receivables

  • Client payment

In the Home Portal, you can configure which client's data might be restricted to the people who are assigned to the following roles:

  • You, as the administrator of the Home Portal

  • Project manager

  • Sales person

  • Account manager

  • Project coordinator

  • Additional responsible person(s).

 

Any Home Portal user can be assigned as an additional responsible person.

 

After selecting the responsible people, other users will be regarded as unauthorized users; therefore, they will not be allowed to:

  • Access the aforementioned entities using any links

  • Search for the entities on the Home Portal

  • See the entities in prompts in filter fields in the Home Portal

  • Find the entities with the quick search function

  • See prompts in any fields where prompts are available, for example, for the client's name while creating a project or quote

 

This guide explains how to enable the access-limiting functionality on the Home Portal and how to set it up for selected client-related entities.

I. Limit access to client data

  1. Sign in to the XTRF Home Portal.

  2. Go to the Configuration menu > User Management > Access to Client Data.

  3. Click the Edit button.

  4. In the Clients field, provide the name of the client whose data you want to be restricted. The system suggests clients as you start typing.

  5. Click the Add button. The client is added to the list.

     

  6. Click the Save button.

You have added a client to the list of clients with restricted data. From now on, only the persons selected in the client's configuration have access to the selected client's data. To remove a client from this list and make their data accessible to all Home Portal users again, click the icon.

II. Select persons with access to client data

If you wish to restrict access to client data, you need to specify which Home Portal users will be responsible for the client and therefore be permitted to access their data.

  1. Go to the Clients module.

  2. Locate the client in question in the list of clients using the filters on the top.

  3. Open the selected client profile.

  4. Go to the Main Data tab > Sales Data subtab,

  5. Click the Edit button.

  6. Select the responsible Home Portal users from the drop-down lists:

    • Sales Person Responsible

    • (Optional) Account Manager Responsible

    • Project Manager Responsible

    • (Optional) Project Coordinator Responsible

    • (Optional) Additional Persons Responsible

       

  7. Click the Save button.

If some of the responsible persons-related fields are missing in the Sales Data subtab, you may activate them in the Configuration menu > General Configuration > Hidden Fields. To learn how to do that, see the General Configuration - Hidden Fields article.

The Home Portal administrator always has access to every client's data.