Client profile
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.
Don’t 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. To add a contact person, perform the following steps:
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.
Click the button in the Contact Persons tab. An Add Contact Person pop-up window appears.
Provide the contact person details and click the Add button.
You have added a contact person to your client profile.
You can also 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 Clients module - 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 Templates - Numbering Schemes article.
Name and Legal Name you provided during the profile creation.
(Optional) Industries your client is working in.
Note: 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, as on the Add a client page.
(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 fill in automatically as you work with this client profile. If you choose to enter the data manually, provide:
in the First Contact Date field, the date when you started correspondence with this client
in the Client First Quote Date, the date of this client’s initial quote
in the Client Last Quote Date, the date of this client’s most recent quote
in the Client First Project Date, the date of this client’s initial project
in the Client Last Project Date, the date of this client’s most recent project.
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:
Choose the reference date that will determine invoice dates.
Check the end of month box to create invoices at the end of the same month as the reference date.
Select the number of the month and/or dates you want to add to the reference date. For example, if you want to send the invoices two and a half months after the task deadline, select 2 in +”m” month and 15 in +”n” days columns.
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 Clients and Vendors - Client settings - Payment terms article.
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. To add custom payment terms for empty invoices, follow the steps provided in section 5. b. above.
Payment Methods
In the Payment Methods subtab, you can set how the client will be paying you:
Click the Add button. The Add Payment Method pop-up window appears.
In the Main Data tab, provide the main information about the payment:
From the Payment Type drop-down list, select how the payment will be made. To learn how to add a new payment type, see the System Values: Advanced - Payment Types article.
Provide a unique name for this payment method.
Select the Active checkbox to make the method available in the drop-down list.
Select the Preferred Item checkbox to place this method at the top of the list.
Select the Default checkbox so this method is selected by default.
Provide the Account Owner Name.
Provide the client billing address details. They will be set automatically if you have provided them in the Billing Address subtab.
The content of other tabs will depend on the selected payment type. For a Wire Transfer, you need to provide bank account(s) details; for PayPal - the owner’s email, etc.
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 Templates - Numbering Schemes article.
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.
Note: The sms sending function is deprecated.To add a new template, click the Add button. You will be directed to the Add E-mail/Text Message Template page.
Note: The template’s type and localization can’t be changed on this level.
To learn how to add or edit custom notification templates, see the Templates - Notifications article.Select a theme for your e-mail.
Check the Active Template box, so this template is visible on the Home Portal.
Check the Default box to make this template a default one for this client.
Give the template a concise name.
In the E-mail tab, make the necessary changes in the e-mail body and Sender, Recipient, CC, and Subject fields.
Save the changes.
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.
Note: 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 System Values: Basic - Payment Methods article.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.
Click the Select button to set a parent office for this client.
Click the Select Client button to add a subordinate office.
CAT Tools subtab
In this tab, you can select the CAT tools that are used or preferred by this client.
Double-click on the CAT tool in the Available Items list or select a tool and click the Add button. The selected CAT tools will appear in the Selected Items list.
Use the Add all button to transfer all the tools to the Selected Items list at once.
Use the Remove and Remove all buttons to delete items from the Selected Items list.
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. To change the username, go to the Identification Data tab and change the ID (see the Client's Profile - Main data tab - Identification data subtab section of this article).
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 knowledgebase.
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 subtab gives (Active) or denies (Potential, Inactive) your client 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, perform the following steps:
Uncheck the Assign to Status box.
From the Assign to Group drop-down list, select the status you want to give to this client: potential, inactive, or active.
To learn how to set up group rights for clients, 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. The User Preferences pop-up window appears.
With the radio button, switch between the System Values and User-defined Values columns to select whether this client will use system or user-defined formatting.
After switching to the User-defined Values column, you will be able to provide new formats according to this user’s preferences.
In the Format Previews column, you can check how the data will be presented to this user.
Click the advanced link to open time zone-related settings. Click the basic link to collapse them.
Click the Save button.
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 on 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 you haven’t created any price profiles for this client yet, you’ll be directed to the Price Profile card.
Create a new price profile
Click the Add price profile button. A Price Profile - Add pop-up window appears.
Provide the Name of the new profile.
Select a Currency for this profile. To learn more about currencies in the XTRF, see the System Values: Advanced - Currencies article.
Note: You won’t be able to change the currency later.(Optional) In the Minimum Charge field, set the lowest cost of your services for this client. If the client requests a service that costs less than your minimal charge, the system will automatically put the minimum charge provided in this field into the Total Agreed field in the project’s Receivables.
Note: Minimum charges of the price profile will be overwritten by the minimum charges set for the specific language combinations (see the Add language combinations section below).(Optional) In the Price List drop-down list, you can select an available price list to set the rates for this price profile. To learn how to add a price list, see the Price Lists section.
(Optional) In the Duplicate from drop-down list, you can select another price profile you already have in your system to copy the rates from there.
(Optional) Select a Default Contact Person from the drop-down list of this client’s contact persons. This person will receive all related messages whenever this price profile is selected in a task.
(Optional) If you want to add a surcharge or discount to this price profile, click the Edit button in the Discount / Surcharge section. The Discounts/Surcharges pop-up window appears:
With the Application mode radio buttons, select the way the discount/surcharge will be applied:
First sum up then apply - the values of all discounts/surcharges are first summed up and then applied once.
Apply one by one - each value of the discount/surcharge is applied separately.
Manual - you manually provide the value of the discount/surcharge.
In the Edit section, select the available discounts and surcharges from the Add... drop-down list. To learn how to add discounts and surcharges to the system, see the System Values: Basic - Discounts & Surcharges article.
Click the Save button.
(Optional) In the Default section, click the Set as Default button to make this price profile a default one for this client.
(Optional) In the Description field, you can provide additional information about this price profile. It will appear in the price profiles table in the Rates tab.
Click the Apply button.
Click the Save button at the bottom of the page.
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.
Note: The 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.
Note: 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 Add price profile or Edit price profile buttons. A Price profile - Add / Edit pop-up window will appear.
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 this price profile, edit or delete the existing ones.
Add language combinations
Click the Add button in the Language Combinations section.
The Client Language Combination - Add pop-up window appears.
In the Mode section:
Use the radio buttons to decide on the type of language combination you want to add.
One to many - select this option if you want to add new language combinations where one source language is translated to many target languages.
Many to one - select this option if you want to add new language combinations where many source languages are translated into one target language.
(Optional) Select the Add also the Reverse Language Combination(s) checkbox if you want to automatically create the reverse language combinations for the chosen language pairs. If you create the “language A to the language B” combination, the “language B to the language A” combination is created automatically.
For One to many:
Select the source language from the Source Language drop-down list.
In the Target Languages section:
Select the Any Target Language checkbox to create a language combination with all active languages in your Home Portal.
Leave the checkbox unselected and double-click on a language(s) in the Available Items list or select a language and click the Add button to add it to the Selected Items list.
For Many to one:
In the Source Language section:
Select the Any Source Language checkbox to create a language combination with all active languages in your Home Portal.
Leave the checkbox unselected and double-click on a language(s) in the Available Items list or select a language and click the Add button to add it to the Selected Items list.
Select the target language from the Target Language drop-down menu.
In the Minimum Charge section, provide the lowest sum you will charge this client for this particular language combination.
Click the Apply button.
Click the Save button at the bottom of the page.
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.
Add rates
Click the Add button.
The Client Rate - Add pop-up window appears.
In the Language Combination section, select the combination(s) to which this rate will be applied. Double-click on the combination in the Available Items list or select a combination and click the Add button to add it to the Selected Items list.
From the Job Type drop-down list, select the job to which this rate will be applied.
(Optional) In the Specializations section, uncheck the Any specialization box if you want this rate only applied for certain specializations. Double-click on the specialization in the Available Items list or select a specialization and click the Add button to add it to the Selected Items list. To learn more about specializations, see the System Values: Advanced - Specializations article.
From the Calculation Unit drop-down list, select the unit(s) to which you want to apply this rate. You can select multiple units; however, the rate will be the same for all of them.
In the Rate field, provide the desired rate.
If you have selected fixed TM rates in this price profile (see step 3 in the Price profile section above), click the Show TM Rates link. In the Rates section, a CAT grid will appear.Select the desired CAT Tool from the drop-down list.
Provide the fixed rates that will be applied for different segment types.
To learn more about the CAT tools, see the CAT tools articles.
To hide the CAT grid, click the Hide TM Rates link.
(Optional) In the Minimum Charge field, provide the lowest charge you accept for this specific job and language combination rate.
(Optional) In the Notes field, leave additional information about this rate.
Click the Apply button.
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.
Rates Multiple Change
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. To learn how to create new CRM activities, see the CRM - Communication and Planning article.
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.
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.
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.).
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:
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.
Note: In the Workflow Resources View Editor there is no possibility of editing filters.Add a new Workflow Resource:
Click the Add button on top of the table. The Workflow Resource pop-up window appears.
From the System drop-down list, select the desired CAT tool.
From the Resource Type drop-down list, select the appropriate resource type.
In the Name field, give the new resource a concise name.
(Optional) In the Description field, provide a short description.
In the Files section, click the Manage Files button to select the resource file. The Add Resources from File(s) pop-up window appears.
You can select files from the XTRF system in the tree menu on the left or click the Upload File button to upload them from your local machine.
After selecting the desired resource file, click the Add Selected button to add it to the workflow resource.
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 Add Resources from File(s) window.
Check the Default box if you want to make this resource the default one.
Select the Source and Target Language from the drop-down lists.
(Optional) Select the Specializations from the Add… drop-down menu.
Save the changes.
Click the Import button to add the resource files from XTRF or your local machine.
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.
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.
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, 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. Double-click on a specialization in the Available Items list or select a specialization and click the Add button to add it to the Selected Items list.
In the Available Language section, you can limit the languages available to this client. Double-click on a language in the Available Items list or select a language and click the Add button to add it to the Selected Items list.
In the Available Price Profiles section, you can set up the price profile for this client by choosing one from the drop-down list.
Note: 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
(For Classic projects only) In the Review section, you can allow this client to leave a review in the project’s workflow. It's only possible when the client has a vendor account, so you need to create one.
Click the Enable Client Review button.
In the Linked Vendor’s Name - Edit pop-up window, you can change the vendor’s name generated automatically for this client.
Click the Apply button.
The Review section changes. Now you can see that this client has a linked vendor with an active status. You can change the name and disable the possibility of leaving a review by clicking the Change or Disable Client Review buttons.