What are the client and vendor statuses used for?

Owned by Oksana Vishchuk
Last updated: Dec 14, 2023
3 min read

Both clients and vendors can be assigned different statuses on the Home Portal. Those statuses not only help you manage your partners by categorizing them but also affect their access to the XTRF Platform (clients) or the way they are presented for PMs (vendors).

Client statuses

Clients can be assigned the following statuses:

  • Active - clients are selectable on the Home Portal and have access to the Client Portal.

  • Inactive - clients are not selectable on the Home Portal and have no access to the Client Portal.

  • Potential - clients are selectable on the Home Portal but have no access to the Client Portal.

By default, new clients are assigned the Potential status. After the first quote or project is created for the potential client, their status automatically changes to Active.

Change the client's status:

  1. Go to the Client profile > Main Data tab > Identification Data subtab.

  2. Click the Edit button.

  3. Select the desired Status from the drop-down.

     

  4. Click the Save button.

You can allow or forbid clients to access the Client Portal regardless of their statuses. To do so:

  1. Go to the Client profile > Main Data tab > System Accounts subtab.

  2. Click the Edit button.

  3. In the Access Rights section:

    1. Uncheck the Assign to Status box.

    2. From the Assign to Group drop-down, select the group with the desired rights set.

       

  4. Click the Save button.

The client's status will remain unchanged, but they will have the rights assigned to the selected group, e.g., the potential client will receive access to the Client Portal.

You can create other groups with different access rights on the Client Portal. To learn more about client groups, see the Portals - Client Groups and Rights article.

Vendor statuses

Vendors can be assigned the following statuses:

  • Active

  • Inactive

  • Waiting for Approval

  • Rejected

  • Too Expensive

  • Incomplete Data

  • Potential

  • Not Confirmed.

All the statuses except Active are used only for information purposes and, therefore, can be defined and assigned according to your internal needs.

Active vendors are selectable on the Home Portal. Vendors with any other status are not selectable in the default Select Vendor pop-up unless you change the Status is filter settings.

Change the vendor's status:

  1. Go to the Vendor profile > Main Data tab > Identification Data subtab.

  2. Click the Edit button.

  3. Select the desired Status from the drop-down.

     

  4. Click the Save button.

Contact person's status

Both the client's and vendor's contact persons get the same status as the related client or vendor. However, contact persons can be defined as Active or Inactive, which affects their access to the Client or Vendor Portal. All contact persons are defined as Active by default, regardless of the assigned status.

To change the contact person's status to Inactive, go to the Contact person's profile > Main Data tab, uncheck the Active box, and click the Save button.

An inactive contact person won't be able to sign in to the Client or Vendor Portal.