Questions?

We made some entries in the system, but we found out that when we send the PO to the Vendor, the project name is not visible.

The only information they receive is the project ID. Is it possible to include the project title as well in the PO in Vendor'portal?

Hi everyone, Happy New Year!

I have a general question about how you usually handle in-house profiles of vendors.

Do you add rates, like you would with external collaborators, or do you leave those fields empty?

My question mainly revolves around what we would call "business expenses" (or would it be "internal expenses"? Not sure).

An example of what I mean: In our company, all of our PMs are also translators and/or reviewers. Which means that at least one task in each project is usually assigned to them. At the moment we do not add "Payables" in relation to those tasks, and in effect we don't have a clear idea of the "costs" these tasks represent for the company. (We used to calculate, roughly, each person's salary in relation to their weekly hours). Now we would like to have a clearer image on what each employee is costing the company, when it comes to those tasks, if that makes any sense.

How do you handle such things? Do you use rates per person, or have a general cost in mind?

Thanks in advance!

We're looking for a consistent way to record feedback for vendors whose quality of work depends on the language pair or service they're providing. For example:

A high-quality translator recently did a poor job providing subtitles.

Our goal is to make sure PMs can easily record this feedback and that others will be able to easily identify the service or language pair associated with it. For example:

PMs should know that this translator can and should work on future translation projects but not on future subtitling projects.

How are others able to simplify this process, organize the feedback and make it accessible and useful?

Hi,

Whe get quite a lot of requests from the client portal and the clients often indicate a completely incorrect specialisation. Currently we can't change it in the home portal.

Is there any way to change it?

We use Google G-Suite for our email and the hosted XTRF. We know that Gmail does not allow using custom From header other than the one you use to log in to the SMTP server. And this is causing us problems.

Is there any way around this? Can individuals use their personal gmail SMTP settings so emails can come from the individual employees rather than a general mailbox?

Hello!

I was wondering if there is any way to use XTRF with a software like Total Commander (for example), for the file management? What I would want is to have, for example on the left pane my files/documents/folders/directories of XTRF in a tree format, and on the right pane my local computer directory for easy transfers to and from. Or can this be done with FTP?

Thanks!

I'm getting complaints about the usability of the vendor portal on mobile phones. It appears to be difficult to check and accept jobs. 

Is this a common problem? Are there plans to make it more user-friendly?

All I found regarding the VP on smartphone was this old topic, but nothing seems to have come of it: https://xtrf.userecho.com/forums/1-product-development-ideas/topics/14-mobile-app-for-your-vendors/

What happens regarding invoicing if we make it so that a current separate client in XTRF now becomes an office (which is a sub-account from what I understand) or a parent client? (We had treated what are technically just branches of the same company as separate clients in XTRF). Is there only one invoicing data section (and contact to be assigned) which would apply to the overall client, or can this be tweaked on a per-branch basis? 

We are trying to clean up to more closely reflect how our clients are structured, but this may mean adjusting their structure in our accounting system as well.

We find the accounting contact to be in important part of managing our invoices, however there are also many limitations. I wanted to know of others' thoughts. Here's some of what I've found.

1) Accounting contact at the Client and Invoice level, but not the project level. 

In most cases, a company will have a single accounting contact, and having a client level accounting contact works fine. However, we have many clients with whom we have multiple project contacts, but they all have different invoice contacts. This makes it a challenge to manage the invoices. We could set up "branches" for each, and manage them as separate branches with separate accounting contacts. But that seems like a work around. 

We'd like to be able to determine an accounting contact at the project level so the PM can update or manage this information... Putting this information on the "People" card in the project would be very helpful.

2) No API connection to the accounting contact. You can't add/update the accounting contact through the API. So our work around is to create/update the main client contact information. Again, not ideal, because we will either have inconsistent data or we need to manually add accounting contacts for each new client.

I guess that's my list for the accounting contact so far. Any other thoughts or experiences?

I am posting this question here instead of via the Service Desk because it might be of interest to other Smart Projects users too. The People card is still a bit unclear to me. My questions are:

• Where do you predefine the (a) Account Manager and (b) Project Coordinator so you don't have to do that for each project? I can find the setting for the Sales Person and Project Manager per customer.
  
  Example for Project Coordinator:
  We have PM team leaders for client groups. I would thus like to use the Project Coordinator for the team leader and the logged in user is automatically set to be the Project Manager for the newly created project. This way, the Project Coordinator can better monitor his team and, if requested, can be copied on certain project-specific correspondence in the notifications.
  
• How do you differentiate between the client project contact who receives all project-specific correspondence and files and the client invoice recipient, if the invoicing contact is not centralised per client but is project-specific?
  
  Example:
  The contact at the client's advertising agency is the project contact for correspondence and files, but the project confirmation should also be sent to the end client contact who will receive the invoice after project completion. Currently we have to add the end client contact who will receive the invoice (and is thus the principal contact for accounting purposes) as the Client Main Contact and the agency contact as Additional Contact. To avoid having to shift around who receives which communication and delete certain contacts from the notifications in edit mode, it would be much more elegant to divide up the Client Contact Persons in (a) Project Contacts and (b) Invoice Contact (which can be prepopulated with (a) but can be changed to differentiate between the two).