+1
Answered

Can we make it possible for a client to continuously add files to a project through the Client Portal?

Dionna Masciola 2 years ago in Client Portal updated by Bartosz Budzyński 10 months ago 10

Say you have a client that has an ongoing project. They will be conducting interviews and continuously receiving the recordings over the course of 3 weeks. They need these recordings added to the same project. 

EXAMPLE:

Day 1: client Launches a Project through the Client Portal and uploads 2 files

 - Our team starts the project, then 2 days later...

Day 3: the client has more files they need to upload to that same project


...but they can't. Is there a way we can make this happen, please?

BAD, I'M UNSATISFIED
Satisfaction mark by Dionna Masciola 2 years ago
Answered

It is not possible for the client to keep adding new files to a started project via the Client Portal.


Why does it have to be the same project?

Hi Lukasz,


Thank you for your response, but is there a way this can be an added feature?


Some of our clients have ongoing research projects and they need all of their files in one place, within the same project, for file management.


Looking forward to your response.


Thank you,

Dionna

I thought perhaps a common Reference Number for many projects in XTRF could be enough. It would also be no problem for invoicing.


Of course, a feature is a possibility. But perhaps developing a master project would serve the same purpose?

So, I imagine the same process is applied but are the same people translating and reviewing the recorded texts over a couple of months? Would the jobs assigned to them be closed by them and re-opened automatically once new files arrive?


Similar ideas were already requested. Please comment or upvote if you think they would be useful:

https://xtrf.userecho.com/communities/1/topics/271-multibatch-project-management-in-smart-projects

https://xtrf.userecho.com/communities/1/topics/221-handling-of-multi-batch-projects-in-smart-projects

+6

I am not sure of other's reasons for this but there are a couple instances where we run into this (at least 1 time a week).


Editable Source Files: There are times where we receive PDFs from a client for quoting, and then they upload the .indd or other editable source files once they approve the project. Right now, that means we have to manage some sort of third party file transfer system and then manually update the files in our system.  Another way this occurs is we are working on the project and realize they forgot to send an editable file of an image or something. Most of our clients prefer to upload to a secure portal then email or use Dropbox etc.

Clients have asked multiple times why they can't upload files. We tell them the main reason is that if they could update, delete, or change the source files after we quote or start a project, it can cause issues downstream. Thus instance/idea 2:


Updated Source Files: Both after a project starts and also sometimes after we have quoted a project, a client has updated versions of the files. Sometimes this is because they were just getting an estimate before, now they need an updated quote.  In this case, we definitely do NOT want a second quote. Why? Because it throws off our reports if we have a bunch of extraneous quotes duplicated because the files changed or scope (new languages, etc.).  It is much better to keep the same quote number and update it. What would be great is if there was a workflow around uploading updated files to a quote. A client clicks a button to "Update or add new files", and this is only available if the quote has been "sent" or "requested", as soon as it moves to pending, the option is greyed out and a message indicates "a sales person is working on your quote. Please contact them if you have a change to your request". Or there could be a way to send a message.

If they do upload new files/additional files or request additional/different languages to a "sent" quote, then it resets the status, sends a message to the PM and AM/Sales manager. The original files are archived and the new set of files are included.

If this happens in the middle of a project, it needs to be a message. So they can't delete or change the source files once kicked off, but they can submit new/additional files. A message is sent to the PM/AM/Sales Manager, and the files are stored against the job. The PM/AM/Sales manager can then update the receivables and resend a project confirmation if necessary.


Side note: It would also be PHENOMENAL if XTRF stored versions of quotes/projects and files.  For instance, sometimes we get asked to update our quotes with different languages or new files, or different scope. Yes, we could do a new quote for each version. And yeah, opportunities *sort of* connects them. But not really well. At all. It would be better if a history of each version was kept. Specifically of sent emails and PDF quotes that have been delivered to a client.  We have to manually manage this now. And it is a mess.

Hi Cori,


Did you ever find a way around any of these problems? Very specifically a way for the clients to send updated files. We too are having the same problems you are/were having.  

Hi Cori,


I am in 100% agreement with all of your points.


Regarding your point below:

"If this happens in the middle of a project, it needs to be a message. So they can't delete or change the source files once kicked off, but they can submit new/additional files. A message is sent to the PM/AM/Sales Manager, and the files are stored against the job. The PM/AM/Sales manager can then update the receivables and resend a project confirmation if necessary."


is this a suggestion, or something you figured out how to do?

+1

:) Nope, suggestion. I should move my whole post to suggestions section I think.  Just my dreaming about how it could be.

We have a customized Customer Portal that allows clients to add files to an on-going project. The new files are added to a new language-independent task in the project. Of course with a CAT tool integration the PM still has to do a lot of manual work i.e. create or roll back language-dependent tasks and terminate the on-going ones.

We also very much need this feature so more of our client will use the portal to provide files over the first few days of a project.

Hello everyone!

We hear you - I'm happy to say that our product and development teams are working on a feature that will most likely solve the business case reported in the original post. 


Have a great day,

Bartosz