Adding clients

To add a Client, click Add in the Management > User Setup > Clients page.

In the General tab, enter the following attributes, where applicable:

Name.
Description.
Client folder. This folder contains all the folders created for this Client organized by:
- File exchange folder
- Projects folder
- Quotes folder
- Temp folder
For detailed information, see the Client Folder section that follows this overview.
Quote Approval Process. The process for approving quotes can be manual or automated using a workflow. For more information, see Quote Approval Process Overview.
To set up a Workflow Based quote-approval process:
1. Select a Workflow from the available quote-based workflows. (Required)
2. Select a Workgroup. (Required)
When you create a new workflow-based quote, WorldServer automatically creates a corresponding project using the name formula: Quote <Quote Name>.
Project Types. If there are multiple project types for a Client, you can select one from the Available Project Types list.
You can add new project types by clicking the Create New button, which invokes the Project Type definition page. For detailed information, see the Project Types section that follows this overview.

In the TDs & TMs tab, enter the following attributes, where applicable:

Translation Memory. Choose a translation memory to use for this client.
Translation Database. Choose a terminology database to use for this client

For detailed information, see the TDs & TMs section that follows this overview.

In the Users & Contacts tab, assign users from the list of available users as:

Client Managers. Add users to this group who will manage the projects and quotes in WorldServer for this client.
Client Users. Add users to this group who will use TransPort.

For detailed information, see the Users & Contacts section that follows this overview.

Client Folder

The Client Folder is the directory under which the project assets are stored when they are uploaded. The value of the Client folder name is dynamically generated from the Client’s name when the Client object is being created. All non-alphanumeric characters are filtered out. The Client folder is created when Client information is saved. WorldServer checks to ensure that this folder exists every time the client is saved. If the folder already exists, the existing folder is used. If it does not, the folder is created.

WorldServer offers a Browse AIS icon next to the Client Folder input field. You can use this to browse the WorldServer AIS and point to an existing location. Clicking this button opens a dialog that shows the hierarchy of all locations accessible to you and allow you to select one.

Note: To select an asset, you can simply double-click its name.

When you click the Save button, a folder structure is created at the Client's AIS location. The following folders are created:

File exchange folder – This folder can be used to keep miscellaneous files that are not related to Projects or Quotes. It can be used for File Exchange, and also is a placeholder for the FTP file exchange feature that will be added in a future WorldServer release.
Projects folder – All of the Client’s projects are stored in this folder.
Quotes folder – All of the Client’s quotes are stored in this folder.
Temp folder – All of the session-specific temporary files during TransPort usage are stored in this folder.

Project Types

The project types associated with the Client store the AIS properties that are used by Upload Files and Create Project to determine which target locales need directories to be created for them, and what workgroup, workflow, file type configuration, cost model, TM, and TD to use in the project. See Project Types.

TMs and TDs

For both translation memories and terminology databases, you have a choice of:

Letting the Project Type control which TM (or TD) is used (No client-specific TM/TD).
Having WorldServer create an empty TM (or TD) and use it for all locales. With this selected, WorldServer automatically creates a new TM or TD with a unique name (<Client Name>_Default_TM<Counter>) and Description (Default Translation Memory for <Client Name>). This TM (or TD) will be used only for project types that refer to this Client setting—that is, project types that have Use client-specific TM/TD. The TM is created when the Client is saved. The next time a user chooses to edit (or view) this screen, the radio button labeled Choose default TM for all locales is selected and TM name is displayed in the drop-down list.
Choosing a default TM (or TD) for all locales. This option enables the drop-down list with all existing TMs (or TDs) and allows the administrator to pick one.

For the second and third choices, you may choose to override the TM (or TD) selection for some source-target locale pairs. When you select the Advanced options check box, this option displays the table which allows you, if you have permission, to pick a source and target locale and then choose a TM (or TD) for it.

Note: The Project Type > Linguistic Tools page has a similar TM and TD section. WorldServer does not check for consistency between TD and TM selections for the Client and Project Types at definition time because project types and clients could be created at different times. The Project Type TM and TD settings take precedence over the Client definition settings at the time of project creation unless you select the client-specific TM and TD.

To avoid inconsistency errors during project creation, be sure that the TM and TD settings for the Client and Project Type are consistent. For example, if you set the Client to use No client-specific TM then you can set the Project Type setting to Choose default TM for all locales.

Users and Contacts

In the Users & Contacts tab, select the Client users who belong to this Client, as well as the users who will be able to create projects and quotes for this Client (Client Managers are typically LSP managers). Client Manager users receive all Client-related notifications, and have their contact information displayed in TransPort. The typical operations for these users are as follows:

Client User – A Client User works at the company that needs content translated. This user can make requests for quotes, supplying the content to the Client Manager at the LSP company, and can negotiate the contract and receive notifications about the progress of the project.
Client Manager – A Client Manager develops the quote and sends it to the Client who made the request once the quote is approved. The Client Manager can create projects. This manager typically also manages the translators and reviewers, who work in WorldServer rather than in TransPort.
Note: Client Managers work mostly in WorldServer rather than in TransPort, but they can also create and monitor projects in TransPort. There are things you can do in WorldServer, but not in TransPort. For example, a Client Manager can only send the quote document file to the client in WorldServer. TransPort is used by a Client User to request a quote, but only in WorldServer can one respond to the requested quote by attaching a quote document. The Client Manager does that in WorldServer, changing the status from Requested to Pending Approval (or Abandoned). After this, in TransPort, the Client can review the quote document and set the status to Approved (or set it back to Requested by clicking the Save and Request Update button).

A Client User only sees projects and quotes for the Client (or Clients) of which the user is a member.