XTM Portal User Manual

  • XTM Portal User Manual
  • Configuring XTM Portal

Configuring XTM Portal

Silverstripe CMS

XTM Portal has been developed using Silverstripe silverStripeLogo.png. Silverstripe is an open-source Content Management System for creating and maintaining websites and web applications. It provides a web-based administration panel that allows the user to make modifications to selected parts of the website.

For further details check Silverstripe.

Note

You can change the look and feel of the XTM Portal user interface in the Settings > Custom theme tab. Alternatively, the XTM development team can adjust it for you once the cost estimation has been approved.

Pages tab

Silverstripe offers tools to present your brand and content on your website pages. You can decide which pages you want to publish, in which languages, as well as reorganize your website page structure by using the drag and drop option.

XTM Portal Pages: website page structure

Pages: website page structure

The order of the pages in the XTM Portal navigation panel can be set by the XTM Portal Admins. They can decide on the priority of the navigation menu items and hide less important items under the More tab.

Adding new pages

Pages can be created to appear in the main navigation bar (Top Level), or as subpages (Under another page).

  1. In the Pages tab, select Add new to add new pages to your website.

  2. Choose page type.

  3. Select Create.

XTM Portal Adding a new page

Adding a new page

Batch actions

The Batch actions function lets you perform multiple actions (restore, publish, unpublish, or archive) on several pages at one go.

Choose an action you want to perform, e.g. “Publish”, and select any number of pages you want to publish by selecting the checkboxes beside them. Click the Go button to complete the selected action.

XTM Portal Applying batch actions

Applying batch actions

Setting a home page

You can set a different page than the home page as the main page. Under the Settings tab, you can choose to use this page as the homepage and insert the preferred website address into the Domain(s) field. Click Save. The link to the domain appears in the Settings tab of the homepage.

XTM Portal home page with the assigned link

A home page with the assigned link

Hiding pages in XTM Portal

  1. Go to the Pages tab, select a page, and open the Settings tab in the top-right menu.

  2. Go to Visibility, deselect Show in menus? checkbox.

  3. Choose Save and publish.

Hiding pages on the XTM Portal navigation bar

Hiding pages on the XTM Portal navigation bar

Hiding and displaying columns on the XTM Projects page

Under XTM Pages > Content > Columns, XTM Portal administrators can configure the appearance of the XTM Project listing page by defining which columns can be visible to XTM Portal users and in what order they will appear. Such columns as ID, Name, and Status, by default, are always visible, but others can be hidden from view.

Customization of the Registration page

This feature is available for Customized Request Translation.

XTM Portal has now a new Registration form page (called Customizable User Profile) where the administrators can tailor the new user registration form to their needs.

Under User Profile > Content > Profile, XTM administrators can decide which fields will have to be filled out by the new users. These fields are by default mandatory:

  • First name

  • Last name

  • Username

  • Email

  • Password (for non-SSO users)

Enabling download source files and reference materials

To enable downloading source files and reference material from the Project page:

  1. Go to Pages tab in your domain and select XTM Projects.

  2. In the Content tab on the toolbar go to Additional settings and select:

    • Show download source files option in context menu checkbox to switch on downloading the source files feature in context menu – possible only if files have been uploaded to XTM Portal

    • Show download reference materials in context menu checkbox to switch on downloading the reference materials feature in context menu – possible if files have been uploaded either to XTM or XTM Portal

  3. Click Save and then click Publish.

    The project creator can now download source files and reference materials from XTM Portal UI.

Language

The language switcher shows the languages in which XTM Portal can be used. Currently, the interface language can be set to:

  • English (UK)

  • English (US)

  • Japanese

  • Polish

  • Turkish

  • German

The languages visible in the dropdown are created at the system level under Settings > Translations. Each language version needs to be added per page in the Pages view for a page to be available in this language. Every translated page in Silverstripe will retain its original URL and the language code will be appended based on the locale.

You can check in which language versions a page can be published by selecting the page and clicking Translations.

Check Creating new user interface translation for more information on translations.

XTM Portal Setting interface language

Setting interface language

Payments tab (optional)

The default payment gateways available in XTM Portal is SagePay.

PayPal and Mollie can also be connected. XTM requires the user ID so that a connection can be established.

Portal_Payments.png

Payments tab

XTM International can prepare other payment gateways for you. Each payment gateway can be configured per client. For more information contact

Tip

Contact XTM Support:

support@xtm.cloud

Payment parameters

The Payment parameters tab is where you can find all the information about the gateway you have set up, such as payment gateway name, parameter name from the gateway configuration, and a unique, gateway configuration parameter value.

Portal_Payment_parameters.png

Payment parameters tab

XTM Portal users

The Portal users tab enables you to set up and manage users as well as control access to various pages or sections. It is possible to import user data in the form of a CSV file. Learn more about the CSV format requirements under the Show advanced usage link or go to Customer Groups in Portal.

Portal users can:

  • request translation and determine due dates for projects

  • see information about overdue or due projects

Portal_Portal_users.png

Portal users tab

Users

You can edit the details of existing users by clicking on the item you want to edit from the list or on the pencil button. To delete a user, click the Delete red button. Deleting any user will not affect the projects created in XTM.

In the New Member section (Add Member), you can create new users as well as edit and delete existing ones. The most important details of any user are:

  • email

  • password

  • XTM Customer ID

An email address can only be used once in the system (it will automatically become your username for XTM Portal logging).

Note

If any XTM Portal user is deleted in XTM, they are not automatically removed from XTM Portal.

Creating a customer group

To create a customer group:

  1. In your XTM Portal UI go to Portal users tab and click the XTM Customer Groups option in the top-right menu.

  2. Click the Add Customer Group button to create a new customer group and define the following parameters:

    • Name

    • Description

    • Customers

  3. Click:

    • Save to save your Customer Groups configuration

    • Save and close to save your Customer Groups configuration and close the configuration window

Note

When updating a customer group here, that updated customer group will be the default one for all users.

Setting the default Customer Group

To set the default Customer Group:

  1. In your XTM Portal UI go to Settings and select XTM.

  2. In the Customers tab, select the Multiple customers option and specify the customers for a customer group you want to be the default one.

Defining access to customer groups for Portal users

To define access to customer groups for Portal users:

  1. In your XTM Portal UI go to Portal users tab, click the Member option in the top-right menu.

  2. Select a user and click the Customers tab.

  3. Define customers and/or customer groups for the selected user as needed by selecting:

    • XTM Customers

    • Customer groups

As a result, a user group can have access to a combination of the following:

  • a single customer

  • numerous customers

  • a single customer group

  • numerous customer groups

Projects view

XTM Portal Admins have access to the same information about the projects set up in XTM Portal as the information visible on the standard listing page plus additional data about the requester who created the project

  • Project ID in Portal

  • Project name

  • Status

  • Source and Target languages

  • Project ID in XTM

  • Member’s first name

  • Member’s last name

  • Member’s e-mail

The search option (under the search-solid.png icon) lets XTM Portal Admins sort projects by all attributes available on the list.

Project cost generation can be modified if opened in the edit mode.

Note

Projects canceled during requesting translation on Standard Request Translation page are not displayed on the Projects view page.

Portal_projects_view.png

Projects view tab

SSO attributes

Tip

SSO: Single Sign-On is an authentication method. It uses a single ID and password to access autonomous applications.

Note

This tab is available to customers who have their SSO option enabled.

New Portal users can be created in XTM Portal rather than in XTM Cloud.

In SSO attributes you can:

Alternatively, if you want to create a Customer PM in XTM, select the corresponding box and provide the Default XTM Customer ID for SSO. In this way, new Customer PMs will be set up in XTM and they will be automatically linked to that Customer.

All the projects requested by them will be assigned to this Customer. Any modifications made under Settings > SSO will apply to all available language versions of your website as they are set globally, not per page.

Enabling SSO

To turn on SSO in XTM Portal, the option needs to be configured in XTM Cloud first. For more information:

Tip

Contact XTM Support:

support@xtm.cloud

Once Single Sign-On has been activated in XTM Cloud, you need to activate it in the XTM Portal as well.

To enable SSO in XTM Portal:

  1. Go to the Settings tab cogs-solid.png and click the XTM tab in the top-right menu.

  2. Choose the SSO tab.

  3. Choose Enable Single Sign On.

Portal_Enable_SSO.png

Enabling SSO Settings > SSO

SSO attributes Member mappings

Here you can map a single user. SSO must be configured in an XTM instance first. Once SSO has been configured, you can map the user in the XTM Portal.

To map SSO user:

  1. In the SSO attributes > SSO Attribute Member Mappings tab, click the green Add SSO attribute Member mapping button.

  2. Fill in the required fields. You can check the required data with your SSO provider.

    1. Client: XTM API client name as it appears in Settings > Connections.

    2. Member Column: Select from the dropdown the field which appears during login.

    3. SSO attribute name: defined in your SSO provider.

  3. Select Use this field for authentication via SSO. Make sure to add at least one unique field in the authentication.

  4. Select Save and close.

SSO_attributes_Memebr_mappings.png

SSO attributes Member mappings

Additional SSO Attributes

To map additional SSO attributes:

  1. Go to SSO attributes and in the Additional SSO Attributes tab click Add Additional SSO Attributes button.

  2. In the new window, specify the following parameters:

    • Additional SSO Filed name - the name that appears on the member's profile page in the Additional SSO Attributes section. Any name is allowed.

    • Attribute – the name of attribute (e.g.: id) coming from SSO, for which you can also determine, if to:

      • Optionally Show this field on a Member profile page

      • Optionally Show obtained values on Customized Request Translation and send them as text custom field to XTM

        When selecting this option, you can then:

        • Allow users to edit value upon requesting translation, or not

        • map text custom fields from XTM by selecting XTM custom field from the drop-down menu

  3. Click:

    • Create to save your additional SSO fields mapping

    • Create and Close to save your additional SSO fields mapping and close the configuration window

Portal_SSO_attributes_Member_mappings.png

SSO ­attributes ­Additional ­SSO ­Fields

SSO attributes tab

You can check the types of attributes coming in from SSO.

SSO_attributes_SSO_attributes.png

SSO attributes tab in the SSO attributes menu

Updating SSO users

To map SSO user's group:

  1. In the SSO Group Mapping, select the green Add SSO Group Mapping buttonplus-solid.svg.

  2. Fill in Name and Value. You can check the required data in the SSO attributes tab.

  3. Select the required group from the dropdown.

  4. Select Save or Save and Close.

SSO_attributes_group_mappings.png

SSO ­attributes ­Group mappings

SSO Customer Group Mappings

As an Admin, when you enable and define customer groups within the Manage customers option, you will be able to map SSO users to customer groups from the SSO Customer Group Mappings tab within the SSO attributes page.

To map SSO for customer group in XTM Portal:

  1. Go to SSO attributes and select the SSO Customer Groups Mapping tab.

  2. Click the Add SSO Customer Group Mapping button and define the following attributes:

    • Name – the name of the SSO attribute

    • Value – the value of the SSO attribute, such as:

      • a user department

      • ID

      • or any custom value of your choice

    • Customer groups – a drop-down from which you can select and assign only one customer group for SSO users

  3. Click:

    • Save to save your SSO Customer Group Mapping

    • Save and close to save your SSO Customer Groups Mapping and close the configuration window

When a user logs in to XTM Portal, they will have customer groups assigned as configured by the Admin.

sso_customer_groups.png

SSO Attributes: SSO Customer Group Mappings

Settings tab

Under the Settings tab, you can manage global settings, like the site name and user access control.

Portal_Settings.png

Settings tab – CMS view

Tabs in the top-right menu allow you to:

  • determine the access to pages: anyone, logged-in users, specific group (Access)

  • customize your sites with language versions (Translations)

  • use Google Analytics

  • check or set your connection to XTM instance (XTM)

  • add Custom theme

  • find information about the release date of the current version of XTM Portal and its compatibility with XTM (About XTM Portal)

Creating new user interface translation

The following language versions are available for the XTM Portal user interface:

  • English (UK)

  • English (US)

  • Japanese

  • Polish

  • Turkish

  • German

Add a new language version to the user interface:

Adding a language version here will make the language available as one of the default languages in the Pages view.

Go to the Settings tab cogs-solid.png and click the Translations tab in the top-right menu.

Portal_Settings_translations.png

Creating language versions

Connecting XTM to XTM Portal

You can test your connection to XTM in the Settings tab.

In case of connection issues, a message appears prompting you to verify your XTM settings.

error_message.png

Connection to XTM error message

XTM Portal is connected to your instance of XTM using the following credentials:

  • XTM API URL

  • XTM API Client name (must have PM role assigned in XTM)

  • XTM API User ID

  • XTM API Password

  • XTM Portal Customer ID

If these credentials are updated in XTM, they will also need to be updated in the XTM Portal.

Configure XTM Settings:

Go to the Settings tab cogs-solid.png, and click the XTM tab in the top-right menu.

Settings_tab___XTM_configuration.png

Settings tab – XTM configuration

Choosing Project Manager assigned to the Customer in XTM

Administrators can choose a Project Manager assigned to the Customer in XTM. By default, all projects are assigned to the API user.

  1. Go to the Settings tab cogs-solid.png, and click the XTM tab in the top-right menu. Choose the Connections tab.

  2. Choose Project Manager checkbox.

  3. Click Save.

Choosing_PM_assigned_to_the_Customer_in_XTM.png

Choose a Project Manager assigned to the Customer in XTM.

Managing customers

By default, XTM Portal Requesters will see only one customer, defined under the XTM > Connections tab.

Default customer

Default_customer.png

Default customer in XTM > customers tab

You can permanently remove existing Customer PM ID mapping. Click Remove under the Default customer checkbox.

As an administrator, you can change the customer settings for the XTM Portal Requesters. Choose Multiple customers option so that XTM Portal Requesters will see all selected customers.

Removing multiple customers

  1. Go to the Settings tab cogs-solid.png, and click the XTM tab in the top-right menu. Choose the Customers tab.

  2. Choose Manage customers checkbox.

  3. All available customers are listed under Multiple customers option. Remove redundant customer by clicking the cross next to it.

  4. Click Save.

multiple_customers.png

Customers tab in XTM > Settings

Adding Custom themes

Themes are sets of templates and front-end assets used to configure your instance of XTM Portal. You can use the CSS editor in Silverstripe to customize the XTM Portal appearance.

Access to the editor is granted by the XTM Support Team (support@xtm.cloud).

The Custom themes feature is launched on test servers, where clients can introduce their own modifications to their XTM Portal instance. With each release, XTM will copy the configuration to the client’s production server.

Any modifications made in the CSS editor will apply to all available language versions of your website.

Edit CSS

  1. Go to the Settings cogs-solid.png tab and open the Custom Theme tab in the top-right menu.

  2. You can change CSS code directly in the Custom CSS editor.

CSS_editor.png

CSS editor for the customization of themes

FAQs tab (optional)

This functionality is used to manage Frequently Asked Questions and answers. Create a link FAQ page first, then add new FAQ records.

The functionality comes with a search index and can be optimized with keywords.

Create a FAQ page

  1. Go to the Pages tab. Choose Add new.

  2. Choose the page level.

  3. Choose page type, scroll down to XTM FAQ Page.

  4. Choose Create.

  5. Choose Save and publish.

FAQ_page_create.png

Adding FAQ page

Add new FAQ record

  1. Choose the FAQs tab question-circle-solid.pngfrom the sidebar. Choose Add FAQ.

  2. Fill in the record as required. Add keywords and category. Click Save and close.

Link the record to your FAQ page.

  1. Go to Pages > FAQ Page > Featured FAQs.

  2. Type the name of your existing record in the Find FAQs search box.

  3. Choose Link Existing.

Frequently_Asked_Questions_-_editor.png

Adding FAQ record

FAQ_edit_record.png

Frequently Asked Questions - editor

In this section: