Under Setup - Access and Security, users will find several options that serve especially for creating a better controlled environment and managing the security of your data.
Web Editor enabled for linguists
Linguists may download their translation jobs
With these two options, project managers are able to control in which environment their translators will be able to work.
The first option means that translators will be able to click on file names and open the files in Web Editor.
The second option means that translators will be able to download bilingual content for translation "outside" Memsource Cloud, i.e. bilingual MXLIFF for translation in the desktop Memsource Editor, bilingual DOCX and TMX.
User metadata displayed to linguists in Memsource Editor/Web Editor
Would you like your translators to be able to see who translated the TM matches they are getting? Or would you rather like to anonymize such data? Here is where you can manage this.
Grant access to Memsource technical support
By default, Memsource Technical Support can access your account if you need help resolving a problem. If this would make you feel less secure, untick this option.
Activate/deactivate linguists automatically
Some editions enable you to create an unlimited number of users and have them activated and deactivated automatically based on task assignment.
If you wish to make use of such automatic activation and deactivation, leave this option ticked.
Use vendors for projects
Others may discover my organization as a vendor
These two options relate to the system of project sharing and collaboration across organizations.
Do you want to make use of external translation service providers or work with just internal users?
Also, as Memsource has a Job Board and makes it possible for users to discover each other as potential partners, here is where you can make sure that you will not be visible to others if you do not wish to.
Linguists may start a workflow step only if the preceding step has been completed
With this option you control whether you want your translators and reviewers to work one after another, or simultaneously.
You will find more details about workflow configuration and possibilities to run workflow steps simultaneously here.
Linguists may edit locked segments
With this option disabled, linguists will not be able to use F2 key to edit locked segments.
Linguists may edit source
This options controls whether or not linguists can edit the source text, including splitting and joining segments.
Linguists may turn on/turn off auto-propagation of repetitions
Using this option, Admin and Project Manager users can choose whether Linguists users have the option to disable/enable the auto-propagation of repetitions feature in Memsource Desktop Editor or Web Editor.
All users of an organization will be logged out of Memsource after a certain amount of time if idle.
The time range can be customized (15 minutes to 72 hours) by Admin and PM users.
Trusted IP Addresses (available in some editions only)
If you want to make sure that your users can only access their accounts from certain IP addresses, you can define the trusted IP ranges here. Users will not be able to access their accounts from other locations, even if they have a valid username and password.
There is also a new "Apply only to administrator and project manager users" option if you want to define trusted IP addresses for your admin and project management team only, while leaving linguist users unaffected.
There is another important security-related feature which you will find under Setup - User Settings.
The 2-factor authentication (also called 2 step authentication) can considerably increase the security of your user account, which will be linked with Google Authenticator, Authy or another compatible application on your phone.
Once it is set up, your account will be linked to the app on your phone, and when you sign in to your Memsource account, you will be prompted to provide your username, password and also a code that you receive on your phone.
To set up 2-factor authentication:
- Download Google Authenticator or a similar app to your smart phone
- In Memsource Setup > User Settings open Setup 2-factor authentication to increase security
- Scan the QR code with your phone * and the app will display series of numbers (123 456).
- Add one of the numbers to the Memsource settings - field Code (123456)
- Click on Verify (Your phone must be connected to internet at that moment)
If the QR code is not displayed, the secret code will be shown and you can type it into your phone instead of scanning the QR code.
If the code is correct, your account will be linked to the app on your phone. When you sign in to Memsource again, you will be prompted to use your username, password and then also one of the numbers in your phone app.
Note: Two-factor authentication is no longer available for users who log in using a Google account as 2-Step Verification is already available for Google users. To learn more about 2-Step Verification in Google see this dedicated Google site.
Setting up 2-factor authentication