Project Management

Projects

Projects are the central elements of Memsource, where its main components (jobs, translation memories, and term bases) are combined together. To translate a file using Memsource, a project needs to be created before any file can be added for translation.

Creating a Project

When creating or editing a project, the following fields are available:

  • Project Template (on the Create page only)
  • Name
  • Owner (on the Edit page only)
  • Client
  • Domain
  • Subdomain (displayed only if at least one subdomain record exists)
  • Cost Centers (displayed only if at least one Cost Centers record exists)
  • Business Unit
  • Source language
  • Target languages (one or more)
  • Due
  • Status
    • New
    • Assigned
    • Completed (Please note that once a job is marked as Completed, changes by Linguist users or Vendors will no longer be possible.)
    • Canceled
  • Note 

 

For a demonstration of how to create a new project, please see the video below: 

Supported Languages

Memsource currently supports over 300 languages

Project Settings

After going to the Projects section on the menu and clicking New, you'll see a section called Settings with numerous features:

Project-settings.png
Project settings
 
 

Machine Translation

Select one of the available machine translation engines or set this option to Disabled for your project. To add more machine translation engines, click on Change (please note that this is only available to Administrator users). Consult the Machine Translation section, if needed.

Analysis

Set the default analysis for your project. Please be aware that this setting is connected to the Job Analysis window. That is, any changes made in the Job Analysis settings will be saved in the Project settings and vice versa. See Analysis for more details.

Pre-translation

Set the default pre-translation for your project. As with project analysis, this setting is connected to the Job Pre-translation window so that any changes made in the Job Pre-translation settings will be saved in the Project settings and vice versa. For more details, see our Pre-translate article.

Project Status Automation

Project Status Automation rules enable users to configure when a project‘s status should be automatically changed. Project Status Automation rules can be saved in a project template and used together with an Automation Widget or with Automated Project Creation to achieve a completely automated process without a Project Manager’s involvement.

All options are deselected by default and can be modified on the account level in Setup, and on the project level in Project Settings. The options are as follows:

  • Set the project to Assigned once all jobs are Emailed
  • Set the project to Assigned once all jobs are Accepted
  • Set the project to Completed once all jobs are Completed
  • Set the project to Completed once all jobs are Delivered
  • Set the project to Cancelled once all jobs are Cancelled
  • Set the project to Completed once the project is Completed by Vendor

Quality Assurance

Select what checks should be performed when the quality assurance is launched for any of the project's translation jobs. See the Quality Assurance article for more details.

Access & Security

The Access and Security section includes many features that can help you to control what parts of a job can be accessed and by who. These features can be also set in the main Setup and include:

  • Email notifications (for notifications sent from Linguists to the PM or job status sent to Linguists)
  • Allow loading of external content in editors
  • Notify job owner when job status is changed
  • Linguists may download their translation jobs as TMX
  • User metadata displayed to Linguists in Memsource Editor
  • Web Editor enabled for Linguists
  • Use Vendors (only available to users that can act as Buyers)
  • Linguists may start a workflow step only if the preceding step has been completed
  • Linguists may edit locked segments 
  • Linguists may edit source (including Split and Join segments)
  • Users may turn on/off auto-propagation of repetitions (applies to Linguists and Project managers working in the Editor)
  • Users may turn on/turn off Instant QA in Editors

Spellchecker

  • Spellcheck words in ALL CAPS
  • Spellcheck words that have their first letter capitalized if an identical term is used in the source

File Renaming in a Project

File renaming can be set in the general Setup (affecting all newly created projects) or for individual projects.

Please see the chapter on File Renaming for details.

Financials

Set up Financials that will be used in analysis and Quotes. It will also be used in the Home Page Dashboards.

  • Net Rate Scheme
  • Price list 

Workflow

The Workflow feature is only available to users of the Team and Ultimate editions. Workflow makes it possible to maintain multiple versions of a translation job in a project. For instance, a typical workflow would be something like this: Translation → Editing → Proofreading. These are called Workflow Steps, and they can be customized in the Workflow Steps section of the Setup page. Please see a more detailed explanation in our Workflow article.

To start using Workflow in an existing project, click on the Edit button at the top right of a project page to edit the project settings. Then click on Workflow at the bottom of the Settings section and select the workflow steps you want to activate for the project. For new projects, the workflow can be activated immediately during project creation.

Note: The maximum limit is 15 workflow steps in a project.

Project-4-workflow-steps.png
A Project with 4 Workflow Steps
 

Project Management

Project Filter

The project filter is activated by clicking on the filter icon at the top right of a project list, selecting the desired items,  and clicking on the Magnifying glass icon. Projects can be filtered by:

  • Name
  • Progress
  • Created date
  • Client
  • Domain
  • Subdomain
  • Owner
  • Status
  • Due date
  • Source language (use underscore for language locales, such as en_us)
  • Target language (use underscore for language locales, such as en_us)
  • Purchase Order #
Project-filter.png
Project filter 

 

Once projects have been filtered, the filter can be saved through the Save filter as option in the Settings menu (the "list" icon next to the Filter icon at the right-hand side).

Project Column Customization

Users may select the project columns that they wish to have displayed by clicking on the "list" icon at the top right of a project list and selecting the columns to be displayed.

Project Dashboard

The Project Dashboard provides statistics for a specific project and is divided into two sections:

  • Overall progress: the overview of job statuses and issues across all workflow steps
  • Individual progress: the overview of job statuses and issues in individual workflow steps and language combinations.
1600px-Project_Dashboard.png
Project Dashboard
 
Each of these sections contains color-coded status bars that reflect the progress of the project in real time based on the number of characters in the project. You can hover over the bar to display a tooltip with a more detailed breakdown of the given section. The following color coding is used for the Project Dashboard:
  • Green: In Progress
  • Yellow: Issue (a Warning)
  • Red: Issue (Critical)
  • Gray: All other information

The Project Dashboard also tracks the job creation date and the due date as well as the status of individual jobs. If a warning is present in the project, a box will appear in the respective section of Individual Progress. Click on the box to receive a breakdown of the issues. Click on the warning itself to filter jobs based on the content of the warning (e.g. overdue jobs). The following warnings are displayed in the Project Dashboard:

  • Issues for accepted jobs:
    • Due in 24 hours (Warning)
    • Overdue (Critical)
  • Issues for jobs that are not accepted:
    • Not accepted (Warning)—This is displayed for the first workflow step 12 hours after the job was created.
    • Overdue (Critical)
    • Declined (Critical)

Job Filter

The job filter is very useful to filter jobs by:

  • Filename
  • Job Status
  • Target language
  • Linguist or Vendor
  • Due date
Job-filter.png
Job filter
 

Job History

Job details are displayed when you hover your mouse over individual icons: 

Job-history_all.png

  1. The job number displays the ID of the downloaded MXLIFF file.
  2. The job's Confirmed percentage displays details about the segments and Quality Assurance.
  3. The File type icon displays the Job Import Settings. Clicking on the Create a new job link will show import details and will also allow you to import a new file with exactly the same settings.
  4. The job's Status shows when and by whom was the job Created, Emailed, Completed etc. An example of this is shown below:

Job-history-2.png

Selecting Translation Memories for Projects

In order to use a translation memory for Analysis, Pre-translation or for the actual translation in the Editor, the TM must be assigned to the project first.

Selecting Term Bases for Projects

Selecting-tb.png
Selecting a TB for a project
  • You can select up to 10 TBs for one project.
  • Only one can be set as writable.
  • In the Editor, the TBs are searched and matches are displayed in the same order as they are set in the project.


There are two ways of selecting a term base for a project:

  1. Click on the Create New button to create a new TB and select it for your project at the same time.
  2. Click on the Select button to select an existing TB for your project. Select the Read and Write check boxes in the new window next to the desired TB and click on the Save button (do not click on the TB name).


The sections below explain the available options when selecting a TB for a project.

Term Base Read and Write Mode

One or more TBs can be selected for a project. You can select up to 10 TBs in Read mode, but only one of the TBs can be selected for use in Write mode. However, it is not necessary to have a TB in Write mode selected in your projects.

The read and write mode explained:

  • Write: When new terms are created in Memsource Editor, they are saved in the TB that has Write mode active.
  • Read: Memsource will connect to these term bases to retrieve terminology matches.

Relevant Term Bases

This feature makes it easier for project managers to select the right term bases by offering them Relevant TBs automatically. Term bases are offered as relevant during the selection process when the TB and the project share any of these:

  • Client
  • Domain
  • Subdomain

Selecting Term Bases with Different Locales

Memsource allows you to add a TB to a project with the same language but a different locale. For example, a project with the combination DE—EN_US can have a TB assigned with the combination of DE—EN_GB. Generally, all languages with the same prefix can be added (EN, EN_GB, EN_UK, and so forth).

However, for certain languages, the code has a different prefix. For example, Norwegian has the code "NO" and Norwegian (Bokmål) has code "nb-NO”—these two languages cannot be mixed.

Selecting whether Quality Assurance Is Applied

A term base will be included in the Quality Assurance check if the checkbox under the QA column is checked.

Selecting Term Bases for Projects with Multiple Target Languages

When selecting TBs for projects with multiple target languages, the user can decide whether to select a TB that matches all the project's target languages or whether to select TBs for specific target languages only.

Reference Files

One or more reference files can be attached to a project. Or you can write a note if you prefer.

Reference files and notes do not appear in Memsource Editor. Linguists users can download the files or see the notes in the linguist portal.

Project Templates

Project templates make it possible to speed up project creation of repetitive projects and also reduce the risk of human error. Any project can be saved as a template through the Save as button located on the Project Detail page. See the project template article for more details.

Clone Projects

Any project can be cloned through the Save as button, located in the project detail page. Cloned projects inherit project settings from the original project (e.g. attached translation memories and term bases, Workflow, Pre-translation, and Machine translation settings, source and target languages, Client, Domain, etc.).