Project Management

Jobs Overview

A job represents a file for translation into a specified target language.

If a single file is to be translated from a source into two target languages, it is represented by two jobs:

  • Job 1

    Translation of the file into English.

  • Job 2

    Translation of the file into Italian.

Jobs are presented in the Jobs table on a Project page where Project Managers can monitor and work with them.

Job Status

Job workflow is represented by the status of a job as indicated in the jobs table. The status changes as the job moves through the workflow as Linguists and Vendors accept, decline, reject or complete jobs or are manually changed by Project manager(s) editing the job.

Basic Workflow:



There are three additional status that can be applied to a job that change the basic workflow:

  • Declined by Provider

    Provider does not accept the job. The job is removed from the workflow and the linguist portal.

  • Rejected by Provider

    If this option is made available to the provider by a Project manager, a job can be rejected after acceptance and is returned to the previous workflow step. The job remains in view but in read-only mode.


    If additional steps have been defined in the workflow, a job may be sent to a secondary linguist for a final review. If the job is not considered complete for the final review, the secondary linguist rejects the job sending it back to the initial linguist.

  • Cancelled

    Only a Project manager can cancel a job and they can be cancelled at any point in the workflow. The job is removed from view in the linguist portal.

Change Job Status

Linguists can change the status of a job in the linguist portal or in the editor under the Document menu or using the Accept or Complete buttons.

Project managers can change the status of a job in the jobs table or in the editor under the Document menu or using the Accept or Complete buttons.

Jobs Table

The jobs table lists all jobs associated with a project and tools for working with jobs. From the jobs table, jobs can be added, edited, downloaded (original, the completed translation, bilingual or final files), analyzed, pre-translated, and deleted along with other tools.


Although jobs can be downloaded in TMX format, they cannot be uploaded again in the same format as they do not contain bilingual tables. TMX files are predominantly used for translation memories.

Hovering over underlined indicators and icons in the table provides more information about the job such as progress, additions and wordcounts.

Warnings are labelled with yellow_warning.jpg. This indicates the file was uploaded but there are embedded objects or fields in the document that may have not been imported correctly.

The table can be filtered and the columns can be customized.

Create a Job

To create a job, follow these steps:

  1. From a Project page, in the Jobs table, click New.

    The New Job page opens.

  2. Click Choose Files to upload a file, drag and drop a file on the button or Add from Online Repository if available.

  3. Select Target Languages (based on project definition).

  4. Click in the empty Select Provider field to add a provider(s) from the dropdown list if required.

    • Jobs can be assigned to multiple providers—either Linguists or Vendors—when creating a new job, editing a job, or when using project templates.

  5. Select Pre-translate to apply pre-translation settings of the project to new jobs.

  6. Provide due date (if applicable).

  7. Provide notification details (if applicable).

  8. Provide File Import Settings if required. In particular, select the proper File Type in case you want to process your source file (MS Excel, CSV or XML) in a multilingual format or if your XLIFF file contains HTML code, which is optimally imported as Wordpress XLIFF.

  9. Click Create.

    Job(s) are created and added to the list of jobs on the project page.

In projects with Workflow Steps, the steps are presented in the New Job page. The Target Languages are pre-populated from first workflow step settings, but each step can have individual Provider, Due and Notify Providers settings.

Common Errors:

  • INVALID_REQUEST: The input file cannot be processed.

    A general error informing that there was a temporary problem while importing the file; try importing again after a minute.

  • INVALID_REQUEST: Cannot process document which has cells merged across rows! See row # - The file may not be of the selected type (BILING_XLS).

    This error is displayed if importing a Multilingual XLSX file with merged cells in any of the columns designated for translation.

Edit a Job(s)

A single job can be edited, or multiple jobs.


Opening more than 290 jobs at once will trigger a web error.

To edit a single job, follow these steps:

  1. Select a job.

  2. Click Edit.

    The Edit Job page opens.

  3. Select a Provider(s) from the dropdown list if required.

  4. Select a Status from the dropdown list if required.

  5. Select a Due date if required.

  6. Click Save.

    Defined parameters are added to the job and presented in the Job list.

To edit multiple jobs, follow these steps:

  1. Select jobs.

  2. Click Edit. The Edit Jobs page opens.

  3. Select a Provider(s) from the dropdown list if required or remove the field.

  4. Select a Due date if required or remove the field.

  5. Select a Status from the dropdown list if required or remove the field.

  6. Click Save.

    Defined parameters are added to the job and presented in the Job list.


Values will be overwritten for all selected jobs. Remove the field to prevent overwriting.

Job Tools

The tools menu provides:

  • Emailing of the job

    Provider must be assigned before Email Templates can be applied.

  • Split file utility

    For when multiple Linguists need to work on one file. Split files before assigning to vendors.

    • Split files cannot be unsplit, but all the files can be seen together in the editor.

    • Files split in a single workflow step can no longer be split for all other steps, but it is possible to split the file further in the given workflow step.

    • Files split for all workflow steps can still be further split either for the entire workflow or just for any one of the workflow steps of the project.

    • Splitting a file into smaller parts does not affect the target file. Completed files download as one file, not multiple smaller ones.

  • Export Workflow Changes

    In jobs with workflow steps, a report is generated showing changes between steps.

  • Clone

    Available in projects with multiple target languages.

  • Extract Terms utility

    Terms are extracted into an .xlsx file that can be edited and imported into a term base.

  • Update source

    A previously imported file can be updated with a new source file. The older version of the file is overwritten and cannot be restored. If the Automatically generate post-editing analysis after the source update option is specified in settings, a new analysis will be generated. Net Rate Scheme of the provider will be applied in the new analysis.

    It is not possible to update:

    • Jobs coming from connectors.

    • A multilingual or split job.

    • Files outside the first workflow step.

    Only one job at a time can be updated and the job must have New, Emailed or Accepted status. The same job can be updated every 30 minutes.

    The file name or file format of the updated job doesn't need to match the name or file format of the original job. The file name and file format will be updated accordingly.

    Analyses and quotes created before the update are marked as outdated. Outdated analyses can be recalculated.

  • Update target

    If a file is changed outside of Memsource, it can be uploaded back to Memsource to maintain the changes and update the relevant TM. Tags in the file may be modified and locked segments are overwritten when updated. Updates can be optionally pushed to related TMs.

    Updated targets:

    • Have no impact on analysis or quotes.

    • Are not propagated to analytics.

    • Can be run in any workflow step.

    • Do not affect the current job status.


    • Bilingual and Multilingual files are not supported but can be uploaded via connectors.

    • Maximum 2000 segments.

    • Job cannot be split or continuous.

    • Job cannot originate in connector.

    • Jobs must be imported without errors and have the same file extension as the original file.

    • Files in which the context key is not unique within the document may not update as expected.

    • Segments changed in preceding workflow steps may not be propagated further.

    • Changes are not made to the job or TM if translation is missing.

    Segments are automatically confirmed and updated in the TM if:

    • Identified as a match (scoring more than 100%).

    • It is the only segment in a paragraph with a change, scores more than 100 and does not contain any join tags.

  • Uploading of Bilingual Files

  • Assigning providers from an existing Project Template

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