Project Management

Sharing Overview

Available for

  • Team, Ultimate and Enterprise editions

Get in touch with Sales for licensing questions.

Sharing allows the sharing of resources between different organizations as defined in Memsource. One organization creates a project and then shares that project or selected jobs with another organization.

Sharing is a connection between two cooperating organizations: a Buyer and a Vendor. These roles are not fixed to an organization but describe the relationship between them for a specific resource. In some projects, an organization can act as a Buyer, while for others it can act as a Vendor.

Buyer

A Buyer is an organization with an account in Memsource that can assign projects to other organizations (vendors) in Memsource.

Vendor

A Vendor is an organization that can be assigned projects or jobs by other organizations (Buyers). All paid editions of Memsource can function as a vendor.

Setup Vendor Connection

A Buyer needs to establish the Vendor connection before sharing projects or jobs with them. The Vendor organization needs to provide its Vendor Token to the Buyer in order to set it up.

To set up a Vendor Connection, follow these steps:

  1. From the Vendor organization, go to the Setup Setup_gear.png page, scroll down to the Organization section and copy the Vendor token.

  2. From the Buyer organization, From the Setup Setup_gear.png page, scroll down to the Administration section and click on Vendors.

    The Vendors page opens.

  3. Click New.

    The Create Vendor page opens.

  4. Enter the Vendor token.

  5. Apply Net rate scheme, Price list and Relevancy information if applicable.

  6. Click Save.

    Vendors page opens with new vendor added to the list.

Projects can now be shared between the Vendor and the Buyer and jobs can be shared with one or multiple Vendors.

Sharing Projects

A shared project enables separate organizations to collaborate using their own Memsource resources such as translation memories, term bases, and users.

Use Cases:

  • A corporate Memsource customer sharing a project with a translation company.

  • A Multi-Language Vendor sharing projects with Single-Language Vendors.

  • A translation company sharing projects with Memsource users who have a Team Start account, instead of only being able to assign them to Linguist users.

Share a Project

To share a project, follow this step:

  • From a Project page, click Share and select Share with Vendor or Transfer to Buyer.

    On the Projects page, the shared project is indicated with Shared_project.png.

To stop sharing a project with a Vendor, follow these steps:

  1. From a Project page, select the shared project, click Share and select Share with Vendor.

    The Share with Vendor page opens.

  2. Select the first empty line in the Vendor list and click Save. The project is no longer shared.

Shared Project Ownership

When a Buyer organization creates a new Vendor, a Buyers list is displayed for the vendor organization under its Setup. The connected Buyer organizations are listed and the Vendor can select a default project owner for each Buyer.

All email notifications are sent to project owners.

Shared projects always have two project owners:

  • Buyer project owner

  • Vendor project owner

Project ownership can be transferred from Vendor to Buyer if the Vendor creates a project and then shares it ex-post with a Buyer.

Shared Project Rights

A fairly open framework for collaboration that is based on mutual trust between the Buyer and the Vendor is provided.

Few actions are locked in the relationship and unwanted or mistaken actions can be reverted.

Buyer Rights

  • The Buyer has a full right to the project and all Buyer's resources (TM/TB, MT engine, etc.)

  • The Buyer may not Edit, Export, or Unselect Vendor's TMs/TBs.

  • The Buyer is not able to see the names of Vendor Linguists but can see the job status set by the Vendor's Linguist.

  • The Buyer can see and download Vendor's Analyses, but is not able to edit them or use them to create Quotes.

Vendor Rights

The Vendor may not:

  • Delete a shared project.

  • Modify project machine translation settings.

  • Edit, Export, or Unselect a Buyer's TMs/TBs.

  • See the names of Buyer's Linguists.

  • Edit Buyer's Analysis or use it to create a Quote

The Vendor may:

  • Create/edit/delete jobs, analyses, and reference files.

  • Split/pre-translate/download jobs.

  • Add subsequent Workflow Steps (Vendor Workflow Steps need to have higher hierarchical order).

  • Assign Vendor Linguists to jobs.

  • Add vendor TMs.

  • Share jobs with other Vendors.

  • See and download Buyer's Analysis.

Deletion

  • When a Vendor deletes an item in a shared project, both the Buyer and Vendor will be able to undelete it from the Recycle Bin.

  • When a Buyer deletes an item in a shared project, only the Buyer will be able to undelete it.

Shared Project Email Notifications

In shared projects, generated email communication is only sent between the two directly connected parties.

  1. The Buyer shares the project.

    Vendor1 gets a Shared Project email.

  2. Vendor1 accepts the project.

    The Buyer will then get a Project status changed email.

  3. Vendor1 assigns/emails a job to Vendor2.

    Vendor2 will get a New Work email.

  4. Vendor2 accepts the job.

    Vendor1 then gets a Job accepted email.

  5. Vendor2 sets the job to Completed

    Vendor1 will get a Job completed email.

  6. Vendor1 sets the project to Completed

    The Buyer gets a Project status changed email.

Transferring Project from a Vendor to a Buyer

A Buyer and a Vendor collaboration typically involves a Buyer initiating a project and then sharing it with the Vendor. There are instances when it is the Vendor who initiates the project and then needs to turn it into a shared project ex-post.

An existing project created by a Vendor can be turned into a shared project owned by the Buyer and shared with the Vendor. The Buyer will be notified of the new shared project when it is transferred.

To transfer a project from a Vendor to a Buyer, follow this step:

  • From a Project page, select a project, click Share and select Transfer to Buyer.

    The ownership of the project is irreversibly transferred to the Buyer.

Sharing Jobs

When multiple Vendors need to be used for a project, the jobs within that project can be shared.

Use Cases:

  • A corporate Memsource customer (Buyer) shares jobs within a project with multiple Vendors where different Vendors are responsible for different target languages.

  • A Buyer picks a lead Vendor and shares the project with them. The lead Vendor can then work with multiple sub-Vendors. This would be a combination of a shared project and shared jobs within the same project.

  • An MLV (Multi-Language Vendor) assigns jobs to SLVs (Single-Language Vendors). This is typically based on target language specialization.

  • A project is shared with one Vendor and jobs in the same project are shared with another Vendor. Sharing the project and its jobs with the same Vendor would not be possible.

Share a Job

A vendor connection must be established before being able to share a job.

To share a job and assign it to a Vendor, follow these steps:

  1. Select a job from a Project page and click Edit.

    The Edit Job page opens.

  2. Select one or more Provider(s). Hovering over the selected Provider will display type (Linguist or Vendor).

  3. Click Save.

    The Project page opens and the provider(s) are associated with the job.

Shared Job Rights

Shared jobs are more Buyer-driven. Vendor rights in a shared job are limited in comparison to shared projects.

Buyer Rights

  • The Buyer has full Project Management rights in a shared project.

  • The Buyer is not able to see the names of the Vendor's Linguists but can see the job's status set by the Vendor's Linguist.

  • The Buyer can neither see nor access the Vendor's TM and TB (if the Vendor added any to the job).

  • The Buyer is not able to edit the Vendor's Analysis or use it to create a Quote.

Vendor Rights

The Vendor may:

  • See only the jobs assigned to the Vendor by the Buyer.

  • See analyses assigned to the Vendor by the Buyer (that the Buyer created).

  • Add their own TM.

  • Add their own TB.

  • Split and join jobs.

  • Create analyses.

  • Assign shared jobs to the Vendor's Linguists.

The Vendor may not:

  • See jobs that are not directly assigned to them.

  • See Buyer's analyses that are not assigned to them.

  • Delete jobs.

  • Change the settings of the Buyer's translation memory or term base within the project.

  • Edit or export Buyer's TMs/TBs.

Shared Job Email Notifications

In shared jobs, all parties will get a notification about every Accepted or Completed job changes.

For example:

The Buyer shares a job with Vendor1, and Vendor1 then shares that job with Vendor2.

The job has to be not only Assigned, it must also be emailed.

  1. The Buyer shares a job with Vendor1.

    Vendor1 gets a New work email from the Buyer.

  2. If Vendor1 accepts the job.

    The Buyer gets a Job Accepted email from Vendor1.

  3. Vendor1 then shares the job with Vendor2.

    Vendor2 gets a New Work email from Vendor1.

  4. Vendor2 Accepts the job.

    Vendor1 gets a Job Accepted email from Vendor2 and the Buyer gets a Job Accepted email from Vendor1.

  5. Vendor2 Completes the job.

    Vendor1 gets a Job Completed email from Vendor2 and the Buyer gets a Job Completed email from Vendor1.

Step 2 can be skipped: Vendor1 can share the job with Vendor2 without accepting it first. If this happens, the Buyer would receive only 1 Job Accepted email after Vendor2 accepted it.

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