XTM Portal User Manual

Request Translation

There are two Request Translation sites available in XTM Portal:

Standard Request Translation (Create pages with standard XTM configuration and workflows)

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Standard Request translation – XTM Portal view

Creating and editing content in Silverstripe

  1. Under the Pages tab, select Request Translation.

  2. Go to the Content tab on the toolbar. Choose which tabs you want to edit:

    1. Main Content

    2. Translations

    3. Files

    4. Translation Options

    5. Delivery Services

  3. The content of each of these sections is easily configurable. Input your desired changes.

  4. Select the Save & Publish button.

XTM_Portal_Request_translation_pages.png

Main Content

In Main Content you can:

  • name your page (requires changing your page web address)

  • change URL segment

  • name your page the way you want it to be visible in the XTM Portal navigation panel

  • choose a template from the ones available in XTM (note, that the workflow needs to be set up in Translation Options)

  • enable payment options

  • enable project cost estimations

  • activate promotional codes if you are planning to offer your customers a discount, e.g., on defined language pairs

  • allow XTM Portal users to give their translation request projects unique rather than default names

  • upload your customized Subject Matters (Check next section).

Uploading CSV files with Subject Matters

The default list of the Subject Matters available in the XTM Portal is taken from the Customer’s XTM instance. If any custom Subject Matters are added in XTM they have to be added to XTM Portal to be visible in the Subject Matters dropdown menu.

Subject Matters will be displayed in the user interface in the same order as in the CSV file.

To add new Subject Matters, a CSV file needs to be uploaded with all subject matters in line with the following naming convention:

BROADCASTING_PRINTING_AND_PUBLISHING; Broadcasting, Printing and Publishing

The information provided on the left side of the semi-colon is sent to XTM, while the information on the right of the semi-colon is sent to the XTM Portal.

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Subject Matters – uploading of a CSV file

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Required Subject Matters format – CSV file

Translations

In Translations you can:

  • add translations of your page if you decide to display XTM Portal in different languages

  • choose in which languages your sites will be available, and the way your different language sites will look

More on localization – see Creating new user interface translation.

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Request Translation: Translation

Files

In Files you can:

  • organize documents and other files

  • determine what kind of file extensions can be uploaded for translation

  • set a limit on their size

Note

Access to files can be limited to authenticated users based on the assigned user permissions.

XTM_Portal_Request_Translation_Files.png

Request Translation: Files

Delivery Services

In Delivery Services you can determine how your translation is to be delivered:

  • choose among the methods set within XTM under Configuration > Data > Delivery services

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Delivery Services

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Delivery Services set in XTM – XTM view

Translation Options

In Translation Options you can:

  • decide how many translation options will be displayed on the Standard Request Translation page (up to three options)

  • name translation options (max. length: 15 characters)

  • describe the scope of each option (max. length: 250 characters)

  • determine the workflow using the workflows available in XTM

The Name and XTM Workflow fields are mandatory for each option, but providing a broader description for them is optional.

Translation_options.png

Translation options

Requesting translation

Requesting translation can be initiated from the navigation bar (Request Translation) or by clicking on the Translate Now button. Both options will quickly take a Requester to the page where a translation order can be placed.

Having clicked on Request Translation or Translate Now, the Requester will be taken to a standard screen for a user to create a translation request from within XTM Portal. The available options are:

  • Upload or drop a file

  • Paste text (no limit on the number of characters, however only the first 250 words will be visible on the translation confirmation page)

  • Name the project (provided that this option has been activated by the System Admin)

  • Choose a source language

  • Choose target languages

  • Choose a default subject matter from a drop-down menu

  • Add reference files to help the linguist

  • Add comments to customize a request

  • Pay for translation (provided that such option has been activated by the Admin)

Requesting translation by logged-in users
  1. Log in to your XTM Portal account.

  2. Click Request Translation to place your translation order and upload files for translation.

  3. Choose the source and target languages, add a project name and the domain of your translation along with any reference materials or comments you may have.

  4. Click Next to choose a translation option, determine the number of translation copies or translation delivery method, and see the price estimate generated by XTM before you decide to buy the service. At this point, you can also cancel your request.

  5. Click Next to receive a Request Confirmation. You can also add or edit your comments.

  6. Click Next to create a task in XTM and be redirected to Secure Payments. You will be presented with a proposal before making a payment.

  7. Click Proceed to payment.

Tip

Users can cancel their project requests at any point before they confirm the translation request. Abandoning the process means that the project will be assigned a “Deactivated” status in XTM and will not be visible on the project listing page in XTM Portal.

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Translation request

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Choosing translation options and other criteria

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Adding comments

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Confirmation of the translation request

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Billing details

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Email sent from XTM Portal informing you that a project has been created in XTM

Credit Card Payment Options

XTM supports SagePay to process credit card payments; other methods will require custom development (e.g. PayPal).

If the SagePay functionality is not required, it can be disabled.

Note

SagePay gateway takes payments in USD, EUR, and GBP.

To finalize the translation order, the Requester needs to follow the on-screen instructions. Once the transaction is processed, a confirmation message will be displayed.

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SagePay transaction details view

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Providing card details – form

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Card details form

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Processing the payment transaction

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Message confirming the payment transaction

Tracking and downloading projects

Once the translation request has been sent to XTM, an analysis of cost estimates begins.

Under the XTM Projects tab, the Requester can see

  • the project name

  • source and target languages

  • the date on which the project was created

  • its due date

  • status

  • cost estimates

  • the time and date on which the costs were estimated - the last column is particularly helpful if project cost estimates have been changed in XTM – the date and time always correspond to the most recent estimation

Project statuses are updated automatically as they change within XTM.

XTM Portal offers a search bar where you can look for any of your projects by:

  • IDs

  • project name

  • source and target languages

  • date created

  • status

  • estimates

  • date estimated

Two additional icons on the right indicate:

Cost estimates are prices roughly calculated based on the costs and rate cards set up in XTM. The figures displayed on the XTM Project list may change if XTM Project Managers calculate the costs of the projects again.

When the project is finished in XTM, the user has to generate the cost to check if it has changed.

Note

Emails received by the Requesters linked to Customer PMs are sent from XTM, but this option can be switched off by the XTM Support Team to avoid receiving the same email twice.

Finished projects can be downloaded by clicking the menu bars-solid.png and then Download target file cloud-upload-alt-solid.png.

XTM_Projects.png

XTM Projects tab

Important

XTM will automatically archive all projects that fit into these categories:

  • Finished projects that have not been used for 5 days

  • Unfinished projects that have not been used for 15 days

Get estimates of the XTM Project
  1. Go to the menu bars-solid.png next to your project.

  2. Click Get estimates.

Archive project
  1. Go to the menu bars-solid.png next to your project.

  2. Click Archive project.

Customized Request Translation (Create pages with customizable workflow, templates, and cost estimates)

Creating and editing content in Silverstripe

Silverstripe offers tools to customize the landing page with your branding and content. You can create as many additional pages within the Silverstripe as you need.

Under the Pages tab, select Customized Request Translation (Create pages with customizable workflow, templates, and cost estimates) to edit. Go to the Content tab on the toolbar. Choose which fields you want to edit:

  • Main Content

  • Translations

  • Files

  • Estimation

  • Custom Fields

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Customized Request Translation: Main Content tab

The content of each of these sections is easily configurable and you can decide whether any new pages should be added. Input your desired changes and click the Save draft or Save & publish buttons.

In Content you can:
  • name your page (requires changing your page web address)

  • change URL segment

  • name your page the way you want it to be visible in the XTM Portal navigation panel

  • add content and metadata to your page

  • upload your customized Subject Matters (see here)

  • enable setting due dates for projects in XTM Portal

  • enable Project name field in the translation order form, so that translation requester Enabling the Date custom field will result in two Date fields being visible on the XTM Portal order form. The customized Date will override the date set up in the order forms can give their projects customized names

  • enable default templates. This option activates all XTM template configurations: linguists, source and target languages are populated into XTM Portal, however, they can be modified within XTM Portal before the translation request is sent to XTM

  • Add an additional email address to receive information about the project so that the information about the progress of the project can be shared

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Customized Request Translation: Content tab

In Translations you can:
  • add translations of your pages if you decide to display XTM Portal in different languages

  • choose which languages your pages will be available, and the way your different language pages will look (see here)XTM Portal configuration within Silverstripe

Translations_Customized_Request.png

Customized Request Translation: Translations

In Files you can:
  • organize documents and other files

  • determine what kind of file extensions can be uploaded for translation

  • set a limit on their size

Note

Access to files can be limited to authenticated users based on the assigned user permissions.

Files_Customized_Request.png

Customized Request Translation: Files

In Estimation you can:
  • determine what your cost estimates are based on – either Proposal or Costs based on rate cards

  • generate costs based on rate cards and using

    • Metrics

    • Current metrics

    • Time or metrics

    • Time or current metric

  • assign a dummy user id and use the dummy user for the entire workflow. For more details, see Project estimates.

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Customized Request Translation: Estimation

In Custom Fields - you can:
  • enable which custom fields you want to apply to your projects. For more about custom fields and their configuration in XTM see Creating custom fields

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Customized Request Translation: Custom Fields

Note

One of the options here is creating a due date custom field. It may happen that two due date fields can be seen on the Request Translation page: the Portal due date and the XTM due date. In such a case, Portal due dates override any of the due dates set up in XTM, and only Portal due dates are visible on the Portal project listing page.

Requesting a translation

In XTM Portal, when a requester clicks the Request Translation tab, they are taken to a standard screen to create a translation request. The available options are:

  • Upload or drop a file

  • Paste text (no limit on the number of characters, however only the first 250 words will be visible on the translation confirmation page)

  • Choose a template from the dropdown menu (see template configuration in XTM)

  • Add reference files to help the linguist

  • Add comments to customize a request

Create a translation request
  1. Choose Files to translate. Choose Template from the dropdown. Click Next.

  2. Choose Source and Target language, Due date and Project name. Click Send request.

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Creating a translation request

The task is submitted to XTM which will create a project and send the files for analysis. A confirmation email will be sent from XTM Portal to the Requester.

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Project created

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Confirmation sent to the Requester

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Email confirming that a project has been finished sent to the Requester

Tracking and downloading projects

Once the translation request has been sent to XTM, an analysis of cost estimates begins.

Under the XTM Projects tab, the Requester can see

  • the project name

  • source and target languages

  • the date on which the project was created

  • its due date

  • status

  • cost estimates

  • the time and date on which the costs were estimated - the last column is particularly helpful if project cost estimates have been changed in XTM – the date and time always correspond to the most recent estimation

Project statuses are updated automatically as they change within XTM.

XTM Portal offers a search bar where you can look for any of your projects by:

  • IDs

  • project name

  • source and target languages

  • date created

  • status

  • estimates

  • date estimated

Two additional icons on the right indicate:

Cost estimates are prices roughly calculated based on the costs and rate cards set up in XTM. The figures displayed on the XTM Project list may change if XTM Project Managers calculate the costs of the projects again.

When the project is finished in XTM, the user has to generate the cost to check if it has changed.

Note

Emails received by the Requesters linked to Customer PMs are sent from XTM, but this option can be switched off by the XTM Support Team to avoid receiving the same email twice.

Finished projects can be downloaded by clicking the menu bars-solid.png and then Download target file cloud-upload-alt-solid.png.

XTM_Projects.png

XTM Projects tab

Important

XTM will automatically archive all projects that fit into these categories:

  • Finished projects that have not been used for 5 days

  • Unfinished projects that have not been used for 15 days

Get estimates of the XTM Project
  1. Go to the menu bars-solid.png next to your project.

  2. Click Get estimates.

Archive project
  1. Go to the menu bars-solid.png next to your project.

  2. Click Archive project.