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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)

Standard_request_translation.png

Standard Request translation – XTM Portal view

Creating and editing content in Silverstripe

  1. Under the Pages tab, select Standard Request Translation.

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

    1. Content

    2. Localization

    3. Files

    4. Delivery Services

    5. Translation Options

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

  4. Select the Save & Publish buttons.

Content tab

In the Content tab 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

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

Required_Subject_Matters_format___CSV_file.png

Required Subject Matters format – CSV file

Localization tab

In the Localization 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

Files tab

In the Files tab you can:

  • organize documents and other files

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

  • set a limit on file size

Note

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

Delivery Services tab

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

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

Translation Options tab

In the Translation Options tab 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.

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 XTM Portal Administrator)

  • Choose a source language

  • Choose target languages

  • Choose a default subject matter from a dropdown 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 XTM Portal Administrator)

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. Select 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 select 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.

As a result: You will receive an email from XTM Portal informing you that a project has been successfully created in XTM.

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.

Request_Translation_Julie.png

Translation request

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Choosing translation options and other criteria

Adding_comments.png

Adding comments

Confirmation_of_the_translation_request.png

Confirmation of the translation request

Billing_details.png

Billing details

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.

SagePay_transaction_details_view.png

SagePay transaction details view

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Providing card details – form

Card_details_form.png

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's Name

  • check the project's Status

  • check the Source language

  • check the Target languages

  • check the Date created – the date on which the project was created

  • check the project's Due date

  • check cost Estimates

  • check Date estimated – the time and date of the most recent estimation

  • download target files by language as soon as they are ready

Project statuses are updated automatically as they change within XTM Cloud.

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:

Downloading project's target file
To download project's target file:
  1. In your XTM Portal UI, go to XTM Projects.

  2. Click the project’s context menu bars-solid.png next to your project and select the Download target file cloud-upload-alt-solid.png.

XTM_Projects.png

XTM Projects tab

Downloading source files and reference materials
To download source files and reference material from the Project page:
  1. In your XTM Portal UI, go to XTM Projects.

  2. Click the project's context menu icon bars-solid.png to the left of the selected project and select as needed:

    • Download source files cloud-upload-alt-solid.png – it is possible to download the most recent versions of all source files available for the respective project in XTM Cloud

    • Download reference materials cloud-upload-alt-solid.png – it is possible if files have been uploaded either to XTM or XTM Portal

    The project creator has successfully downloaded source files or reference materials to the local workstation.

Getting estimates of the XTM Project
To get estimates of the XTM Project:
  1. In your XTM Portal UI, go to XTM Projects.

  2. Click the project's context menu bars-solid.png next to your project.

  3. Click Get estimates.

Archiving project
To archive project:
  1. In your XTM Portal UI, go to XTM Projects.

  2. Click the project's context menu bars-solid.png next to your project.

  3. Click Archive project.

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

Customizable 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 Customizable 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:

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Customizable Request Translation: Content tabs

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.

Main content tab

In the Main content tab 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

Additional settings tab

In the Additional settings you can:

  • Upload your customized Subject Matters (see here)

  • Enable setting due dates for projects in XTM Portal. 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

  • Enable Project name field in the translation order form, so that the translation Requesters can give their projects customized names

  • Enable default workflows. This option applies the Default workflow to set up projects in XTM (the Portal UI users cannot see the default workflow setting).

  • 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

  • Configure uploading reference materials. This option enables Administrators to display Reference materials field in the translation order form to let users upload reference files to their project.

  • Configure adding comments. This option enables Administrators to display Add comments field in the translation order form to let users add a comment about their project.

Additionally, you can configure access to the translation order form's project details.

See also Additional settings for more information about the parameters.

Configuring access to the translation order form's project details
To configure access to the translation order form's project details for XTM Portal users:
  1. Go to the Pages tab in your domain and select Customizable Request Translation.

  2. In the Content tab on the toolbar go to Additional settings and:

    • select checkboxes next to the parameters XTM Portal users should have access to on the translation order form under the Customizable Request Translation of their XTM Portal:

      • Subject Matter

      • Deadline

      • Project name

      • Available templates

      • Additional email address

      • Reference materials

      • Comments

    • clear checkboxes next to the parameters XTM Portal users should not have access to on the translation order form under the Customizable Request Translation of their XTM Portal:

      • Subject Matter

      • Deadline

      • Project name

      • Available templates

      • Additional email address

      • Reference materials

      • Comments

  3. Click Save and then click Publish.

    The project creator can now have access to the translation order form's project details as configured by the Administrator.

Defining access to template types on the translation order form for XTM Portal users
To define access to template types on the translation order form for XTM Portal users available under the Customizable Request Translation tab:
  1. Go to the Pages tab in your domain and select Customizable Request Translation.

  2. In the Content tab on the toolbar go to Additional settings and from the Available templates drop-down list select which templates should XTM Portal users have access to on the translation order form available under the Customizable Request Translation:

    • All templates to enable XTM Portal users to access all templates (both the XTM global and customer ones)

    • Global templates only to enable XTM Portal users to access global templates only

    • Customer templates only to enable XTM Portal users to access customer templates only

  3. Click Save and then click Publish.

    The project creator can now have access to templates as configured by the Administrator.

Localization tab

In the Localization 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

Files tab

In the Files tab 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.

Estimation tab

In the 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

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

Custom Fields

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

Checking which custom fields have been already mapped in SSO
To check which custom fields have been already mapped in SSO:
  1. Go to Pages and select Customizable Request Translation – RTE.

  2. In the Content click the Custom Fields tab and the custom fields already mapped in SSO will be greyed out.

    Tip

    This prevents users from disabling custom fields by mistake.

When logged as SSO user to your XTM Portal, if you go to Customizable Request Translation – RTE page and start your project, in the Add details window you will see the XTM custom field you have configured. Its value is retrieved from your SSO. With the Allow users to edit value upon requesting translation option enabled, users can edit it and send a Customizable Request Translation to XTM with that custom filed. Text fields can carry information such as cost center and company name.

rte_custom_field_config_RESULT.png

Customizable Request Translation – RTE: custom field configured

Requesting a translation

In XTM Portal, when Requesters click 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

For the full list of the available options, see Customizable Request Translation order form parameters.

Customizable Request Translation order form parameters

This section provides information about mandatory and optional parameters you need to define to request project translations in XTM Portal using the Customizable Request Translation order form.

Table 2. Customizable Request Translation translation order form parameters

Parameter

Description

Mandatory/Optional

Type

Valid values

Due date

Set a deadline for your projects

Optional

Date picker

Valid values in the format:

YYYY-MM-DD HH:SS

Files to translate

Upload or drop a file, or click to paste text

Mandatory

Files (drop zone)

Text field

Valid values:

  • Files - the maximum size of upload in megabytes is determined by the XTM Portal Administrator and is set by default to 100MB. Drop zone empty by default.

    For the supported file extensions, see the valid values of the Add reference files parameter in this table.

    The XTM Portal Administrator can narrow the list down.

  • Text - alphanumeric and unlimited number of characters. Empty by default.

Source language

Specify the source language of your translation project

Mandatory

Dropdown

Valid values as defined for a given customer in XTM Cloud Language combinations under Customers

Target language

Specify the target language(s) of your translation project

Mandatory

Dropdown

Valid values as defined for a given customer in XTM Cloud Language combinations under Customers

Subject matter

Select the subject matter of their project

Optional

Dropdown

Valid values as defined by the XTM Portal Administrator

Add reference files

Upload reference files to your project

Optional

Files (drop zone)

Valid values are files with the supported extensions:

  • ai

  • ascx

  • asp

  • aspx

  • bmp

  • coti

  • csv

  • dita

  • ditamap

  • doc

  • docx

  • eps

  • fxg

  • gif

  • html

  • idml

  • inc

  • indb

  • indd

  • ini

  • inx

  • jpeg

  • jpg

  • json

  • md

  • mif

  • mqxliff

  • odp

  • ods

  • odt

  • po

  • pot

  • pdf

  • png

  • ppt

  • pptx

  • properties

  • props

  • psd

  • rc

  • resx

  • resw

  • rtf

  • sdf

  • sdxliff

  • shtm

  • shtml

  • srt

  • stf

  • str

  • strings

  • stringsdict

  • svgz

  • sxd

  • sxw

  • tpl

  • ts

  • ttx

  • txt

  • txml

  • vdx

  • xhtml

  • xlf

  • xliff

  • xls

  • xlsm

  • xlsx

  • xml

  • yaml

  • zip

The XTM Portal Administrator can narrow the list down.

Empty by default

Template

Select the XTM Cloud project template for your new project

Mandatory (if set by the XTM Portal Administrator)

Dropdown

Project templates as defined in XTM Cloud

Additional email address

Specify an additional email address of an additional receiver of information about the project.

Optional

Text field

Alphanumeric

Valid email address

Empty by default

Add comment

Add a comment about your project

Optional

Text field

Alphanumeric, up to 1900 characters

Empty by default

Project name

Name projects to your liking

Mandatory (if set as the Obligatory by the XTM Portal Administrator)

Optional (if not set as the Obligatory by the XTM Portal Administrator)

Text field

Alphanumeric, up to 120 characters, can contain special characters associated with a given language, and special characters such as: !@$%^&()[]~_-#+=.,`

Empty by default

Comments

Edit the summary of data provided in the Add comment field while creating a project

Optional

Text field

Alphanumeric


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

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

XTM_Portal_Add_custome_translation_21_1.png

Creating a translation request

CustomRequest_2.png

Add details to Customizable Request Translation

The task is submitted to XTM which will create a project and send the files for analysis.

Project_created.png

Project created

Email notifications in XTM Portal

XTM Portal Requester will receive an email confirmation:

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's Name

  • check the project's Status

  • check the Source language

  • check the Target languages

  • check the Date created – the date on which the project was created

  • check the project's Due date

  • check cost Estimates

  • check Date estimated – the time and date of the most recent estimation

  • download target files by language as soon as they are ready

Project statuses are updated automatically as they change within XTM Cloud.

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:

Downloading project's target file
To download project's target file:
  1. In your XTM Portal UI, go to XTM Projects.

  2. Click the project’s context menu bars-solid.png next to your project and select the Download target file cloud-upload-alt-solid.png.

XTM_Projects.png

XTM Projects tab

Downloading source files and reference materials
To download source files and reference material from the Project page:
  1. In your XTM Portal UI, go to XTM Projects.

  2. Click the project's context menu icon bars-solid.png to the left of the selected project and select as needed:

    • Download source files cloud-upload-alt-solid.png – it is possible to download the most recent versions of all source files available for the respective project in XTM Cloud

    • Download reference materials cloud-upload-alt-solid.png – it is possible if files have been uploaded either to XTM or XTM Portal

    The project creator has successfully downloaded source files or reference materials to the local workstation.

Getting estimates of the XTM Project
To get estimates of the XTM Project:
  1. In your XTM Portal UI, go to XTM Projects.

  2. Click the project's context menu bars-solid.png next to your project.

  3. Click Get estimates.

Archiving project
To archive project:
  1. In your XTM Portal UI, go to XTM Projects.

  2. Click the project's context menu bars-solid.png next to your project.

  3. Click Archive project.

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