Request Translation
There are two Request Translation sites available in XTM Portal:
Standard Request Translation: you can create pages with standard XTM configuration and workflows
Customizable Request Translation: you can create pages with customizable workflow, templates, and cost estimates
Standard Request Translation (Create pages with standard XTM configuration and workflows)
Creating and editing content in Silverstripe
Under the Pages tab, select Standard Request Translation.
Go to the Content tab on the toolbar. Choose which tabs you want to edit:
The content of each of these sections is easily configurable. Input your desired changes.
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
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
Log in to your XTM Portal account.
Click Request Translation to place your translation order and upload files for translation.
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.
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.
Click Next to receive a Request Confirmation. You can also add or edit your comments.
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.
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.
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.
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 ID
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
check the project's Final costs – the value equals project's costs that have been generated and approved by the PM. The value will only be visible if the XTM Cloud PM successfully generates project costs under Estimates > Costs and sets the value of the General info > XTM Portal cost status parameter to Approved
check the Cost status – the column displaying the current value of the Cost status parameter from XTM Cloud:
Not set
Approved
To be approved
Not required
check the Cost ID by hovering over the icon – the value will only be visible if the XTM Cloud PM successfully generates project costs under Estimates > Costs and sets the value of the General info > XTM Portal cost status parameter to Approved
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
In your XTM Portal UI, go to XTM Projects.
Click the project’s context menu next to your project and select the Download target file .
Downloading source files and reference materials
In your XTM Portal UI, go to XTM Projects.
Click the project's context menu icon to the left of the selected project and select as needed:
Download source files – it is possible to download the most recent versions of all source files available for the respective project in XTM Cloud
Download reference materials – 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
In your XTM Portal UI, go to XTM Projects.
Click the project's context menu next to your project.
Click Get estimates.
Archiving project
In your XTM Portal UI, go to XTM Projects.
Click the project's context menu next to your project.
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:
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:
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
Go to the Pages tab in your domain and select Customizable Request Translation.
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
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
Go to the Pages tab in your domain and select Customizable Request Translation.
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
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
Go to Pages and select Customizable Request Translation – RTE.
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.
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.
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:
|
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 for a given customer in XTM Cloud |
Add reference files | Upload reference files to your project | Optional | Files (drop zone) | Valid values are files with the supported extensions:
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 |
Select Files to translate. Select Template from the dropdown. Click Next.
Select Source and Target language, Due date and Project name. Click Send request.
The task is submitted to XTM which will create a project and send the files for analysis.
Email notifications in XTM Portal
XTM Portal Requester will receive an email confirmation:
once the project has been successfully created in XTM
with the information about the project due date once all tasks in the project are accepted in the Enforce task or project acceptance procedure - if this option has been enabled by the XTM Portal Administrator
once the project has been finished
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 ID
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
check the project's Final costs – the value equals project's costs that have been generated and approved by the PM. The value will only be visible if the XTM Cloud PM successfully generates project costs under Estimates > Costs and sets the value of the General info > XTM Portal cost status parameter to Approved
check the Cost status – the column displaying the current value of the Cost status parameter from XTM Cloud:
Not set
Approved
To be approved
Not required
check the Cost ID by hovering over the icon – the value will only be visible if the XTM Cloud PM successfully generates project costs under Estimates > Costs and sets the value of the General info > XTM Portal cost status parameter to Approved
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
In your XTM Portal UI, go to XTM Projects.
Click the project’s context menu next to your project and select the Download target file .
Downloading source files and reference materials
In your XTM Portal UI, go to XTM Projects.
Click the project's context menu icon to the left of the selected project and select as needed:
Download source files – it is possible to download the most recent versions of all source files available for the respective project in XTM Cloud
Download reference materials – 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
In your XTM Portal UI, go to XTM Projects.
Click the project's context menu next to your project.
Click Get estimates.
Archiving project
In your XTM Portal UI, go to XTM Projects.
Click the project's context menu next to your project.
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