Memsource Cloud User Manual

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Contents

Introduction

This User Manual is intended for administrators and projects managers of Memsource Cloud. It describes the main components, features and how to control them through the web-based user interface.

This User Manual applies to the current version of Memsource Cloud.

If you have not done so already, first read through our Getting Started Guide and watch this video to learn the essentials of working in Memsource Cloud.


User Management

Users are managed under Users in the upper right corner of the Memsource Cloud user interface.

User management and the types of users that are available in the various Memsource editions represent an important differentiator:

Personal edition

Freelancer edition

Team Start edition

Team and Ultimate editions

User Licensing

With the exception of the Personal edition, which is free, the monthly subscription price is based on the number of users licensed. Linguist users may not be licensed separately but are always provided in a package with a project manager license. For instance, the Team Start, Team and Ultimate editions come with 10 linguist accounts per project manager/administrator.

Unlimited Number of Users

Active and inactive users

The Team and Ultimate editions make it possible to create an unlimited number of users. The licensing limitation (the number of purchased project manager user accounts) applies to the number of active users in the organization's Memsource account at any given time.

For example, if an organization subscribes to 5 project manager accounts, they can create any number of PM accounts but only 5 PM users can be active at any given time. The same applies to linguist users. Administrator and project manager users control which users are active and which are inactive in Setup - Users.

The Team Start edition, in contrast, does not have the active/inactive user feature. Once the number of users reaches its limit in the Team Start edition, new users can only be added if some of the existing users are deleted. Once a user is deleted, the user cannot be recovered from the recycle bin and a new user with an identical username (that of a deleted user) cannot be created.

The Team Start edition can therefore be used for a more or less stable team of a limited number of users, while the Team and Ultimate editions can be used for large and fluctuating teams of linguists.

Login History

Login History

Administrators and Project Managers can view and/or download 3 months of login history for all users. The login history is available from the Users page and by customizing the displayed columns via this icon at the top right of the page and selecting Login History.

Email Login

The Email Login button makes it possible to send login information to any number of users. There is an email template that is associated with this step and users, upon receiving the login information, will be able to generate a password for themselves.

Administrators

The administrator user is at the top of the Memsource user hierarchy and consequently has maximum rights, such as:

In terms of licensing the administrator and project manager are fully interchangeable. This means that if an organization subscribes to 5 project manager accounts, they can create 5 administrator users or 5 project manager users or any combination of the two types.

Project Managers

Project manager users have almost the same level of rights as administrator users with certain exceptions:

Project Manager User Rights Customization

The project manager role can be heavily customized and be set as the Owner (see bellow).

* If both client and business units are specified, only projects, templates, TM or TB with both conditions will be available.

Owner

In addition any PM can be assigned as the Owner of project, project template, TM or TB created by other user and gain the same user rights as if it was created by them.

PM can be set to not have a right to view/edit/delete projects created by other users, unless is set as the Owner of the project.

Linguists

The main purpose of the linguist user role is to translate/edit/proofread, etc. This is a typical scenario related to the linguist user role:

  1. A project manager or administrator user creates a linguist user.
  2. Assigns a translation job to the linguist.
  3. The linguist user signs in to the linguist portal and completes the assignment.

This type of scenario is typical for translation companies and the linguist user has indeed been designed for their freelancers. Therefore, linguists are not allowed to do any project management tasks or change project settings for the jobs they have been assigned. They are, however, offered a number of features through the linguist portal, related to the job they have been assigned:

The linguist user can decide whether to complete the assignment in Memsource Editor or Memsource Web Editor, unless file downloads are blocked by the project manager. In that case only Memsource Web Editor is available.

The Team and Ultimate editions also support an additional feature related to linguist users. Memsource "learns" based on previous linguist assignments and automatically suggests relevant linguists to project managers when assigning jobs. The information on linguists' previous assignments is saved to the user detail page and can be also manually edited.

Custom setting for Linguist Roles

Linguist detail page

Linguist role can be customized using following options (some available only in specific Editions):

Linguist's Relevancy may be set up manually when creating or editing Linguist or you can allow Memsource to "learn" these attributes based on you assigning the linguists to the specific workflow steps.

Guests

This user role is available in the Team and Ultimate editions only. It is very similar to the project manager user role except that it is limited to projects, translation memories or term bases of a specific client. Just like the project manager user role, the guest user role can be highly customized. The guest role can be provided to users to do any of the following (but always limited to data of a specific client):

Guest User Rights Customization

The guest user role can be highly customized.

Projects

A project is the central elements of Memsource Cloud where its main components (translation jobs, translation memories and term bases) are combined together.

For instance, to translate a file through Memsource Cloud, a project needs to first be created, only then the file for translation can be added.

Creating a Project

When creating or editing a project, the following fields are available:

Watch a video on creating a new project.

Supported Languages

Memsource Cloud currently supports over 300 languages.

Project Settings

Project settings

Machine Translation

Select one of the available machine translation engines or set this option to Disabled for your project.

To add more machine translation engines, go to Setup - Machine Translation (only available to administrator users). Consult the Machine Translation section in our wiki if needed.

Analysis

Set the default analysis for your project. This settings is connected to the Job Analysis window with 2-way interaction. Any changes made in Job Analysis settings will be saved in Project settings and vice versa. See Analyze for more details.

Pre-translation

Set default Pre-translation for your project. This setting is connected to the Job Pre-translation window with 2-way interaction. Any changes made in Job Pre-translation settings will be saved in Project settings and vice versa. See Pre-translate for more details.

Project Status Automation

Project Status Automation rules enable users to configure when a project‘s status should be automatically changed. Project Status Automation rules can be saved in a Project Template and therefore used together with Automation Widget or Automated Project Creation to achieve a completely automated process without Project Manager’s involvement.

All options are deselected by default and can be modified on account level in Setup, and on project level in Project Settings. The options are as follows:

Quality Assurance

Select what checks should be performed when the quality assurance is launched for any of the project's translation jobs.


Job QA Status

Whenever a QA is launched for a job, the outcome of the QA is saved with the translation job. If you hover over the "i" in the blue circle in your project, an info box appears that includes the QA status related to the job, for instance:

Access & Security

Spellchecker

File Renaming in Project

File renaming can be set in general Setup (effecting newly created projects) or for individual projects.

Please see chapter File Renaming for details

Financials

Workflow

A Project with 4 Workflow Steps

The workflow feature is only available to users of the Team and Ultimate editions. Workflow makes it possible to maintain multiple versions of a translation job in a project. For instance, a typical workflow could be translation -> editing -> proofreading. These are called workflow steps and they can be customized in the Workflow Steps section of the Setup.

To start using workflow in an existing project, click on the Edit button at the top right of a project page to edit the project settings. Then click on Workflow at the bottom of the Settings section and select the workflow steps you want to activate for the project. For new projects, workflow can be activated immediately during project creation.

Workflow steps have a hierarchical structure, which is determined by their order in the Workflow Steps Setup. Whenever a segment is confirmed in a workflow step, it is propagated to a higher workflow step where its status is unconfirmed. As long as it remains unconfirmed and unedited, any changes to that segment will continue to be propagated from the lower workflow step. However, once the segment is edited or confirmed in the higher workflow step, changes from the lower workflow step will cease to be propagated.

Memsource deliberately does not directly support different attributes of the linguist role, such as translator, proofreader, editor, checker... The workflow feature makes it possible to design your own workflow steps and then assign specific linguists to them. In this way each linguist will be assigned a specific task in a project (translation, proofreading, editing, checking...) and this also determines their role in the project. This role is recorded in the linguist user's profile and the next time a project manager is in the process of assigning linguists to a job, the linguists who were used for a specific workflow step previously, will be offered as relevant.

Project Management

Project Filter

Project filter

The project filter is activated by clicking on the filter icon at the top right of a project list, selecting desired items and clicking on the Magnifying glass icon. Projects can be filtered by:

Save a Project Filter

Once projects have been filtered, the filter can be saved through the Save filter as submenu.

Project Column Customization

Users may select the project columns which they wish to have displayed by clicking on the column icon at the top right of a project list and selecting the columns to be displayed.

Dashboard

Dashboard

Click on Dashboard and open the job statistic for the current project, sorted by target language

Hover the mouse over the progress bar to obtain more details in tooltip. Click on the language button to receive jobs of a specific language filtered.

Job Filter

Job filter

The job filter is very useful to filter jobs by:

Job History

Job details are displayed when mouse is hovered over individual icons: Job-history all.png

  1. Job number displays ID of the downloaded mxliff
  2. Job's Confirmed percentage displays details about the segments and Quality Assurance.
  3. File type icon displays the job import settings. Clicking on the "Create a new job" link will show import details and will also allow you to import a new file with exactly the same settings.
  4. Job's Status shows when and by whom was the job Created, Emailed, Completed etc.

Example:

Job-history.png

Selecting Translation Memories for Projects

Selecting a TM for a project

There are two ways of selecting a translation memory for a project:

  1. Click on the Create New button to create a new TM and select it for your project at the same time.
  2. Click on the Select button to select an existing TM for your project. Select the Read and Write checkboxes in the new window next to the desired TM and click on the Save button (do not click on the TM name).

The sections below explain the available options when selecting a TM for a project.

Translation Memory Read Mode and Write Mode

One or more TMs can be selected for a project. As many as 10 TMs can be selected in the Read mode. Only two TMs can be selected in the Write mode.

The read and write mode explained:

Relevant Translation Memories

This feature makes it easier for project managers to select the right translation memories by offering them Relevant translation memories automatically. Translation memories are offered as relevant during the selection process when the TM and the project share one of these:

Reverse Translation Memory

Memsource Cloud allows for selecting TMs which have a reverse source-target language as opposed to the project's languages. E.g. a TM en->de can be selected for a de->en project.

Reverse TMs can only be selected in the read mode for a project.

Selecting Translation Memories with different locales

Memsource allows for adding TM to a project with the same language but a different locale. For example, project DE - EN_US can have assigned TM DE - EN_GB. Generally, all languages with the same prefix can be added (en, en_gb, en_uk...).

For certain languages, however, the code has a different prefix - for example, Norwegian has the code "no" and Norwegian (Bokmål) has the code "nb-NO” - these two languages cannot be mixed.

Selecting Translation Memories for Projects with Multiple Target Languages

When selecting TMs for projects with multiple target languages, the user can decide whether to select a TM that matches all the project's target languages or whether to select TMs for just specific target languages.

Selecting Translation Memories for Projects with Workflow

When selecting TMs for projects with workflow, the user can decide whether the same translation memories should be selected for all of the project's workflow steps, or whether each workflow step should have its own TM setup.

Setting Penalties for Translation Memories

TMs with penalties in a project

Any translation memory can be penalized by setting the appropriate penalty for it. The penalty can be set when selecting a TM for a project. After a penalty has been set, TM matches originating from that translation memory will be impacted by the penalty in Memsource analysis, pre-translation, in Memsource Editor, etc. Memsource Editor will display an arrow pointing downwards for all penalized TM matches in the CAT panel.

Selecting Term Bases for Projects

Selecting a TB for a project


There are two ways of selecting a term base for a project:

  1. Click on the Create New button to create a new TB and select it for your project at the same time
  2. Click on the Select button to select an existing TB for your project. Select the Read and Write checkboxes in the new window next to the desired TB and click on the Save button (do not click on the TB name).


The sections below explain the available options when selecting a TB for a project.

Term Base Read and Write Mode

One or more TBs can be selected for a project. Only one TB can be selected in the Write mode. As many as 10 TBs can be selected in the Read mode.

The read and write mode explained:

Relevant Term Bases

This feature makes it easier for project managers to select the right term bases by offering them Relevant TBs automatically. Term bases are offered as relevant during the selection process when the TB and the project share any of these:

Selecting Term Bases with different locales

Memsource allows for adding TB to a project with the same language but a different locale. For example, project DE - EN_US can have assigned TB DE - EN_GB. Generally, all languages with the same prefix can be added (en, en_gb, en_uk...).

However, for certain languages the code has a different prefix - for example, Norwegian has code "no" and Norwegian (Bokmål) has code "nb-NO” - these two languages cannot be mixed.

Selecting whether Quality Assurance Is Applied

A term base will be included into the quality assurance check if the checkbox under the QA column is checked.

Selecting Term Bases for Projects with Multiple Target Languages

When selecting TBs for projects with multiple target languages, the user can decide whether to select a TB that matches all the project's target languages or whether to select TBs for just specific target languages.

Reference Files

One or more reference files can be attached to a project. The files will be available to linguist users for download in the linguist portal.

Project Templates

Project templates make it possible to speed up project creation of repetitive projects and also reduce the risk of human error. Any project can be saved as a template through the Save as button located in the project detail page.

The following settings can be saved/edited in a project template:


Automatically, based on the original project, the following features will be set (not editable):

Clone Projects

Any project can be cloned through the Save as button located in the project detail page. Cloned projects inherit project settings from the original project (e.g. attached Translation memories and Termbases, Workflow, Pre-translation and Machine translation settings, source and target languages, Client, Domain, etc.).

Automation Widget

The Automation Widget makes it extremely easy for anyone to submit new translation jobs into Memsource, receive an instant word count and even a quote. All a person needs to do is click on a link (from a website or Intranet) and upload the files for translation. No Memsource login information is needed. Automation Widget is available for all editions except Personal and 1+Freelancer.

A dedicated page on the Automation Widget provides more details.

Shared Projects

A shared project

Shared projects make it possible for separate organizations in Memsource Cloud to collaborate, while using their own resources (translation memories, term bases, users...). For instance:

Shared project feature is available for TEAM and ULTIMATE edition. A dedicated page on Shared Projects provides more details.

Jobs

Jobs can be found under the project. Each job represents a file for translation into a specific target language. If file X is to be translated from e.g. German to English and also Italian, two jobs will be created:

See chapter Job history to learn, how details of the job can be displayed.

New

Create new jobs - step 1

To create a new job, click on the New button. A new window will open where the following gets entered:

Create new jobs - step 2

Projects with Workflow (Edition TEAM and ULTIMATE) has these settings repeated for each workflow step.

File Import Settings

Create new jobs - Import settings

These settings influence what content gets imported from a source file into the MXLIFF file for translation. Memsource supports over 20 file formats. Some of them are not listed below as custom file import settings are not supported for them. The settings are saved with projects and can be customized for the following file formats:


For certain file types the option Convert to Memsource tags (use regexp) is available. You can use regular expression to import a specific text as tags.

Also importing of Maximal target length and Context Note is supported for specific file formats.

Supported File Formats

Imported File Limits

Automated Back Conversion

During the import of any MS Office file, the Memsource script checks if the exported file can be actually opened in its native MS Office.

For example, when you are importing a MS Word file, Memsource pseudo-translates it in the background and checks that it can be correctly exported and opened in MS Word. If this test fails, Memsource displays an error message and disables the file for translation. This check is performed against MS Office 2010. In some extremely rare cases, it could be that a file successfully opens in an MS Office 2010 application but not in its older 2007 version.

The back conversion test is useful because it prevents extremely frustrating situations involving not being able to open a translated file in its native application, a problem that most CAT tools struggle with at times.

Importing Multiple Files at Once

Multiple files can be imported at once with most web browsers (except for Internet Explorer 8 or lower). To import a directory structure, zip it first and then import it as a zip file. Read more about importing zip files.

Edit

The Edit button allows for editing job information in single or multiple jobs at once. To do the latter, simply select all the jobs you wish to be edited and hit the Edit button.

Editing jobs

The following information can be edited:

Editing Multiple Jobs

Editing multiple jobs

When editing multiple jobs, you can disable certain form fields by clicking on x on their right side. This field will be hidden and will remain unchanged. For example, when you need to change the status of the jobs assigned to different linguists - disable (hide) Linguist field, change Status and Save it. The Status will be changed for all the jobs while the Assigned Linguists will remain unchanged.

When multiple jobs are selected for editing, yellow triangle with an exclamation mark will be displayed with a tooltip reminder that values will be overwritten for all the selected jobs.

Assigning Jobs to Linguists

To assign job(s) to a linguist, select the job(s), click on the Edit button, select one or more Linguists (see Multiple Linguists for details) and click on Save.

Relevant Linguists

Relevant linguists

The Team and Ultimate editions will help suggest relevant linguists when available. A linguist will pop up as relevant when some of the project and/or job attributes match the linguist user attributes, such as:

Clone Job

Clone job.png

Cloning of jobs is available only in projects with multiple target language.

Project manager can now upload job to only one target language, prepare it (copy source to target non translatable segments, confirm and lock them, or just lock segments which should not be touched) and then select this job and Clone it into other target languages.

When cloning the jobs, PM can assign linguists and select "Notify" option in the same manner as when creating new jobs.

Download

Download-menu.png

The Download menu allows the user to download the following:

When downloading multiple original or completed files at once, they will be automatically zipped. In multilingual projects, the ZIP will have a special language structure: one folder for each target language.

For best results, we recommend extracting zip files with WinZip, WinRAR or Total Commander. With the Windows internal zip utility file names sometimes become garbled after being extracted.

Export to online.png

For files imported from online repositories, a new option to Export to Online Repository is displayed.

Join Files

When downloading multiple bilingual files, a dialogue window will pop up, asking the user whether the files should be joined or zipped.

Analyze

Launch analysis

The Analyze feature makes it possible to calculate the character/word count in the selected files as well as establish the number of repetitions, translation memory matches, and even machine translation matches (in the post-editing analysis).

Since different billing units are used in different countries, Memsource provides the following in each analysis:

An analysis can be assigned to a linguist and in that way it will be displayed to the linguist in the linguist portal.

The following types of analyses are supported:

Default Analysis

Analysis types

This is the standard analysis which should be used by default (should be launched before translation). Please note, that launching this type of analysis after the job is translated, can give you false results.

The options are:

Post-editing Analysis

Read more about the post-editing analysis.

Compare Analysis

Available in the Team and Ultimate editions only and only if the project has workflow enabled. This type of analysis makes it possible to compare two versions of a file in different workflow steps and analyze to which extent the two versions differ.

Analysis Settings

Analysis settings

These optional settings are identical for all analysis types:

A net rate scheme can be directly applied to words/characters/pages in an analysis. In this way the discounted translation volume can be calculated immediately and displayed directly in the analysis.

An analysis can also be downloaded as a CSV (with or without Characters) or LOG file format via the Download button. These files can be imported into most of the leading project management software.

Pre-translate

The Pre-translate button includes the following submenu:

Pre-translate where Empty

Pre-translate Options

Pre-translate where Empty can be set on 3 different pages in Memsource Cloud:

  1. In the general Setup of the Memsource Cloud (for Admins and unlimited Project managers). Every new project will have this settings as default. Setting there includes also Pseudo-translation options (for Ultimate and Team Editions).
  2. In Project settings (when creating new project or editing one).
  3. In the Pre-translate button in Project overview when job is selected.

Translation Memory

Pre-translate from translation memory will insert matches from the translation memory into empty target segments

Machine Translation

Set segment status to confirmed for:

This feature allows for selecting which pre-translated segments are to be marked as confirmed during pre-translation (without saving them into the translation memory!). This feature can be useful for pre-translating 101% matches, marking them as confirmed and excluding them from an analysis with the exclude confirmed segments option.

Set Job to Completed

For Machine Translation only. This feature can be used for projects created with the Automation widget. Your client submits files which will be automatically pre-translated on your MT Engine and sent back to your client.

Lock

Pre-translation Best Practice

It may not be necessary or even advisable to always pre-translate files before translation. Normally, the Memsource Editor will take care of the pre-translation in a way that can be more efficient.

Pseudo-translate

Pseudo-translate

This feature makes it possible to pseudo-translate a file using the following options:

Pseudo-translate is available from the Team edition up.

Tools

With Upload only Memsource bilingual files (mxliff or memsource bilinguial DOCX) are uploaded. (To import new files for translations, use the New command.) Multiple files can be uploaded at once (supported in Chrome and Firefox). While uploading file(s), the user can decide which segments to save into the translation memory through the option settings:

Delete

The Delete button deletes selected jobs from a project. Deleted jobs as well as other deleted items can be recovered from the recycle bin.

Job Board

The Memsource job board is a public page where Memsource project managers can publish their jobs and Memsource users with a Personal or Freelancer account (not linguist users) can respond to them. See page on Job Board for more details.

Translation Memories

Translation memories with multilingual target languages are supported and all TMs can be used bidirectionally.

Create New Translation Memory

To create a new translation memory, use the Create New... drop-down menu located in the upper left corner of the UI or the New button from the Translation Memory list page.

Translation Memory Search

TM Search

Use the Search box to search for a word or phrase in the TM (wildcard search is supported).

The results can be edited by double-clicking in the text area or deleted with the x button.

The columns with individual languages results can be re-arranged using drag&drop by mouse.

Translation Memory Import

Use the Import button to import a TMX file, MXLIFF or a XLS file.

TMX Import

The TMX file has to match the source language of the translation memory and at least one of the its target languages. When a TMX file includes multiple target languages, only those present in the translation memory will be imported. The TMX file version should be 1.4, although Memsource should be able to import other versions as well. The size limit for a TMX file is 1GB.

TM Import Options

After the import, segments will be deduplicated. This is the Memsource definition of a duplicate segment:

When segments are identical (including their context) but their translation differs, the translation in the TMX will overwrite the existing translation in the translation memory.

TM Import Error

At times you may receive an error during a TM import. The single most frequent reasons for import errors are not corresponding languages, illegal characters or other irregularities in the file which you attempted to import. If you know how, correct the file and then reimport, otherwise email the translation memory file to Memsource Support, we will fix it for you and send it back, so that you can re-import it.

SDL TMX Import

TMX exported from SDL Trados is supported in Memsource, but only certain attributes will be imported into Memsouce TM:

Important: Attributes 'created_by' and 'modified_by' are connected to the Memsource Users database and only Memsource Usernames are supported. See more details in Translation Memory Metadata.

MXLIFF Import

MXLIFF files can also be imported into the translation memory via the Import TMX button. This import feature has been primarily designed for emergency situations when, for example, it is not possible - for whatever reason - to export a translated file from MemSource. However, reimporting the original source file and exporting it works. In that case - to utilize the already available translation - a user can pre-translate the reimported file from the translation memory. This works well, except for segments which were split or joined during translation.

The MXLIFF into TM import therefore attempts to revert the splitting and joining in the MXLIFF file prior to its import and in this way makes restoring a translation much easier.

XLS Import

Excel files (XLS and XLSX) can be directly imported into the translation memory. There are two ways in which you can import TM data: Without IDs or with IDs. The size limit for Excel file is 1GB.

XLS Import without IDs

TM xls import.png

The format of the Excel file should be a plain list of segments with the language code at the top. Make sure the languages listed in the XLS correspond to the languages in the Memsource translation memory into which you plan to import the Excel file. Use only supported language codes to identify the languages in your Excel file. When importing without IDs, new segments will be created. However, duplicates within xlsx will be removed. Please note that segments translated in Memsource are saved to TM with Context (Prev and Next). Segments will not be de-duplicated unless they have the same context.

XLS Import with IDs

In this case the Excel file includes not only segments but also IDs. This import method allows for two additional options:

To delete a segment, add |delete after an ID.

To update a segment, add |update after an ID.

Independently of whether the |update option is used, newly imported segments are still deduplicated based on their context. For this reason, it is advisable to always export and import segments including the previous segment and next segment.

Translation Memory Export

Translation memories can be exported by clicking on the Export button and selecting the file format method: TMX or XLSX.

One can select which target languages are to be exported for multilingual translation memories.

Export TMX

To export a TM into a TMX file, hit the Export button and select TMX. In Multilingual TM it is possible to select target languages for export.

Export XLSX

To export a TM into a XLSX file, hit the Export button and select XLSX. The XLSX will include several columns: ID, source language, target language(s), previous/next segment, etc. You can specify what attributes you wish to export. If you plan to edit the TM and then import it back to Memsource, we recommend exporting all the attributes.

Align

Alignment dialogue window

To launch the alignment dialogue window click on the Align button and select between the two options:

The Multiple files option is useful for aligning multiple files at once. The file pairs (source/target) must have identical names and are imported in a zip file with "source" and "target" folders.

The output of the alignment is a XLSX file with three columns: segments in the source and target language and the filename of the target file. The file can be further edited in MS Excel and later directly imported into the Memsource translation memory.

The aligner supports these file formats. Custom segmentation rules can be selected for the source and/or target files for alignment.

Creating a separate translation memory is recommended for the aligned segments (it could even be called Aligned TM). In this way one can easily distinguish between the segments originating from the alignment and the actual translation.

Translation Memory Metadata

The following metadata is supported:

To ensure that metadata is correctly imported from a TMX, the TMX has to have the following metadata format:


Properties in source TUV element:

<prop type="created_at">1322746823589</prop>
<prop type="created_by">Some name</prop>
<prop type="modified_at">1323854662890</prop>
<prop type="modified_by">Some name</prop>
<prop type="project">Project name</prop>
<prop type="client">Client name</prop>
<prop type="domain">Domain name</prop>
<prop type="filename">File name</prop>


Properties in target TUV element:

<prop type="context_prev">Text of the previous segment</prop>
<prop type="context_next">Text of the following segment</prop>

Term Bases

Memsource Term Bases are concept-based, so a single term in a language can have one or more counterparts in another language. The term base module also supports multiple languages in a single term base.

Create New Term Base

To create a new TB, use the Create New... drop-down menu located in the upper left corner of the UI or the New button from the Term Base list page.

Create New Term

Open the Term Base and click on the New button. Term dialogue window will be displayed.

If a multilingual Term Base has been created, terms in all the languages can be added at once.

It is also possible to add term in one target language to already existing terms in other languages by hovering mouse over the empty target and clicking on green "+" icon like this.

Term Attributes

Term dialogue window

Term attributes can be found in the term detail page, when following the term hyperlink (simply click on a term):


Non-editable attributes (will be filled out automatically):


All of these attributes can be set for both TBX import/export as well as for XLS import/export.

Term Base Search

Use the Search button to search for a TB term in the selected language. By default a wildcard search is supported, use quotes to get exact search (such as "red car"). The terms are edited by double-clicking on the white area surrounding the term or by going to the term detail page by simply clicking on the term.

Options for the term can be displayed by hovering over the term like this.

Three buttons will appear:

For deleting the whole Term Concept (source and all target terms) use link Del on the left side.

Terminology Import

Terms can be imported from XLS/XLSX and TBX file formats into a term base. When importing terms, the user can decide whether the terms should be imported as new (new terms will be created) or if the existing terms in the term base should be updated. The size limit for a TBX file is 1GB.

To launch the import dialogue window, click on the Import button in the term base detail page.

XLS Import Format

If you do not have a ready TBX file, this is the easiest way to import terms into a term base. A plain list of terms can be imported but also more complex terminology imports are supported (importing synonyms, terms with various attributes, etc.). Please note that only terms from the first sheet in your Excel file are imported. The size limit for an Excel file is 1GB.

Importing a Plain List of Terms

Plain terminology import

Let's say you want to import terms that are in:

Excel file preparation:

  1. Organize the terms into columns where each column represents a language
  2. Make sure there is the appropriate language code in the header of each column (in our case en, de, it)

Save the Excel file and click on the Import button to start the import.

Importing Synonyms

Importing synonyms

Let's say we want to import the same terms as above. However, this time we also want to import a synonym for one of the terms in English. To do so, we need to add one more column with English in the Excel file for import. The list of languages will look like this now:

Excel file preparation:

  1. Organize the terms into columns where each column represents a language
  2. Make sure there is the appropriate language code in the header of each column (in our case en, de, it)
  3. Any synonyms must have their own column with the appropriate language code in the header

Save the Excel file and click on the Import button to start the import.

Importing Terms with Attributes

Importing terms with attributes

The XLS/XLSX format makes it possible to import terms with the following attributes:

The related screenshot demonstrates importing terms in two languages:

With the following term attributes:

Excel file preparation:

  1. Organize the terms into columns where each column represents a language
  2. Make sure there is the appropriate language code in the header of each column (in our case en, de, it)
  3. Add any number of attribute columns next to each term column with the name of the attribute in the header and the attribute values below

Save the Excel file and click on the Import button to start the import.

Importing Terms with Challenging Morphology

Terms with challenging morphology

These are ways in which morphology can be handled (you may first want to read this support article):

The related screenshot demonstrates importing terms with:

Excel file preparation:

  1. Specify which terms should have the exact match type (exact=true) or fuzzy match type (exact=false)
  2. Insert pipes for terms with rich morphology

Save the Excel file and click on the Import button to start the import.

TBX Import Format

Memsource supports the TBX standard for terminology imports (and exports). The TBX standard is a "loose" standard, which means that if a TBX file is imported from a non-Memsource software, the import may not be completely lossless (e.g. typically some metadata may not get imported). However, we have optimized the import from Multiterm TBX and the following metadata should get imported correctly into Memsource:

If you need to import terminology between two Memsource term bases, use the TBX format because inside the Memsource environment it is lossless.

SDL TBX.XML file

The SDL Trados is using a special TBX.XML format instead of the standard TBX. See the specification for import.

Update Terminology

Exported XLS with terms + their IDs

This feature is useful to modify existing terms in a Memsource term base. Proceed as follows:

  1. Export terms by clicking on the Export button and selecting the attributes that you wish to export
  2. Make the desired modifications in MS Excel and be careful not to delete the CID (concept IDs) and TID (term IDs)
  3. You can delete terms by adding the suffix |delete to CID (deletes term in all languages) or TID (deletes term only in specific language)
  4. Save the MS Excel file
  5. Re-import the Excel file back and make sure the option Update existing terms is selected

Export Terminology

Export XLS

To export a term base in the XLS format (actually XLSX), click on the Export button and then select XLSX. When exporting into XLS, select which term attributes you wish to have exported.

Export TBX

To export a term base in the TBX format, click on the Export button and then select TBX. The TBX format is ideal, among other things, if you need to import/export terminology between two Memsource term bases since the TBX format is lossless inside the Memsource environment.

Term Base Metadata

The following metadata is supported:

This metadata is currently only supported for TBX exports.


Costing & Quotes

Quotes are automatically generated for jobs created with Instant Quote Widget. They can be also created manually from Analysis, but only in BIZ Editions.

You can see more details on Costing & Quotes Management dedicated page.

Setup

Click on Setup in the upper right corner of the screen to go to the Setup page. It includes information on your subscription such as edition type, expiry date, etc. At the bottom are two categories of settings: Server and User settings. Server Settings affect all users. User Settings only affect the individual user’s account.

Organization

The Name of the organization and the Vendor token are displayed here.

Edit

Subscription

Analytics

Kibana

Kibana is a visualization workbench that allows users to access indexed data in their Memsource account and create graphic representations of such data for any specified time periods. This workbench is currently available for Ultimate and BIZ Ultimate editions.

Reports

Subscribers with Ultimate,Team and BIZ Editions can export the reports to a CSV file. Reports are available for:

Reports can be generated based on:

Report templates can be saved for future re-use.

Server Settings

Access and Security

Toggle the default setting for new projects with this setting:

Active Languages

Select which languages will be active for all users.

Analysis

Set default analysis for your Cloud Account. All new projects will contain this setting by default. See Analysis Settings for more details. Analysis settings can be modified in individual Project and Project Templates.

Automated Project Creation

Define how and when Memsource will look into the defined online repository to see if there is any new content, and create a new project from that content. See Automated Project Creation page for more details.

Automation Widgets

Formerly known as Instant Quote Widget. See Automation Widget page for more details.

Business Units

Available for BIZ Ultimate edition only.

Create Business Units to separate your project managers to different groups. Multiple Business Units can be selected for users which will provide them with access to the relevant resources of a single or multiple Business Units, while preventing them from accessing data from other Business Units.

The following areas can be regulated by Business Units:

Clients

Create, edit or delete your Clients

Cost Centers

Create, edit or delete your Cost Centers

Replace the default Memsource Cloud logo with a custom logo; upload an image 154 pixels wide and 43 pixels high.

Domain

Create, edit or delete your Domains for better project/TM/TB management.

Due Date Schemes

Create, edit or delete your Due Date Schemes that allow you to define the automatic due date calculation performed on the projects created via the Automation Widget.

Email Templates

Create new or modify existing email templates. You can use Template macros in your emails. You can add CC or BCC to send a copy to other users.

List of email templates (some available only in Ultimate editions):

  1. Job Assigned
    • Launched manually by a project manager by clicking on Tools > Email in a project or automatically upon creating a new job with the "Notify Linguist" option.
    • An email is sent to a linguist, notifying the linguist of the new translation job(s)
  2. Job Status Changed
    • Launched automatically
    • When a linguist changes a job status, an email notification is sent to the project manager
  3. Next Step Ready
    • Launched automatically
    • When a linguist sets a job status to Completed in a project with multiple workflow steps, the linguist in the next workflow step is notified
  4. Login Info
    • Launched manually by a project manager, by selecting a user in the Users page and clicking on the Email login button
    • An email with the user's username and the login link is sent. The user then generates a new password with the link provided.
  5. Shared Project Assigned
    • Launched automatically
    • Vendor receives an email when a project manager shares a project with them via the Share > Share with Vendor menu in a Project.
  6. Shared project Status Changed
    • Launched automatically
    • When a Vendor changes a project status, an email notification is sent to the Buyer
  7. Work completed
    • Launched automatically
    • When a project manager sets the status of a project created using the Automation Widget to Completed, the client is notified by email with a link from which the translation can be downloaded.
  8. New project via Automation Widget
    • Launched automatically
    • Project manager is notified about a project created via the Automation Widget
  9. New project via Automation Widget (unsupported files)
    • Launched automatically
    • When unsupported files are submitted via the Automation Widget, the project manager is notified.
  10. Quote Ready
    • Launched automatically
    • When files are submitted via the Automation Widget
  11. New job published on Job board
    • Launched automatically
    • When a project manager publishes jobs on the Job Board (via Share > Publish on Job Board), an email is sent to all relevant vendors with the "Receive Job Board offers" option activated for their account.
  12. New response from Job board
    • Launched automatically
    • When a vendor replies to a job board offering.
  13. Quote failed
    • Launched automatically
    • When files submitted via the Automation Widget cannot be processed this email is sent to the person who submitted them.
  14. Project transferred to buyer
    • Launched automatically
    • Buyer receives an email when a project manager shares a project with them via the Share > Transfer to Buyer menu in the Project.

Memsource will always use the first email template available for automated notifications.

File Renaming

File renaming can be set in general Setup (effecting newly created projects) or for individual projects. Following macros are supported in Rename completed files to option:


Example:

{path}/{fileName}-{sourceLang}-{targetLang}-{workflow}-{status}-{date}-{time}-{userName}

Completed file:

testing/TestFile-en_us-ja-T-C-20160110-0912-ling1.xlf


If Rename completed files to is not selected in project with multiple target languages and user selects to download multiple jobs with different targets, the structure of the downloaded ZIP file will have folders with language code added.

Net Rate Schemes

Set up your custom Net Rate Schemes for translation memory and machine translation matches that can be optionally applied to the default and Post-editing Analysis.

Pre-translation

Set the default Pre-translation for your project. This setting is connected to the Job Pre-translation window with 2-way interaction. Any changes made in the Job Pre-translation settings will be saved in the Project settings and vice versa. See Pre-translate for more details.

Price Lists

Price list feature is available to editions Team Start and higher. See Price Lists page for more details.

Project Status Automation

Set global Project Status Automation settings. See Project Status Automation for more details.

Project Templates

Edit or delete your Project Templates. Please note that Project templates are created from Projects (Save as -> Template).

Quality Assurance

Set global Quality Assurance settings. See Quality Assurance page for more details.

Segmentation

XLSX format

Import a XLSX or SRX file to customize segmentation rules.

The XLSX file allows for specifying abbreviations, after which a new segment should not be created. The XLSX file must have 2 columns with no heading and should be structured in two columns.


The SRX file provides many more customization options.

Spellchecker

Set global settings for Spellchecker.

Subdomains

Create, edit or delete your Subdomains for better project management.

Users

Create/edit/delete users. Read more on User Management.

Vendors

This option is available only to users that can act as Buyers. Create, edit or delete your Vendors. For creating a Vendor, the Vendor Token is needed (In Setup > Organization of your Vendor' account).

The following settings are available:

Workflow Steps

Workflow steps

Create new or delete existing workflow steps. A workflow step has the following attributes:

To activate workflow for a specific project, go to the project's settings.

(Workflow Steps are only supported in Team and Ultimate editions)

Your Services

Your Services

You can define your services, for example “Professional translation” or “Crowdsourcing translation”, which you will be able to use with your Automation Widgets.

Specify:

Integrations

Connected OAuth Apps

List of application connected to Memsource via OAuth 2.0 authorization using user's username. Items can be deleted using Delete button.

Connectors

Memsource can connect to your Google Drive, Dropbox or FTP and import content from these online repositories, either manually or based on automated rules. See Connectors for details.

Frontlab

Frontlab integration will allow you use the PDF preview of IDML files in Web Editor.

First you have to create your account at Frontlab and subscribe for the service. You can sign up for a free 3 month trial - max. 100 pages/month.

Then you can set up a connection to your Frontlab account in Memsource:

The PDF Preview will be available for IDML jobs in the Web Editor's menu Documents > Preview PDF. This feature is not yet available in the desktop Memsource Editor.

The current version of the integration will produce a preview that is based on the imported IDML file (which does not include images). Sometimes it may be useful to upload images and fonts to achieve the best possible rendering. This is already supported but needs to be enabled by Frontlab. Please email Memsource Support to request this extra feature.

Human Translation Engines

See the Human Translation Engines page for more details.

Machine translation

Set up Machine Translation in Memsource Cloud. You can set it as Default and every new project will be created with this MT Engine settings.

Registered OAuth Apps

Postman example

Available to Administrators and Project managers only.

Create new or list existing connection via OAuth 2.0.

For creating new connection, the "Redirect URI" from user's application is needed. Memsource will then create ClientID, which will be used in the OAuth application together with Auth URL and Access Token URL. See OAuth 2.0.

TransPDF

The integration with TransPDF allows the import of PDF files for translating purposes. Previews from editors are free of charge, donwloading the Completed File is subject to payment based on pre-paid credits. Create your account with TransPDF at TransPDF and set up connection to your TransPDF account in Memsource using:

Webhooks

Setup your webhooks for integration with your API application.

User Settings

Language

Select the Language of your choice for the Memsource user interface.

Setup 2-factor authentication to increase security

See this dedicated page for more details about increasing the security of your Memsource account.

Spellchecker User Dictionary

You can add individual words to Spellchecker User Dictionary directly in Editors (when clicking on context menu of the spellchecked word) or you can enhance the Spellchecker by adding your own list of correct words in XLSX format in this Setup.

Import your Spellchecker User Dictionary file with the following options:

Export your customized list as XLSX file.

Please note that:

  1. The User Dictionary is unique for each user. Other users working on the same job will not have access to it.
  2. Spellcheck QA works with the User Dictionary and can provide different results for different users.

Time Zone

Specify your Time Zone, so that the time information is displayed correctly for you.

Home Page

Home Page

Home page is available to Team, Ultimate and all BIZ edition. It provide easy access to pre-defined Analytics and selected Automation Widget. Content of the Home page can be customized (remove or add new Widgets)

Analytics

Analytics

Details of the Analytics can be displayed by hovering mouse over specific field. Additional charts are displayed after clicking on Words / Languages / Job status. The time period can be also specified (by clicking on the clock icon in top right corner)


Recycle Bin

Recycle Bin

You will find the Recycle Bin at the bottom of the left-hand panel of your Cloud account page.


Personal tools
Namespaces
Variants
Actions
Getting Started
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