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Some of the described features are introduced in XTRF v. 9.8. Please upgrade to get the most from this integration. |
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How to enable the XTM integration for
smartSmart projects
If you want to try the XTM Smart Project integration, please contact the XTRF Helpdesk. Our administrators will reach out to you with further instructions.
For the time being, the Connector app has no graphical interface. All settings are hardcoded in the YAML file, so the installation and configuration are performed by XTRF staff.
Please prepare the following information:
XTRF instance URL
XTRF User used for synchronization
Token of the XTRF User
XTM instance URL
XTM Company Name
XTM User ID used for synchronization
Token of the XTM User
The ID of an XTM Client you'd like to enable the integration for.
The XTRF user used for synchronization must belong to a group with rights to: Clients - Browse; System Values: Advanced: Languages - Browse; Projects - Display, Edit; Services - Browse; Notification send.
How does the XTM integration for
smartSmart projects work?
Architecture
The integration connects a single XTRF Platform with a single XTM instance through a Connector app. It handles all the communication between the two systems via their respective REST APIs.
Features
The XTM Integration for smart Smart projects is still being developed. We encourage you to test it and give us feedback so we can prioritize any critical demand and potentially adjust the strategic approach to further development.
In its current state, the integration supports the following features:
Creating
smartSmart projects integrated with XTM
The integration periodically queries XTM for new projects and automatically creates integrated smart Smart projects in XTRF. An XTRF project will be fully synchronized after the analysis in XTM is finished.
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Any changes made in XTM after synchronization, except job status changes, won't be reflected in XTRF. |
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Only new projects can be integrated. If you delete an integrated project on the XTRF side, it won't be integrated again. |
After the synchronization, the integration sends e-mails to the XTRF administrator and the project manager specified in the client's profile. Those e-mails will notify you about the successful creation of XTM projects in XTRF or inform you about issues with project creation along with the cause of the failure.
The reasons for failure could be:
Language matching issues. If one or several languages in an XTM project can't be matched to an XTRF language, the XTRF project won't be created.
Lack of files in the XTM project.
If a file added to an XTM project couldn't be analyzed, it wouldn't be added to the XTM workflow and reflected in XTRF's project. Therefore, if all files in the project weren't analyzed for some reason, the integration will treat this situation as if there are no files in the XTM project and send an e-mail about the lack of files.
If the system cannot assign the client and, therefore, select a project manager, the e-mails will be sent to the administrator only.
To change those notifications, go to 
Configuration menu > Templates > Notifications > Templates tab and edit the E-mail/Text message to User: When the project from XTM is created correctly in XTRF and E-mail/Text message to User: When the creation of project from XTM failed in XTRF notifications.
Multiple language combinations within one XTM project are reflected identically in XTRF. Languages are mapped by ISO 639-1 code. Keep in mind that after you select the language, it cannot be changed anymore.
Once the XTM project is synchronized, all you need to do is select the dates and vendors for jobs in XTRF, and the integrated smart project is ready to be processed until completion.
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Upon creation, the XTM project needs to include at least one document For Translation; otherwise, XTRF will be unable to recognize and map it. For the same reason, the integration will not recognize any changes in XTM documents in mid-project. The integration is still being developed, and these issues will be addressed. |
Mapping & synchronizing project details
The integration synchronizes essential project details:
While creating a project (From XTM to XTRF):
Project name
Customer > Client name
Delivery due date > Client deadline
Workflow steps
Language pairs.
After the project is created:
From XTRF to XTM:
Project name
Client deadline > Delivery due date
Vendors > Linguists.
Both ways:
Job statuses.
All the machine translation-related settings are configured solely on the XTM side per project template. To learn more about those settings, see the XTM documentation.
Reflecting XTM workflow in XTRF
The integration reflects the XTM workflow on the Process card in the XTRF smart Smart project.
Steps from XTM are automatically created in XTRF. You can edit their names or assign other job types in the
Configuration menu > Projects and Quoets > Process Steps (Smart).You can also prepare custom XTM-linked CAT tool steps beforehand using the following guide: https://xtrf.atlassian.net/wiki/spaces/XKB/pages/15204698/Projects+and+Quotes#Add-a-CAT-tool-step.
An XTM step may be mapped to multiple steps in XTRF. To ensure the integration uses a specific CAT tool step, mark it as a default one.
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XTM workflow settings allow the creation of different dependencies between steps, e.g., when a group of steps can be started simultaneously or, on the contrary, when each step can be started only after the previous one is finished. When not taken into account, those dependencies may result in the following process behavior:
Please ensure that XTM workflow settings correspond to the desired behavior of the integrated project. |
The XTM's step Approve TM is an automatic action that isn't performed by a vendor; however, due to technical reasons, this step will appear in XTRF and require an assigned vendor to be started. We recommend assigning to this step a Home Portal user who is also an in-house vendor (such as the project's PM), as no action will be required from their side.
Linking XTM documents
For the documents uploaded upon creation of an XTM project, the integration creates placeholder links in XTRF and:
Categorizes them as XTM Document (Link)
Adds them to the Process card (one link per XTM Task, meaning one per source document and one per workflow step)
Shares them with respective jobs and, consequently, with vendors through the XTRF Vendor Portal
If the integration cannot map the file language, you can select the language manually:
In the Files card, select the file in question.
In the File Actions drop-down menu, select Edit Properties. The Edit Link Properties pop-up window appears.
From the Languages drop-down list, select the desired language.
Click the Save Link Properties button.
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Documents uploaded to XTM after the project has already been created will not be linked by the integration! |
As a security measure, XTM links to documents have a short expiry period, and then new links are generated. However, the placeholder links on the XTRF side maintain attachments to documents and don't expire with their XTM counterparts. Whenever an XTRF user clicks on the placeholder link, the actual, valid link is retrieved every time.
XTRF links to XTM documents remain safe, though, by being accessible only to the signed-in Home Portal users and signed-in Vendor Contact Persons with access to the job.
Downloading translated documents
For XTM-linked projects, you can configure whether you want to download the translated documents to XTRF after each step. To do so, perform the following steps:
Go to the project in question.
Go to the Process card.
Click the Edit Process button. You will be directed to the Process Designer.
Click on a step in the Process card.
In the side step panel on the right, scroll down to the XTM Integration section and select the desired option.
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The last step in each process imported from XTM has the Automatically download Translated Documents to XTRF when Job is finished enabled by default. |
Fetching metrics
The integration automatically downloads XTM metrics for all For translation files available at the project creation stage and saves them as .JSON CAT Analysis files in the smart Smart project. Those files can be used to calculate CAT payables and receivables in XTRF.
Synchronizing statuses
Once the project has been started in XTM, the integration aligns the statuses of XTM Workflow Steps with linked XTRF Jobs.
Synchronization works both ways. However, in the case of XTM-to-XTRF, a global callback setting for a particular client needs to be configured by the XTM Helpdesk (read the XTM documentation for more details). The integration will work without it, but actions on the XTM side will not be reflected in job statuses in XTRF.
For example, after completing a translation in XTM, a vendor will need to click I Finished the Job in the Vendor Portal to close it. With proper callback configuration in XTM, the job in XTRF will get closed automatically.
Direction | Cause and effect |
XTRF-to-XTM | Integration can start the workflow in XTM |
XTRF job status Ready ⇒ XTM job moved to the next workflow step | |
XTRF job reopened ⇒ No effect in XTM (going back to the previous workflow step is only possible from the XTM side) | |
XTM-to-XTRF (with proper callback configuration in place) | Integration can start the process in XTRF |
XTM job started ⇒ XTRF job status Started | |
XTM job finished ⇒ XTRF job status Ready | |
Document returned to the previous XTM job ⇒ previous XTRF job reopened |
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Status synchronization is not supported for the documents split in XTM. |
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If a vendor is obliged to declare the time spent on a given job, the integration will not close that job until the work log has been declared. |
Impact on XTRF visual interface
In XTM-integrated smart projects, the irrelevant elements or forbidden actions will be disabled or hidden.
How to use the integration?
Create a new project in XTM:
Select a client you included in the integration request.
Select the languages and add source files.
When the synchronized project appears in XTRF, select vendors and dates.
Start the project either from XTRF or XTM. Your vendors will receive links to XTM jobs on their Vendor Portals.
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