Importing work files to memoQ through a linked Smart project or quote

You can import to memoQ only the following file categories:

1. Source Document

2. Bilingual Document

3. CAT package (Return)

The import action starts whenever a new file from one of the above categories appears in a project in one of the following ways:

• Uploaded by a project manager on the Home Portal

• Uploaded by a vendor on the Vendor Portal as a job deliverable

• The file's category has been changed by editing its properties in the project's Files card.
  Note: The last option should be used cautiously, as it may unnecessarily duplicate documents in memoQ.

Importing Source Documents

When a new file defined as a Source Document appears in a Smart project or quote, it automatically gets imported to the linked project in memoQ. Then, in memoQ, it is converted to a translatable bilingual format for every language combination in the project. Such a bilingual memoQ document (also called a remote Bilingual Document in XTRF documentation) is the actual work file for the assigned vendor.

After importing the Source Document file to memoQ, a Smart project synchronizes automatically with the memoQ project, and the created remote Bilingual Document gets displayed on the Smart project's Files card. You can click the file name to open such a document in memoQ WebTrans. This is also the moment when Automatic CAT Analysis automation is triggered.

The following screen shows which documents appear on the Files card after uploading a Source Document named Sample source_file big.docx to a memoQ-integrated Smart project (project languages: EN-GB > FR-FR; DE-DE; HU; PL; no TM nor Terminology used):

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1. Automatically generated CAT analysis (one for each language combination).

2. Remote Bilingual Documents in memoQ (one for each language combination).

3. Source Document uploaded to the Smart project.

Importing Bilingual Documents

When a file categorized as a Bilingual Document appears in a project, the integration verifies if the corresponding remote Bilingual Document already exists in memoQ. If so, the uploaded document updates the document in memoQ (along with segment statuses and the document status). If not, the file gets imported, and a new remote Bilingual Document is created in memoQ (just like when importing a Source Document).

To see the list of supported Bilingual Documents, check the memoQ documentation.

Importing return packages

The integration also allows the import of return packages from memoQ. This option may be useful when a vendor processes assigned documents using their own memoQ client and wants to upload a .mqback file as a deliverable. Such a file has to be categorized as CAT Package (Return) upon upload. The integration will then use the uploaded return package to update the bilingual document in memoQ.

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How to get CAT Analyses from memoQ?

In Smart projects, you can get CAT analyses for files categorized as a Source Document or a remote Bilingual Document. Getting CAT analyses for files means getting the analyses for the corresponding remote Bilingual Documents created in memoQ. Therefore, you cannot analyze files that have not been converted to remote Bilingual Documents in memoQ.

The files are analyzed with the remote Translation Memories (TMs) available in the linked memoQ project. This means the TMs must be provided either directly in memoQ or a memoQ Project Template. Otherwise, no TM is used for the analysis. Currently, Translation Memories cannot be imported to memoQ through the integration.

Get CAT Analyses manually

Option 1. From the Files card

1. Open the Smart project or quote in question.

2. Go to the Files card.

3. (Optional) Use the Filter Files icon to find the desired files quickly.

4. Select the file(s) you want to analyze using the checkboxes on the left.

5. Click File Actions > Get CAT Analysis.
   
   

    

New CAT analysis files will be added to the files list.

• If remote Bilingual Documents were selected, the analysis would include only the language pairs of the selected files.

• If Source Documents were selected, the analysis will include all language pairs in the Project.

Analyses come in a format configured in your memoQ integration; usually, it’s .csv.

Option 2. From the Finance card

1. Open the project in question.

2. Go to the Finance card.

3. Click on the Add Receivables using CAT analyses/or Add Payables using CAT analyses button.
   
   

    

4. In the Add Payables/Receivables Using CAT Analysis pop-up, select the Get CAT analysis from memoQ option in the CAT Analysis File(s) section.
   
   

    

5. Click the Add Receivables or Add Payables button.

New CAT analysis files will be added to the files list, one for each selected language pair. This method works for remote Bilingual Documents only.

Analyses come in a format configured in your memoQ integration; usually, it’s .csv.

Get CAT Analyses automatically

The Automatic CAT Analyses automation can be set per service (see the https://xtrf.atlassian.net/wiki/spaces/XKB/pages/15204698/Projects+and+Quotes#Automatic-CAT-Analyses article) or per project.

To enable the automatic CAT Analyses in a specific project, perform the following steps:

1. Open the project in question.

2. Go to the Files card.

3. Click the icon.

4. Toggle the Automatic CAT Analyses switch on.
   
   

    

5. Click the Apply changes button.

The automation is triggered every time a new remote Bilingual Document or remote Translation Memory appears in a project.

The automation always analyses all remote Bilingual Documents for all language combinations in a project, even if some have already been included in previously-run analyses. If you need to get an analysis only for certain documents, you must run it manually.

How to delay the automatic import of source documents to memoQ?

Source documents uploaded to a memoQ-integrated Smart project are immediately imported to the CAT tool for processing. If you want to process the files before the system uploads them to memoQ, perform the following steps:

1. Open the project or quote in question.

2. Go to the Process card.

3. Click the Edit Process button.

4. Add the File Preparation step to the process.
   
   

    

5. While uploading your files, categorize them as Source to be Prepared.
   
   

    

6. After preparing the files, categorize them as Source Document before sending them to the next step.

After the files are delivered by the File Preparation step to the next memoQ step in the process, they are automatically uploaded to memoQ.

How to apply memoQ filter configuration in Smart projects and quotes?

To apply the memoQ filter’s configuration, perform the following steps:

1. Open the project or quote in question.

2. Go to the Files card.

3. Click the Add Files button.

4. Select the desired files.

5. In the Add Files pop-up:

   1. Select the Source Document option from the Category drop-down list.

   2. Click the and check the Show memoQ Filters Configuration box. The memoQ Filter Configuration column will appear.
      
      

       

   3. Select the desired filter configuration from the drop-down list. By default, memoQ's Automatic filter configuration is selected.
      
      

       

   4. Check the Languages settings for the file.

6. (Optional) Repeat Steps 5 a. - d. for other uploaded files.

7. Click the Add Files button.

The Source Document in question is imported to the linked memoQ project using the selected filter configuration.

How to reimport documents in memoQ without breaking synchronization with XTRF?

XTRF allows reimporting documents in memoQ without breaking synchronization at any project stage.

Safety measures for reimporting documents

To keep all other assets and parameters in the project unaffected, implement the following steps before the reimport:

1. Turn off the Automatic CAT Analyses automation before reimporting the document in memoQ. Otherwise, the integration will generate another automatic analysis, even if the reimported document is identical to the previous one.

   1. Go to the Files card of the project in question.

   2. Click the icon in the top right-hand corner.

   3. Make sure that the Automatic CAT Analyses are disabled.

   4. Click the Apply changes button.
      
      

       

2. Protect the project finances from recalculation:

   • Disable the Automatic Payables / Receivables:

     1. Go to the Finance card of the project in question.

     2. Click the icon in the top right-hand corner.

     3. Make sure that both automations are disabled.

     4. Click the Apply changes button.
        
        

        
        OR

   • Configure the Automatic Payables / Receivables to prioritize the oldest available calculation. In this case, the new automatic calculation will appear, but it will not affect the finances of the project:

     1. Go to the Finance tab of the project in question.

     2. Click the icon in the top right-hand corner.

     3. Click the icon next to the automations.

     4. In the CAT Analysis File to be used section, select the Use oldest available CAT Analysis File.

     5. Click the Done button.

     6. Click the Apply changes button.
        
        

         

Returning documents scenarios

XTRF’s integration with memoQ helps you follow the workflow status of your documents, including when files are sent back to a previous vendor in the workflow. For such occurrences, you receive dedicated statuses, warnings, and notifications in XTRF.

In the following examples, we focus on the relationship between Translation as the previous step and Review 1 as the following step. However, the same mechanics apply to relationships between Review 1 as the previous step and Review 2 as the following step.

Document returning (one file)

Document returning (multiple files)

Returning documents several steps back (between two synchronizations)

Redelivering the corrected files several steps forward (between two synchronizations)

Document returning limitations

Returning documents in processes with non-memoQ steps

The document returning mechanism does not work with non-memoQ steps. This means that non-memoQ jobs will not be automatically restarted when files are sent back, and vendors of the non-memoQ jobs will not be automatically notified. Keep that in mind, especially when non-memoQ steps are included in between memoQ steps in the workflow.

Let’s take as an example a process consisting of Translation → Review 1 → DTP → Review 2. The Reviewer 2 sends the documents back to the previous step. The DTP step isn’t a memoQ step, so it's not included in the loop. Therefore, its status remains Ready. The documents go straight to the previous memoQ step: Review 1. The Review 1 status changes from Ready to Started if Reviewer 2 finished working on all documents.

In this situation, returning documents must be handled manually, e.g., the project manager has to send them directly to the DTP step.

Returning documents and Vendor Work Log

If vendors are required to declare the time spent on their work, the notification e-mails to them will still be sent after the synchronization with memoQ. However, the steps will NOT automatically change their status to either Started (Awaiting Corrections) or Ready. Their status will change only after the job is closed manually.

Use GroupSourcing in integrated projects

The memoQ's GroupSourcing feature is not directly supported by the integration. However, there is a way to use GroupSourcing in memoQ: manually overwrite the vendor assigned in XTRF.

1. Go to the integrated Smart project or quote in question on the Home Portal.

2. Assign any vendor to the job for which you want to use the GroupSourcing feature.

3. Open the linked project in memoQ.

4. Go to the Translations section.

5. Right-click on the document for which you want to use the GroupSourcing feature.

6. Select the Assign… option.
   
   

    

7. In the Assign selected documents to users pop-up window:

   1. Go to the tab for the project step in question.

   2. Check the Change assigned translator/reviewer 1/reviewer 2 box.

   3. In the Deadline and workflow type section, select the GroupSourcing radio button.

   4. In the Users section, check the boxes of the users you want to assign to the job.

   5. Click the OK button.
      
      

       

The selected users now have access to the document. They can work on it and deliver it once the translation or review is ready.

This document’s workflow status change is synchronized back to XTRF, and XTRF proceeds with the next step.