Create a linked project

Prerequisites

To create a project in memoQ linked with a Smart quote or project, you need:

• An active integration with at least one memoQ instance (see the Smart memoQ integration setup article).

• A memoQ-integrated process (see the Smart memoQ integration setup | Prepare memoQ integrated process templates article).

Create a linked memoQ project manually

1. Go to the Smart project or quote in question.

2. Go to the Languages card and make sure you have defined source and target languages.

3. Go to the Process card and make sure you have selected a proper memoQ-integrated process. To check or change your selection, open the Change Process drop-down list.
   
   

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4. (Optional) Assign vendors, set up job dates, and upload project files.

5. In the Process card, select an appropriate memoQ instance and project template from the drop-down lists.
   
   

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6. Click the Create Project in memoQ button.

If everything goes well, you will receive a success message: Project in memoQ has been successfully created. A linked memoQ project is created with certain metadata copied from the Smart project (for details, see the Smart memoQ integration overview | Data synchronization article).

If memoQ project creation fails, you will receive an error message on the Process card: XTRF could not create a project in memoQ. Try again or contact your XTRF administrator.

Automate creating linked memoQ projects

To learn how to create CAT projects automatically, see the How to create CAT Projects automatically (UserEcho) article.

Integrate a Smart quote with a linked project

Integrating Smart quotes with memoQ works the same way as integrating Smart projects.

You can start managing a memoQ project while the work is still being agreed upon in a quote. The integration works in the following way:

1. Once the Smart quote is created and a memoQ-integrated process is selected, you can create a project in memoQ linked with that Smart quote in the same way as for Smart projects (see the Create a linked memoQ project manually section above).

2. You can import your source documents to memoQ for analysis from the Smart quote (see the article).

3. The results of the analysis can then be used to calculate receivables and payables. This way, you can quickly see your potential income and margin.

4. If the client accepts the quote and it is converted to a Smart project, the project in memoQ will also be linked to that Smart project.

Select a memoQ project template in XTRF

When creating a memoQ project linked with a Smart project, you can use a project template from the memoQ software. This way, you can select specific memoQ settings stored in a template, such as resource selection, segmentation rules, filters, machine translation, etc. As a result, you start a project with all the necessary resources already selected and don't have to configure this project in memoQ manually.

Advantages of using memoQ project templates

• You can use all properties of a memoQ project in the integration, even those unavailable through the Home Portal interface. Whenever a new feature is added to memoQ in future releases, it will automatically become available in XTRF within memoQ project templates.

• You can easily and consistently apply a repeatable set of memoQ projects among projects set up on the XTRF Platform.

• Even a less skillful project manager can create complex CAT projects by applying project templates defined by an experienced project manager. Thus, you can increase the efficiency of all your employees regardless of how familiar they are with the software.

To learn more about memoQ project templates, see the memoQ documentation.

I. Preset a memoQ project template in an XTRF process template.

If you use certain XTRF process templates repeatedly, you can set default memoQ project templates for them to save time. What's more, you can select an XTRF process template that is already pre-programmed for memoQ. To do so, perform the following steps:

1. Go to the Configuration Menu > Projects and Quotes > Process Templates (Smart). 

2. Locate process templates that start with (memoQ).
   
   

    

3. Select the desired template and click the icon to open it in edit mode.

4. Scroll down to the CAT Tool Configuration card. 
   
   

    

5. From the memoQ Instance drop-down list, select the instance you are currently using. To learn how to add a memoQ instance to the integration, see the article.

6. From the memoQ Project Template drop-down list, select the desired memoQ template.
   Note: In this drop-down, XTRF displays all the project templates available on the selected instance.
   You can't apply or change the template once the project is created. We highly recommend selecting one, especially for the automated creation of memoQ projects.

7. In the memoQ Project Creating section, select the way you want to create the projects based on this template:

   • Automatic. This option is recommended for orders that do not require any file preparation tasks before the files are sent to memoQ. As soon as the project languages are defined, the integration will create the project in memoQ, and source files will be uploaded to memoQ as they are.

   • Manual. This option gives a PM full control over the moment of creating the project in memoQ and, subsequently, the moment of uploading the source documents to memoQ.

8. Scroll up to the Main Data card and ensure that the process template is active. Otherwise, it won't be available for use in new quotes and projects.
   
   

II. Select a memoQ template in a Smart project

1. Open a Smart project where you want to use a memoQ template.

2. Go to the Process card.

3. Click the Change Process button.
   
   

    

4. Select one of the memoQ-integrated process templates.
   Use the search field to locate the process templates with memoQ in their title.

    

    

   An additional section will appear on the Process card.
   
   

    

5. Use the drop-down lists to select:

   1. The memoQ instance

   2. The desired memoQ template.

6. If the selected process has the Automatic memoQ Project Creating option selected, a project in memoQ will be created automatically immediately. Otherwise, you need to click the Create Project in memoQ option.

Delete a memoQ project from the XTRF project

To delete a memoQ project from XTRF, perform the following steps:

1. Go to the Smart project or quote linked with the memoQ project you want to delete.

2. Go to the Process card.

3. Click on the Change Process button and select a different process template. The following pop-up window appears.
   
   

    

4. Click the Yes, Delete Project in memoQ button.

To cancel the deletion, close the pop-up. If you click the No, Keep Project in memoQ button, the process will be changed, but the memoQ project won't be deleted. However, it will no longer be linked with the Smart project.

Launch a linked project from XTRF

Creating a memoQ project from XTRF is not the same as launching it. After launching a memoQ project, any changes to the list of Resources (TMs, Terminology files) will not be reflected in CAT packages exported for vendors. Therefore, XTRF allows PMs to adjust and manage the resources after the project is created but before it is launched so that the packages for vendors include all the necessary files.

The project is launched when:

• The status of any CAT tool job in the process changes to anything other than Opened or Canceled.

• You create a linked project in memoQ, and the status of at least one CAT tool job in XTRF has already been other than Opened or Canceled.

Manage the integrated project's job statuses

Job's status changes

A job changes its status only when ALL documents have either entered this job or left it.

Let's check a few examples from a project with three documents and three steps (Translation → Review 1 → Review 2). All the jobs have dates and vendors assigned; time logging for vendors is turned off.

1. When the translation of all documents is completed, and they are sent for review, the Translation job status will switch from Started to Ready, and the Review 1 job status will switch from Accepted to Started. 

2. If all documents are returned for correction to the translator, the Translation status will switch back to Started, and the Review 1 status will switch to Started (Awaiting Corrections).   

3. If only one document is sent back to the translator for corrections, the statuses of both the Translation and Review 1 jobs will remain Ready and Started, respectively. The Reviewer 1 will continue working on the other two documents.

4. If only two documents are sent for the second review, the Review 1 status will remain Started, and the Review 2 status will remain Accepted. 

5. If two documents are sent for the second review, and one is returned to the translator for corrections, so the Reviewer 1 is no longer working on any document, the Translation job status will change to Started, the Reveiw 1 status will change to Started (Awaiting Corrections), and the Review 2 status will remain Accepted.

E-mail notifications

E-mail notifications are sent when:

1. All the documents move to the next job, and the job's status changes from Accepted to Started.

2. Some documents (one, several, or all of them) are sent back to the previous job for correction. The system will notify the 'previous' vendor, even if the job statuses remain unchanged.

3. A vendor makes the corrections and returns the documents to the next step. The system will notify the 'next' vendor about the documents returning to them regardless of the job status.

Job finalization

To properly finalize the memoQ-integrated jobs, the following requirements should be met:

• For online work, vendors should:

  • Process the documents (and verify segments) in Webtrans or memoQ.

  • Deliver the documents through Webtrans or memoQ.

    Documents can also be delivered automatically (see the Step 5.b.).

  • Close the job in the Vendor Portal or Home Portal.
    Jobs can also be closed automatically (see the article).

• For offline work:

  • Turn on the automatic file delivery in each memoQ step that will be processed offline (see the Step 5. b.).

  • Vendors should:

    • Download RTF / XLIF documents or memoQ Handoff Package and process them offline.

    • Deliver the documents to the Vendor or Home Portal and select the category Bilingual document or CAT Package (Return) for a memoQ package.

    • Finalize the job in the Vendor or Home Portal (the files will be delivered automatically).

How do the vendors work on memoQ-integrated projects?

After you start a CAT tool job in a memoQ-integrated project, the assigned vendor receives an e-mail notification with a link to the Vendor Portal.

On the Vendor Portal, the vendor can decide whether to work with the documents online or offline.

• To work online, the vendor has to click the Open in memoQWeb button next to a document on the Received Files card.
  
  

• To work offline, the vendor needs to click the icon next to a document, select the desired format of the Bilingual Document, XLIFF or RTF, and click the Download button.
  
  

   

  • Alternatively, the vendor can click the Download All button and then decide whether to download the Bilingual Documents in a desired format or a memoQ Handoff Package that includes the Translation Memories used in the project (this option has to be enabled in memoQ).
    
    

     

After the vendors finish working on the document, they can deliver the ready files directly in memoQ, memoQWeb or on the XTRF Vendor Portal.