Supported memoQ Versions

XTRF supports integration with memoQ 10.2.

Machine translation configuration

All the machine translation-related settings are configured solely on the memoQ side per project template. To learn more about those settings, see the memoQ documentation.

Data synchronization

The table below shows how the data between an XTRF Smart project and a linked memoQ project is synchronized.

Data (XTRF equivalent in brackets)

XTRF => memoQ

memoQ => XTRF

Comments

Project name

✔

Only once, upon memoQ project creation.
Format: {xtrf project id} - {xtrf project name}. Unsupported characters are replaced by underscores "_".

Languages

✔

Only add new languages (you cannot remove languages in memoQ).

Domain

✔

Specialization from XTRF is mapped.

Client

✔

Client ID from XTRF is mapped.

Subject

✔

Subject Expression from XTRF is mapped (upon memoQ project creation).

Description

✔

Description Expression from XTRF is mapped (upon memoQ project creation).

Project deadline

✔

Only once, upon memoQ project creation.

Documents (remote Bilingual Documents)

✔

✔

Removing documents is not supported when the corresponding XTRF Job is in status Ready, Canceled, or Invoiced.

Resources (remote Translation Memories and Terminologies)

✔

✔

Removing Resources is synchronized in both directions; adding new Resources is only synchronized from memoQ to XTRF.

Document (Job) status

✔

Vendor assigned to Document (Job)

✔

Document (Job) deadline

✔

Synchronization between a Smart project and memoQ ceases once:

• The project has been permanently deleted in memoQ

• An XTRF quote is marked as Rejected

• An XTRF project gets Closed or Cancelled.

Periodic synchronization

Apart from the synchronization actions listed in the table above, a Smart project is synchronized with a linked memoQ project every 8 minutes.

Periodic synchronization covers:

• Refreshing the list of remote Bilingual Documents on the Files card.

• Refreshing the list of remote Translation Memories and Terminology files on the Files card.

• Refreshing the status changes of documents and corresponding jobs (whether the documents are returned to previous steps in the process or corrected and redelivered to further steps).

• Sending notifications to recipients of returned documents, as well as corrected and redelivered documents.

• Verification of languages of remote Translation Memories and Terminology files.

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Mapping

When running integrated projects, XTRF will ask memoQ to assign the same people to process steps.

Vendors

Vendors from XTRF are matched to linguists in memoQ by the Name in external system provided in the Vendor’s profile > Main Data tab > System Accounts subtab > username in external system > Partner Aliases pop-up.

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When assigning a vendor to a job in a project integrated with memoQ, the integration checks if the linguist with the same username exists in memoQ.

If the vendor can’t be matched by username, the integration checks the vendor’s e-mail.

• If a linguist with the same e-mail exists in memoQ, the integration will assign this linguist to the job in memoQ. To ease future matching, it will also save their memoQ username in the Partner Aliases pop-up in the XTRF vendor profile.

• If there is no linguist with the same e-mail in memoQ, the integration will create a new linguist using the vendor’s details from their XTRF profile. The linguist’s Username will be the same as the corresponding vendor’s Name in XTRF.

Project managers

Manager information saved in memoQ (if disclosed in the User Profile): username, first name, last name, phone, e-mail.

Project managers from XTRF are matched to Users in memoQ by their Name in external system provided in User profile > General Info tab > username in external system > Partner Aliases pop-up (for more information, see the User Management - Users - Edit a user profile article).

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If a project manager can’t be matched by username, the integration will create a new User in memoQ using the PM’s data from XTRF.

Clients

Clients from XTRF are matched to clients in memoQ by ClientID solely. To ensure the client’s names are the same in both systems, go to the Client’s profile > Main Data tab > System Accounts subtab > username in external system > Partner Aliases pop-up and provide this client’s name used in memoQ.

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Otherwise, the integration will create new Clients in memoQ and assign them the XTRF internal IDs.

Mapping many XTRF Clients into one memoQ profile

XTRF integration with memoQ allows mapping multiple XTRF client profiles to a single client profile in memoQ. Therefore, if several XTRF clients have the same Name in external system provided in Client’s profile > Main Data tab > System Accounts subtab > username in external system > Partner Aliases pop-up, all of them will be matched with the same memoQ client.

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After you add a non-unique Name in external system, this client profile will gain access to memoQ resources of another XTRF client profile with the same username in memoQ.

Client resources

To ensure that all the XTRF clients mapped to one memoQ client will use the same resources, you need to specify the resource binding settings in the memoQ project template. When a memoQ project template is set to use a resource belonging to a specific memoQ client, all the XTRF clients with this client’s username provided in the Partner Aliases pop-up have access to that resource.

File management

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 with caution, 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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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. You receive dedicated statuses, warnings, and notifications in XTRF for such occurrences.

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)

Starting point

The memoQ process consists of three steps. The Review 1 step has several documents with In Progress status.

Stage 1 - returning the documents

Action in memoQ (option 1): All files are returned from Review 1 to Translation.

Outcome in XTRF (after the synchronization):

• The Translation step changes its status to Ready.

• The Review 1 step is flagged as Awaiting Corrections.

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Action in memoQ (option 2): Some files are sent back from Review 1 to Translation, and the rest are sent to the Review 2 step or finalized.

Outcome in XTRF (after the synchronization):

• The Translation step changes its status to Ready.

• The Review 1 step is flagged as Awaiting Corrections.

• The Review 2 step doesn’t change its status.

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Action in memoQ (option 3): Some files are sent back from Review 1 to Translation, while others are still processed in Review 1. 

Outcome in XTRF (after the synchronization):

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Stage 2 - redelivering the documents

Action in memoQ (option 1): The translator returns all corrected documents to Reviewer 1.

Outcome in XTRF (after the synchronization):

• The status of Review 1 changes to Started without the Awaiting Corrections flag. Reviewer 1 gets a notification e-mail about receiving corrected documents.

• The status of Translation changes from Started to Ready, and the Translation job is automatically closed.

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Action in memoQ (option 2): The translator delivers only some of the corrected documents back to Reviewer 1.

Outcome in XTRF (after the synchronization):

• The status of Review 1 stays Started (Awaiting Corrections) until all the correct files are delivered back from Translation. Every time at least one document is delivered between two synchronizations with memoQ, an e-mail notification is sent to the vendor assigned to the Review 1 step.

• The Translation step stays Started until all the files have been corrected and delivered.

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Returning documents several steps back (between two synchronizations)

Expand
title Returning documents to several steps back (between two synchronizations)
This scenario describes a rare case. Most of the files will be sent only one step back between two synchronizations with memoQ. Starting point The memoQ process consists of three steps. The Review 2 step has several documents with In Progress status. Action in memoQ: The documents are returned by Reviewer 2 to Reviewer 1 and then by Reviewer 1 to Translator. Everything takes place between two synchronizations with memoQ. Outcome in XTRF (after the synchronization): The Translation step becomes Started. The Review 1 and Review 2 steps become Started (Awaiting Corrections). The translator receives a notification e-mail. Reviewers don’t receive e-mails. Image Removed

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

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title Redelivering the corrected files several steps forward (between two synchronizations)
This scenario describes a rare case. Most of the files will be sent only one step forward between two synchronizations with memoQ. Starting point The memoQ process consists of three steps. The Translator has corrected several returned documents. Action in memoQ: The translator delivers previously returned documents to Reviewer 1, and then Reviewer 1 delivers them to Reviewer 2. Everything takes place between two synchronizations with memoQ. Outcome in XTRF (after the synchronization): The Review 2 step becomes Started. The Translation and Review 1 steps become Ready. The Translation and Review 1 jobs are automatically closed. Reviewer 2 receives a notification e-mail. Translator and Reviewer 1 don’t receive emails. Image Removed

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.

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

The XTRF-memoQ Smart integration allows the automatic creation of projects in memoQ based on the project data entered in XTRF. Therefore, using the integration can save the project managers' time as they don't need to run two projects in different systems to deliver one set of ready files to the client.
This integration allows vendors to work directly in memoQ while their progress is immediately reflected in XTRF's project. Also, within the integration, you can automate the document delivery between jobs and the calculation of payables and receivables based on the memoQ analyses. To learn more about the CAT tool integration principles, see the CAT tools article.

Supported memoQ Versions

XTRF supports integration with memoQ 10.2.

XTRF's support policy for memoQ

The XTRF-memoQ integration works only with LTS (long-term support) versions of memoQ; therefore, not every version of memoQ will result in the integration's update. However, that doesn't mean that XTRF clients must stick to the LTS versions of memoQ - installing the newest non-LTS versions will not affect the work of the XTRF API and the integration itself.

Data synchronization

The table below shows how the data between an XTRF Smart project and a linked memoQ project is synchronized.

Synchronization between a Smart project and memoQ ceases once:

• The project has been permanently deleted in memoQ

• An XTRF quote is marked as Rejected

• An XTRF project gets Closed or Cancelled.

Periodic synchronization

Apart from the synchronization actions listed in the table above, a Smart project is synchronized with a linked memoQ project every 8 minutes.

Periodic synchronization covers:

• Refreshing the list of remote Bilingual Documents on the Files card.

• Refreshing the list of remote Translation Memories and Terminology files on the Files card.

• Refreshing the status changes of documents and corresponding jobs (whether the documents are returned to previous steps or corrected and redelivered to further steps).

• Sending notifications to recipients of returned documents, as well as corrected and redelivered documents.

• Verification of languages of remote Translation Memories and Terminology files.

The synchronization of a Smart project with the linked memoQ project can also be triggered manually in XTRF by clicking the Synchronize Nowlink on the Process card.

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Mapping

When running integrated projects, XTRF will ask memoQ to assign the same people to process steps.

Info
After mapping, memoQ will store the following information from XTRF: For vendors: username, legal name, phone, e-mail, street address. For project managers: username, first name, last name, phone, e-mail. For clients: Client Alias (see Name in external system described below)

Vendors

Vendors from XTRF are matched to linguists in memoQ by the Name in external system provided in the Vendor's profile > Main Data tab > System Accounts subtab > username in external system > Partner Aliases pop-up.

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When assigning a vendor to a job in a project integrated with memoQ, the integration checks if the linguist with the same username exists in memoQ.

If the vendor can't be matched by username, the integration checks the vendor's e-mail.

• If a linguist with the same e-mail exists in memoQ, the integration will assign this linguist to the job in memoQ. It will also save their memoQ username in the Partner Aliases pop-up in the XTRF vendor profile to ease future matching.

• If no linguist has the same e-mail in memoQ, the integration will create a new linguist using the vendor's details from their XTRF profile. The linguist's Username will be the same as the corresponding vendor's Name in XTRF.

Note

If an XTRF vendor already has a linguist profile in memoQ with a different username and e-mail, the integration won't be able to match them to the XTRF profile. Instead, it will create another profile in memoQ using the details from XTRF. To avoid such duplication, we recommend ensuring that your vendors have either the memoQ username provided in the Partner Aliases pop-up or the same e-mails in both systems.

Info
If you want new vendors to be assigned to a specific group in memoQ, you can do this on the CAT Tool page (see Step 12 in memoQ integration setup - Configure XTRF article).

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Use subvendors in integrated projects

To use subvendors in a memoQ-integrated Smart project, you need to mark a vendor as a subvendor. To do so, perform the following steps:

In memoQ

1. Create a subvendor group in memoQ.

2. Add the XTRF's vendor contact person to this subvendor group.

In XTRF

1. Open the selected vendor's profile in edit mode.

2. Go to the Main Data tab > System Accounts subtab > username in external system link.

3. In the Partner Aliases pop-up:

   1. From the System Name drop-down, select memoQ.

   2. In the Name in external system field, provide the name of the subvendor group in memoQ.

   3. Check the Subvendor in memoQ box.

   4. Click the Add button.

   5. Click the Save button.

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4. Click the Save button on the vendor profile page.

Now, when you assign a vendor marked as a Subvendor in memoQ in XTRF, the integration will assign documents to the mapped subvendor in memoQ.

Note
Subvendors in memoQ cannot download nor deliver Bilingual Documents and memoQ packages through the Vendor Portal. Instead, they should use memoQWeb or check out a local copy of the project in memoQ.

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Project managers

Manager information saved in memoQ (if disclosed in the User Profile): username, first name, last name, phone, e-mail.

Project managers from XTRF are matched to Users in memoQ by their Name in external system provided in User profile > General Info tab > username in external system > Partner Aliases pop-up (for more information, see the User Management - Users - Edit a user profile article).

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If a project manager can't be matched by username, the integration will create a new User in memoQ using the PM's data from XTRF.

Info
If you want new PMs to be assigned to a specific group in memoQ, you can do this on the CAT Tool page (see Step 12 in memoQ integration setup - Configure XTRF article).

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Clients

Clients from XTRF are matched to clients in memoQ by ClientID solely. To ensure the client's names are the same in both systems, go to the Client’s profile > Main Data tab > System Accounts subtab > username in external system > Partner Aliases pop-up and provide this client's name used in memoQ.

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Otherwise, the integration will create new Clients in memoQ and assign them the XTRF internal IDs.

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In case of a large number of aliases, this operation may be done with a macro. For details, reach out to your Regional Growth Manager.

Mapping many XTRF Clients into one memoQ profile

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This is a practical and convenient way of managing resources in memoQ projects when the same resources, like translation memories or term bases in memoQ, are shared between several XTRF clients (for example, those from the same company or office).

XTRF integration with memoQ allows mapping multiple XTRF client profiles to a single client profile in memoQ. Therefore, if several XTRF clients have the same Name in external system provided in Client's profile > Main Data tab > System Accounts subtab > username in external system > Partner Aliases pop-up, all of them will be matched with the same memoQ client.

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XTRF will save a duplicated Name in external system for memoQ and inform you about this situation with a warning in the Partner Aliases pop-up.

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After you add a non-unique Name in external system, this client profile will gain access to memoQ resources of another XTRF client profile with the same username in memoQ.

Mapping many-to-one profiles works with both Classic and Smart Projects, but only for clients. Vendors are still mapped one-to-one, based on a unique Name in external system.

Client resources

To ensure that all the XTRF clients mapped to one memoQ client will use the same resources, you need to specify the resource binding settings in the memoQ project template. When a memoQ project template is set to use a resource belonging to a specific memoQ client, all the XTRF clients with this client's username provided in the Partner Aliases pop-up have access to that resource.

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Known issues and limitations

Implications of memoQ password policy

The Enforce strong passwords for all users setting in memoQ can lead to issues in project creation.

XTRF API delivers encrypted passwords (which is way safer than delivering plain text), but memoQ can’t can't recognize them. However, the memoQ team does not recommend sending plain text passwords either. As a result, when you create a project in XTRF with a client or vendor that is not registered in memoQ yet, the project may not be created in memoQ due to password requirements.

The solution to this issue is to be developed by the memoQ team. For the time being, if you encounter this problem, you can tackle it in two ways:

• Uncheck the Enforce strong passwords for all users box in memoQ,

• Create user profiles in memoQ manually, and then map them with the XTRF profiles as described in the Mapping section of this article.