Supported memoQ Versions
XTRF supports integration with memoQ 10.2.
XTRF supports only LTS (long-term support) memoQ versions. To check if your version has an LTS status, see the list on the memoQ - Downloads page.
Integration with other memoQ versions may work as well; however, in this case, XTRF will not be responsible for possible errors of malfunction.
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. | |
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.
Moving the project to the trash bin in memoQ does not stop the synchronization completely. The linked Smart project will still be synchronized and may affect server performance. To break the synchronization and free server capacity, you also need to delete the project in question from the memoQ trash bin.
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.
The synchronization of a Smart project with the linked memoQ project can also be triggered manually in XTRF by clicking the Synchronize Now link on the Process card.
Mapping
When running integrated projects, XTRF will ask memoQ to assign the same people to process steps.
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.
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.
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.
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).
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).
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.
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).
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.
Otherwise, the integration will create new Clients in memoQ and assign them the XTRF internal IDs.
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
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.
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.
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.
File management
Importing work files to memoQ through a linked Smart project or quote
You can import to memoQ only the following file categories:
Source Document
Bilingual Document
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 is not recommended, as it may unnecessarily duplicate documents in memoQ.
Resources like Translation Memory (TM) or Terminology cannot be imported to memoQ by uploading them in the Files card. Those need to be added directly to the memoQ project or via the memoQ project template selected in the Process card (see the Use memoQ project templates in XTRF project article).
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):
Automatically generated CAT analysis (one for each language combination).
Remote Bilingual Documents in memoQ (one for each language combination).
Source Document uploaded to the Smart project.
Importing Source Documents through the integration can be performed for all file formats supported by memoQ. For some file types, you may want to apply specific memoQ Filter Configuration.
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.
Importing return packages through the integration is supported only for files in .mqback format. Other file formats, such as XLIFF and RTF, can be imported as regular bilingual documents.
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.
The document returning mechanism described below does not apply to offline work, where documents are downloaded, corrected offline, and then uploaded manually.
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)
Starting point
The memoQ process consists of two steps. A document is assigned to the Review 1 step; its status in memoQ is In Progress.
Action in memoQ
Once the review is complete, Reviewer 1 clicks the Deliver button and selects the I am returning the document to the previous actor option to return the document back to the Translator.
The document leaves the Review 1 step and returns to the previous one: Translation (not started).
Outcome in XTRF
The integration sends an automatic email notification to the vendor assigned to the previous Translation step.
After the synchronization, the Translation step in XTRF changes its status from Ready to Started, while the Review 1 step stays Started but with an Awaiting Corrections flag.
The Awaiting Corrections status flag does not apply to the first step in the process.
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.
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.
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):
The status of Review 1 remains Started without the Awaiting Corrections flag because some files are still being processed in this step.
The status of the Translation remains Ready because only some of the files have been returned. However, the vendor assigned to the Translation step receives a notification e-mail about the documents that need correction.
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.
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.
If any files are still being processed in any step, its status remains Started. No further steps in the workflow will be officially started in the system until all files have been approved in the previous steps. This also applies to multiple review rounds.
Returning documents 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.
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.
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.
For example, 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
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.
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 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.