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.

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 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. It will also save their memoQ username in the Partner Aliases pop-up in the XTRF vendor profile to ease future matching
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 and will create another profile in memoQ using the details from XTRF. To avoid such duplication, we recommend to ensure 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. If you want 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 very 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 for 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 make sure 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 that belongs to a specific memoQ client, all the XTRF clients that have this client’s username provided in the Partner Aliases pop-up have access to that resource.

Using process templates

Every XTRF instance with Smart projects has several default memoQ process templates included. You can use, edit, or copy the existing ones (we recommend this option for those who just started using the XTRF-memoQ integration) or create custom process templates for memoQ-integrated projects.

To access those process templates, go to the Configuration menu > Projects and Quotes > Process Templates(Smart).

MemoQ templates are tagged with (memoQ).

Add a new process template for memoQ

(Opitonal) Turn on the automatic file delivery in each step:
1. Go to the Process card.
2. Click the Edit Process button. You will be directed to the Process Designer.
3. Click on a step in the process.
4. On the step side panel on the right, scroll down to the MemoQ integration section.
5. Select the Yes radio button for the Try to deliver files to the next memoQ step when Job is finished option.
6. Repeat for other steps.

The option ‘Try to deliver files to the next memoQ step when Job is finished’ automatically scans the documents for any unverified segments, and if any are found, it requires confirmation before delivering the documents and finalizing a Job.

Edit a process template for memoQ

Click the icon next to the process you want to edit.
Go to the Process

‘Translation’ and ‘Review’ Jobs tagged with ‘(memoQ)’ are pre-programmed to be executed with memoQ. Their presence in the process indicates an integrated project in memoQ.

You can build the process further by dragging and dropping steps from the panel on the right.

Configure work files for vendors

Apart from optional files (like auxiliary files or reference materials), newly added steps need to receive and share bilingual documents provided by the project manager or client. By assigning bilingual documents to the memoQ-integrated steps, we ensure that vendors will find the required work files in memoQ, Webtrans, or as a downloadable on the Vendor Portal.

Those shared bilingual documents distinct the integrated jobs from non-integrated jobs, which operate on source documents and translated documents passed from one step to another.

To ensure the correct file flow for integrated steps, perform the following actions:

Click on the step in question. The step sidebar menu will appear on the right.
Scroll down to the Work Files for Vendor section.
Open the PM or Client drop-down list, and make sure the Bilingual Document box is checked along with other necessary file categories.
Scroll down to the Files to be Delivered by Vendor section.
Open the drop-down list and ensure the Bilingual Document box is checked along with other necessary file categories.

The changes to the process template are saved automatically.

(Optional) Configure the File Preparation step

If you add a File Preparation step, that means that the first vendor in line is responsible for adapting or preparing documents which will be analysed by memoQ and turned into translatables.

All the files categorized as Source Documents during the upload are sent directly to memoQ

To ensure that the vendor receives and delivers the correct files, perform the following steps:

Select the File Preparation step on the Process card. The step sidebar menu will appear on the right.
Scroll down to the Work Files for Vendor section.
Open the PM or Client drop-down list, and make sure the Source to be Prepared box is checked
Scroll down to the Files to be Delivered by Vendor section.
Open the drop-down list and ensure the Source Documents box is checked along with other necessary file categories.

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.
- Close the job in the Vendor Portal or Home Portal (documents will be delivered automatically).
- Deliver the documents through Webtrans or memoQ and wait for the synchronization between XTRF and memoQ.
For offline work:
- Automatic file delivery should be enabled in memoQ steps (see the Add a new process template for memoQ section above)
- Vendors should:
  - Download RTF / XLIF documents and process them offline.
  - Deliver the documents to the Vendor Portal or Home Portal and select the category Bilingual document.
  - Finalize the job in the Vendor Portal or Home Portal (the files will be delivered automatically).

The Review 1 step allows to finalize a job manually without verifying the segments. The documents will be delivered automatically as long as:

There are non-empty segments verified in the previous step.
Automatic file delivery is enabled.

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.

Smart memoQ integration overview