How to enable and configure the Chat/Query management module (QMM)

Introduction

As you might already know, the XTM Query management module (QMM) streamlines project communication among all XTM Cloud project's stakeholders by leveraging the chat functionality.

  1. Project Managers can open chats in the XTM Cloud UI with:

  • All linguists assigned to the project,

  • Linguists assigned to a specific language,

  • LSP project managers,

  • Specific groups of users,

  • Specific users.

  1. Linguists, on the other hand, can open chats in the XTM Cloud UI with:

  • Project Manager,

  • All linguists assigned to the project – if an LSP is included in the project workflow, and the Include LSP PM in chat if LSP is assigned to the workflow parameter has been enabled by the Project Manager, the chat will also include the relevant LSP Project Manager,

  • Project Manager and other linguists assigned to the same language – if an LSP is included in the language workflow, and the Include LSP PM in chat if LSP is assigned to the workflow parameter has been enabled by the project manager, the chat will also include the relevant LSP project manager.


Guidelines

Enabling a chat

  1. This feature can only be used if an XTM Cloud administrator enables it in Configuration → Settings → SystemEnable XTM chat.

  1. Next, check if the chat is working after enabling it in the XTM Cloud UI, as shown above.

  1. If the chat is now working, if needed, create a suitable ticket for the XTM International Support team through our Customer Portal, with a request to enable XTM chat, as some further changes will be required in the back-end of your XTM Cloud instance (database).

  2. Once the XTM International Support team confirms that the feature is truly enabled and is working, log in to your XTM Cloud account.

  3. Enable the chat functionality in the top right corner of the XTM Cloud UI panel:

UI configuration

  1. Click the chat configuration button.

  1. Project Managers can enable or disable the following optional parameters:

  • Send e-mails about new chats → All chat participants receive a notification once a chat has been created;

  • Allow linguists to create chats without PMs → Enables linguists to create a chat without the project manager;

  • Show avatars in chat window → The avatars for other users will be displayed in the chat box next to the messages they have written;

  • Include LSP PM in chat if LSP is assigned to the workflow → LSP project manager will automatically be added to chats when:

    • Linguist creates a chat with source reference and any LSP is assigned to the project,

    • Linguist creates a chat with target reference and any LSP is assigned to the same language combination in the workflow,

    • Contractor's project manager creates a chat with either target or source reference.

  • Default privacy type for newly created chats:

    • Private → Chats can be accessed only by the respective chat participants.

    • Public → Chats can be browsed by all XTM Cloud users in the Query management page and accessed in “read only” mode.

Enabling chat for subcontractors (LSPs)

To be able to include a particular LSP in chats, regardless of whether or not they are assigned in a particular project workflow in XTM Cloud, the said LSP has to have the QMM/Chat module fully enabled on their side. For this reason, create a proper issue request for XTM International Support if you would like to include LSPs from other servers in your chats.

Initiating a chat

Chats can be initiated only in relation to a specific project.

From Project context menu

  1. Go to: Projects → Project list → (select a project) → context menuOpen chat.

  2. You will see three options. Choose one of them:

  • Open chat for PM and all linguists → As the name suggests, it provides a means of communication with all linguists assigned to the project;

  • Open chat for PM and linguists in this target language → Provides a means of communication with linguists assigned to a specific target language;

  • Choose chat participants... → Opens the Change chat participants popup in which you can select chat participants from the following participant groups:

    • Assigned to project,

    • PM/LPM,

    • Linguists,

    • LSP (LSP’s project manager),

    • User groups,

    • Language groups,

    • Chat groups.

From Tasks view

From the Tasks view, you can only initiate a chat for a selected job.

  1. Go to: Tasks → (select a job) → context menuOpen chat.

  2. Depending on the global configuration options you have selected, some options will be displayed. Choose one of them:

  • Open chat with PM → Provides a means of communication between you and the project manager;

  • Open chat for PM and specific linguists → Provides a means of communication with the project manager and linguists assigned to a specific target language;

  • Open chat for linguists → Provides a means of communication only between linguists, without the project manager.

From XTM Workbench

An XTM Workbench chat can be only be initiated at the level of a particular segment.

  1. In XTM Workbench, open the file for which you want to create a chat.

  2. Select the segment in which you want to create a chat.

  3. Right-click in the segment and select Create chat for segment from the context menu.

  1. A new popup is displayed, in it, set the scope of the chat.

  1. Once finished, click Create chat.

Chat display

Main display

  1. Once you create a chat, select the chat icon on the top right-hand corner of the page.

  2. You will see a list of all available chats including your user, that have been created so far.

  3. Once you click on a particular chat, it is displayed at the bottom of the page.

  4. You can also change the participants who will have access to this specific chat by clicking on Change participants… on the left-hand side.

The list of chat participants displays nicknames (Users → Edit user → General → Nickname) of the users in the XTM Cloud UI.

Filtering

You can use the chat filters available in the Query management popup to help you find a required chat.

To search for a chat using filters, select the Access Query management to see more chats button at the bottom of the Chat selection list: