The XTRF – XTM Cloud integration for Smart projects works both ways:

• XTM Cloud > XTRF: integrated projects from XTM Cloud are reflected in XTRF.

• XTRF > XTM Cloud: integrated projects from XTRF are reflected in XTM Cloud.

If you want to try the XTM Cloud Smart Project integration, please contact the XTRF Helpdesk. Our administrators will reach out to you with further instructions.

The Connector app does not currently have a graphical interface. All settings are hardcoded in the YAML file, so XTRF staff perform the installation and configuration.

Please prepare the following information:

• XTRF instance URL.

• XTRF User used for synchronization.

• Token of the XTRF User.

• XTM Cloud instance URL.

• XTM Cloud Company Name.

• XTM Cloud User ID used for synchronization.

• Token of the XTM Cloud User.

• (Optional) If you only want to set up the XTM Cloud > XTRF integration for a selected client, provide the ID of this XTM Cloud Client.

The XTRF user used for synchronization must belong to a group with rights to:

• Clients – Browse.

• System Values: Advanced.

• Languages – Browse.

• Projects – Display, Edit.

• Services – Browse.

• Notification send.

The integration connects a single XTRF Platform with a single XTM Cloud instance through a Connector app hosted in Google Cloud. It handles all the communication between the two systems via their respective REST APIs.

When a project is created in XTRF, the following data is synchronized to XTM Cloud:

• Project name.

• Client name > Customer.
  If there are no customers with a matching name in XTM Cloud, the integration will automatically create a new XTM Cloud Customer.
  Customer mapping is performed each time a new project is created. If the client’s name changes in XTRF, a new XTM Cloud customer will be created automatically. The system does not take the name in the 'username in external system' field into account when mapping and synchronizing clients.

• Client deadline > Delivery due date.

• Specialization > Subject matter.

• Workflow steps.

• Language pairs.

After the project is created, the integration synchronizes the following data from XTM Cloud to XTRF:

• (Manually, on demand) Linguists > Vendors.

• (Optional) CAT analyses (for details, see the Manage an XTM Cloud-integrated project | Fetching CAT analysesPreview guide).

When a project is created in XTM Cloud, the following data is synchronized to XTRF:

• Project name.

• Customer > Client name.
  The project will be created without a client if there is no matching client in XTRF.

• Delivery due date > Client deadline.

• Subject matter > Specialization.

• Workflow steps.

• Language pairs.

After the project is created, the integration synchronizes the following data from XTRF to XTM Cloud:

• Vendors > Linguists.

• New target languages.

• New source files.

• (Manually, on demand) Linguists > Vendors.

• (Optional) CAT analyses (for details, see the Manage an XTM Cloud-integrated project | Fetching CAT analysesPreview guide).

• Multiple language combinations within one XTRF project are reflected identically in XTM Cloud and vice versa.

• Languages are mapped using the ISO 639-1 code.

• After you select the language, it cannot be changed anymore.

• You can add new target languages in XTRF. They will be reflected in a linked XTM Cloud project, and the appropriate bilingual documents and (optional) CAT analyses can be downloaded to XTRF.

Once the project has been started in XTM, the integration will align the XTM Cloud Workflow Step statuses with the linked XTRF Jobs.

Synchronization works both ways. However, for projects created in XTM, the XTM Cloud Helpdesk must configure a global callback setting for a particular client (for details, see the XTM Cloud documentation). The integration will work without it, but actions on the XTM Cloud side will not be reflected in job statuses in XTRF.

For example, after completing a translation in XTM, a vendor must click I Finished the Job in the Vendor Portal to close it. With proper callback configuration in XTM, the job in XTRF will close automatically.

• After you assign Vendors in XTRF, the integration looks for corresponding Linguists or LSP users in XTM Cloud using the vendor ID. If the integration can’t match a vendor by ID, it searches for a corresponding linguist by e-mail. If a matching linguist exists in XTM Cloud, the integration automatically adds their ID in XTRF for future reference.

• If no linguists can be matched to an XTRF vendor, the integration will create a new linguist user in XTM Cloud and assign them the necessary user details (required role, source and target languages, and workflow job). This new linguist will be mapped to an XTRF vendor by ID.

• If a matching linguist lacks the user details required for the current project, the integration will automatically assign those details to the matching linguist. Access rights to the project’s customer must be manually assigned in XTM Cloud.

You can import linguist and LSP assignments from XTM Cloud to XTRF by clicking the Synchronize now button in the Process card. The integration will then look for corresponding Vendors in XTRF using the vendor ID and assign them.

• Vendor assignment works for both unsplit documents and bundles.

• Linguists from XTM Cloud will only be assigned to XTRF jobs in status Open.

• The integration cannot automatically assign vendors with multiple price profiles if none of the profiles is selected as the default one.