Overview
The XTM integration eases the management of classic XTRF projects that are meant to be handled in XTM. The quotes and projects you start in XTRF are automatically created in XTM, and the ready files are sent back to XTRF.
Compatibility
The latest version of XTRF supports the integration with the XTM International - XTM Cloud 13.1 version.
Languages supported by XTM
How does the integration work?
Matching
People
To create an XTRF project in XTM, the integration tries to match the client, vendor(s), and project manager with the corresponding entities in XTM.
For clients, the integration checks the data in the Partner Aliases (Client profile > Main data > System Accounts > username in external system). If there is no such data, the integration matches the XTRF Client ID or Name to the XTM Customer (name). If no match is found, a new customer is created in XTM.
For vendors, the integration checks the data in the Partner Aliases (Vendor profile > Main data > System Accounts > username in external system). If there is no such data, the integration matches the XTRF Vendor Name to the XTM User Name. If no match is found, a new user is created in XTM.
If the matched vendor has no required language pair assigned in XTM, they won’t be automatically assigned to the project in XTM.
If the integration can’t find a matching vendor in XTM, it creates a user with a Linguist role and the language pair required for the XTRF project. Any further changes to this user profile should be managed in XTM.
For project managers, the integration matches XTRF User Username to the XTM User Name. If no match is found, a new user is created in XTM.
Workflow
The name of the vendor's job in the XTRF workflow must match the workflow step name defined in XTM. We strongly advise using the default system names for steps in XTM.
To ensure the automatic assignment of the steps, you should manually assign custom steps to a vendor in XTM before the synchronization.
If the work files for translation are compressed, the Unzip box must be checked in the Upload file pop-up window in XTRF.
Quote creation
With XTRF, you can start managing an XTM project while the work is just being agreed upon in a quote.
Once the quote is created in XTRF, a related project is created in XTM.
XTM assigns an ID to the new project. This ID is transferred to XTRF as a quote name.
CAT receivables in XTRF are created based on XTM analyses.
The results of the analysis are exported to XTRF.
If the customer accepts the quote, it is converted to a project in XTRF.
Project creation and management
Once a project is created:
XTM assigns the ID to the project, which is then transferred to XTRF as the project name.
XTRF notifies the vendors via email about the availability of the files on the XTM server.
The vendors work in XTM.
After the vendors have finished their work, the translated files are uploaded to XTRF by XTM.
The project is finished once the translated files are delivered to the client.
Job statuses
The change of the job’s status to Ready in XTRF will close the corresponding step in XTM if one of the following conditions is met:
It is the last job before project finalization.
The following job has a fully blocking or partially blocking parameter.
In either case, all preceding steps will also be closed if they haven't been closed earlier.
Reverting a job's status in XTRF reopens it also in XTM.
Canceling or deleting a job in XTRF doesn't affect the corresponding step in XTM.
XTM project templates
It is possible to attach an XTM project template to an XTRF workflow (see the XTM integration setup - CAT Tools tab article). Some settings of an XTM project template (e.g., language combinations) will be overridden by XTRF task and workflow settings.
Management of Translation Memory and Terminology files assigned to a client
In XTRF, you can only access and manage the translation memory (TM) and terminology files related to a specific client. Any other types of TM and terminology files are not available.
XTRF imports the information about TM and terminology files from XTM. If the customer does not have any TM or terminology files in XTM, XTRF can create those resources in XTM.
LQA
The integration supports XTM's LQA (Linguistic Quality Check) workflow step. The integration allows for generating LQA scorecard (report) files.
LQA as a parameter of another workflow step is not supported.
CAT analyses
If Create CAT Receivable and/or Create CAT Payables options are turned on (see the XTM integration setup - Advanced settings subtab article), a CAT analysis file will be downloaded from XTM during the project creation. It will be stored in the Log File folder.
The analysis will be created in XLS format, and the filename will be: YYYY-MM-DD_projectXXXXX_Metrics.xls, where YYYY-MM-DD is the date and XXXXX is the project ID.
To learn more about the supported formats of CAT analyses generated by XTM that can be imported into XTRF regardless of the integration, see the Integrations with other systems article.
How to use the integration
To start the automatic synchronization of your XTRF project with XTM, you need to:
Create a classic project in XTRF.
Choose one of the workflows created for integration purposes or set up a new workflow with steps and settings required for the integration (see the XTM integration setup - Configure the workflow article)
Set the dates, assign the vendors, and provide other essential details. To learn more about projects, see the Creating a Project article.
Start the workflow. That will trigger the synchronization, and the new project will appear on your XTM instance.
When the project is finished in XTM, the ready files will appear in the Output Files directory in your XTRF project.
After the vendors finish their job in XTM, they have to log in to the Vendor Portal and click the I Finished The Job button without uploading files. Otherwise, the synchronization will not work properly.
Subcontracting
If your vendor is an LSP with their own XTM instance, you can profit from the subcontracting through integration. It will allow you to keep all the records in XTRF while the work is conducted in XTM.
To use the subcontracting scenario, an LSP user has to be created in your XTM instance and connected with the subcontractor’s instance. To learn more about those settings, see the XTM’s Enable Subcontracting guide.
The LSP users are matched to vendors in XTRF by the same rules as regular vendors (see the Matching - People section of this article).
Next, create a project in XTRF, as described in the previous section. Assign your subcontracting vendor to one or more jobs.
When you start the workflow, a new project appears not only on your XTM instance but also on the XTM instance of your subcontractor.
After your subcontractor finishes the work on their side, the ready files will appear on your XTM and XTRF instances.
Access files in XTM from the workflow
You can access files in XTM directly from the workflow to preview and download the ready files before sending them to the client.
Open an XTM-integrated project.
In the Project menu on the left, select a task in question.
Go to the CAT Tools tab.
In the External Project ID section, click the Preview Files button. A Preview Files pop-up window will appear.
From the Workflow Job File drop-down list, select the desired file.
From the Preview Type drop-down list, select the desired preview format.
Click the Export button. The selected files will be accessible in the Workflow Graph tab > Workflow Directories section > Preview folder
Field mapping
Client
XTRF | XTM |
Name | Customer |
If the integration can’t match an XTRF client to an XTM customer, it creates a new customer in XTM. No details except the client’s name are transferred to XTM.
Vendors
XTRF vendors are mapped to XTM users with the Linguist role.
XTRF | XTM |
Name | Username |
Name | First name |
Legal Name | Last name |
E-mail Address |
Project Managers
XTRF users are mapped to XTM users with the Project Manager role.
XTRF | XTM |
Name (= Username) | Username |
First Name | First name |
Last Name | Last name |
E-mail Address |
If the integration can’t match an XTRF user to an XTM user, it creates a new Project Manager user in XTM.
Workflow jobs
XTRF | XTM |
Workflow Job, Name | Workflow Step, Step name |
CAT analyses
XML/XLF Format
Only words are matched.
XTM Type | XTM Category | XTRF |
TotalWordCount |
| Total |
AlphanumericOnlyTextUnitWordCount |
| No match |
MeasurementOnlyTextUnitWordCount |
| No match |
NumericOnlyTextUnitWordCount |
| No match |
PunctuationOnlyTextUnitWordCount |
| No match |
ExactMatchedWordCount |
| X translated |
LeveragedMatchedWordCount |
| 100% |
RepetitionMatchedWordCount |
| Repetitions |
RepetitionMatchedWordCount | 95-99 | 95-99% |
RepetitionMatchedWordCount | 85-94 | 85-94% |
RepetitionMatchedWordCount | 75-84 | 75-84% |
FuzzyMatchedWordCount | 95-99 | 95-99% |
FuzzyMatchedWordCount | 85-94 | 85-94% |
FuzzyMatchedWordCount | 75-84 | 75-84% |
x-RealWordCount |
| No match |
XLS Format
Words and characters are matched.
XTM | XTRF |
Leveraged match | 100% |
95-99 Fuzzy match | 95-99% |
85-94 Fuzzy match | 85-94% |
75-84 Fuzzy match | 75-84% |
Repeat | Repetitions |
95-99 Fuzzy repeat | 95-99% |
85-94 Fuzzy repeat | 85-94% |
75-84 Fuzzy repeat | 75-84% |
No matching | No match |
To learn more about managing projects in XTM, see the XTM Documentation.