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Best way to monitor status of many projects

We have been using Smart Projects for almost 9 months now and have found workarounds for most situations. But from time to time, we want to make sure we are not falling into bad habits, but instead are using the system as efficiently as possible. To this end, I wanted to get the community involved to see what you have found to be the best way to monitor the status and need for action for numerous projects at the same time, e.g. at least 50-100 open projects simultaneously.

So far we have used a hybrid approach of:

* List of open projects

* List of jobs due today or earlier

* Systematically adding an internal "project preparation" step to all projects, which we only set to Ready once all vendors have been assigned, finances are verified, and the project confirmation to customer has been sent out

While this works fairly well, it is surely not ideal. The main purpose of a project management system is to have a clear and organised overview of running projects and jobs. The Smart Projects Dashboard is, at best, a half-hearted effort to achieve that. And the Notification section in the top bar is not practical or reliable at this point (see other threads on this topic).

So as we wait for a better solution to be developed, what other ways have you found to be effective in keeping an overview?


Integration with memoQ 9.6

We just upgraded to memoQ server 9.6 because of some significant improvements to webTrans. We ran a few XTRF-memoQ integration tests and so far everything is working as it should. If we have any other XTRF users that run the integration with the latest memoQ version, let us use this thread to make each other aware of any complications or errors. It generally takes XTRF a little longer to confirm compatibility with the latest memoQ version.

Any issues you have noticed thus far?


Recently released XTRF v9.0 is compatible with memoQ 9.7. The improvements related to the document reimport are also part of that release.


Mapping custom fields in memoQ integration

Marek Atl 5 years ago in Home Portal / Smart Projects with CAT integration updated by Jason Esch 4 years ago 1

It would be great if custom fields from XTRF project could be mapped to memoQ project fields through integration. Without this, more advanced automations become half-manual, which is not quite the trend the industry is going.


Wrap up of memoQ projects after completion in XTRF

How are you XTRF/memoQ users handling the wrapping up of projects in memoQ? Currently there is no API command (to my knowledge) that allows XTRF to wrap up a completed project in memoQ. This leads to lots of unwrapped memoQ projects and therefore to lots of Working TMs as TM reference material in new XTRF projects.

So far we have had to ask our PMs to wrap up projects manually. PMs currently do this once a week to reduce the amount of Working TMs in XTRF, as the wrap-up action submit Working TM to Master TM in memoQ.

I had asked XTRF to incorporate a wrap-up API call from XTRF to memoQ when the XTRF project is closed, as this seems to be the most logical and practical time to run this action. However, I was told that this is not a common request by XTRF/memoQ users. Therefore, I would like to check with all of you in case I am missing something.

Thanks in advance!



The best solutions we know to wrapping up the projects in memoQ have been already posted in this thread (thank you all for that!). We agree Automatic CAT Tool Project Wrapping by XTRF would be a useful feature and we encourage you to vote for this development idea and help us design the automation by answering the questions there. The more votes it collects, the sooner it will be available :)

As for sharing the project TM with the vendor, let's keep it as a separate discussion.


How to implement MT/MTPE into fully automated CAT tool integrated project?

Jelle Maes 5 years ago in Home Portal / Smart Projects with CAT integration updated by Pablo Estrada 2 years ago 7

Hi community,

Are there any memoQ integrated smart project users who implemented MT and MTPE into their processes?

Any chance to share insights on how you set up the automation part of it? We are aiming at a highly automated process, obviously.

Ideally we would like to have a separate process template for that, but CAT tool integrated process steps are reportedly not cloneable. So for now we'll work with regular CAT tool integrated process steps, mapped with the available roles in memoQ. This means we'll have to look into other options to automate: price profiles.

But here we stumble upon the roadblock of fully automated provider selection rules. We can filter on categories matching the correct provider, but unfortunately not the correct vendor price profile will be used... as job types from these steps are 'translation' and 'proofreading' which are used for regular translation and proofreading jobs in the default price profile.

Does anyone see or use another workaround that meets the "highly/fully automated" requirement?

Thanks a lot!


Best practices for changed source documents

Customers will send changed source documents quite frequently. Even though we are experienced users of Smart Projects, we are not sure whether we are using best practices for such scenarios. Quite some time ago, we discussed the need for better handling of source document reimports (integrated with memoQ). Not sure where this is on the roadmap, which is why I would like to UE community benefit from this discussion.


(1) Integrated memoQ project with bilingual source documents already created, but translator hasn't started.

(2) Integrated memoQ project with bilingual source documents already created and translator has started, but not delivered.

(3) Integrated memoQ project with bilingual source documents already created and translator has started and delivered. Bilingual document is now with proofreader.

What is the best way to handle both file management and finances (receivables/payables) in these scenarios with the current Smart Project design?


Here's the instruction on how to reimport documents in memoQ without breaking the integration:


How to get language codes appended to translated file names?

Jaime Zuniga 5 years ago in Home Portal / Smart Projects with CAT integration updated by Christiane Lueke 1 year ago 8

I am just starting to look at smart projects and noticed that the language codes are not appended to the translated files in a smart project with memoQ integration. I do not see any info in the knowledge base on this.

Can anyone share how they deal with this?


Round numbers - open PDF templates

Ineke0333 10 months ago in Home Portal / Smart Projects with CAT integration updated by Thomas Mosley 10 months ago 5

Anyone has any idea to round numbers in the open PDF templates in XTRF? 

Our quotes include totals with 3 decimals -> €120,025

Thanks for sharing your thoughts


SDL Trados Studio integration in Smart Projects - is it planned?

Reinis Straume (LMI:T) 6 years ago in Home Portal / Smart Projects with CAT integration updated 6 years ago 6

Dear all,

I am aware that integration with Studio is now only available with classic projects. Is it at least planned to be integrated with Smart Projects as well? If yes, which update/when?

Thank you.


[XTRF - memoQ] prevent vendors from downloading source files

Pablo Estrada 3 years ago in Home Portal / Smart Projects with CAT integration updated 3 years ago 2

Hi all,

Due to compliance requirements we are looking for a solution to block source file downloads (in XTRF)  for vendors working on projects created through the integration. Has anyone found a workaround for this? XTRF Support confirmed this can't be manipulated from the integration settings.

Thanks in advance for your comments.