They are answered by the XTRF community and our experts

Under review

Wrap up of memoQ projects after completion in XTRF

Sancho Leath 2 years ago in Home Portal / Smart Projects with CAT integration updated by Mikołaj Pastuszko 1 year ago 9

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!


Under review

Best way to monitor status of many projects

Sancho Leath 2 years ago in Home Portal / Smart Projects with CAT integration updated by Łukasz Kaleta 2 years ago 22

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?

Searching answer

Best practices for changed source documents

Sancho Leath 1 year ago in Home Portal / Smart Projects with CAT integration updated 8 months ago 13

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?


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

Jelle Maes 4 months ago in Home Portal / Smart Projects with CAT integration updated by Wim 1 month ago 3

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!


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

Reinis Straume (LMI:T) 1 year ago in Home Portal / Smart Projects with CAT integration updated 1 year 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.


Current compatibility with memoQ

Sancho Leath 3 months ago in Home Portal / Smart Projects with CAT integration updated by Wim 3 months ago 11

Is XTRF 8.3.11 compatible with memoQ 8.7?

And when do we expect compatibility with memoQ 9?


First Close Date and memoQ 9 compatibility of 8.3

Could you please expound on the new concept of the First Close Date (released with 8.3)? Currently it seems as if this field is left unlocked after closing the project. Will an additional field be added/visible when reopening and closing a project? So far I am not able to see such a field, unless the the finish date of the last job of a project is that field. I am sure there is an easy explanation.

Speaking of which, it would be helpful to continue posting an example for each new feature of the latest minor release, as was partly done in the past. The same goes for compatibility of the new XTRF version with CAT tools, e.g. is XTRF 8.3 compatible with memoQ 9.0?


In 8.2 we rolled out a change concerning First Close Date in Classic Projects. The change is described in details in this article. The change from XTRF 8.3 is a similar change, but this time for Smart Projects. Actual Close Date has been renamed to First Close Date, and it doesn't get updated now if you reopen and close again a Project. The field can only be updated manually by 'admin' user.

Regarding compatibility with memoQ 9, out integration was not tested against this version before the release of 8.3. We are planning the tests in the nearest future and, when the compatibility is confirmed, the information will be published in the release notes.


search on client VAT number

Jelle Maes 1 year ago in Home Portal / Smart Projects with CAT integration updated by Alexandros 1 year ago 1

Is there a way we can search for a client's VAT number in XTRF? Some of our clients have a complex business structure, so that the easiest way to differentiate them from sister/child companies is by their VAT number. Can this be considered in the quick search in the top bar and be made available as a view filter (in client views obviously)?


*.ppt file extension and memoQ integration

Jelle Maes 2 years ago in Home Portal / Smart Projects with CAT integration updated by Sancho Leath 2 years ago 11


As memoQ users, we currently lack the possibility to upload PPT files in our projects with file extension*.ppt (*.pptx files work fine). The PPT file filter does exist in memoQ, so when importing them directly into memoQ, it works. But it doesn’t work through the integration. Quite annoying for projects where the client uploads his material through customer portal and where an automated process is expected to complete the project. I discussed this with Kilgray first, and it appears to be available in the memoQ API though.

thanks for sharing your thoughts

Mikołaj Pastuszko 2 years ago

I got good news from Kilgray. In short, importing ppt files via memoQ API (used by XTRF integration) will be available in the next release of memoQ Server (version 8.3 I suppose). After upgrading memoQ Server it should work out of the box (no XTRF upgrade necessary).

Here you can read the full explanation from Kilgray: 

As you have seen in the API documentation the support for doc, ppt and xls files was restricted, but this has changed in the meantime (doc and xls files would work already on your server). The ppt was an exception because we could not handle them without an installed copy of MS office.
The final technical difficulties were also overcome recently, and server side ppt import was enabled just during the last week.
Then next release will contain the modifications. A server upgrade will be required for them, of course.
We will update the API documentation as well, to reflect these changes.

How to avoid creating XTRF Temporary TMs during memoQ-XTRF integration?

Jaime Zuniga 2 years ago in Home Portal / Smart Projects with CAT integration updated by S_P 1 year ago 5

How do we turn off the option to automatically create temporary TMs in a  memoQ project created through integration? We found that even if when the "Add Default Translation Memory if needed" option is unchecked, the temporary TM will still be created in memoQ.

I have created Selection rules for Workflow Resources, and the TMs are selected correctly in XTRF, but in memoQ, the temporary TM is always created and added as the Working/Master TM.