XTM integration for Smart Projects

Manage projects initiated in XTM seamlessly, by processing them in the XTRF Smart Project environment. Learn about the features and how to enable the XTM integration on your XTRF Platform.

In addition to existing XTM integration for Classic Projects, XTRF has built another bridge to bring both localization tools closer. This time, translations started in XTM Workbench can be automatically reflected in XTRF as Smart Projects, and processed until completion. Thanks to several automations and predefinitions, XTRF with XTM provide seamless project set-up, scheduling, cost and revenue calculation, vendor management and output delivery.

How to enable the XTM integration for Smart Projects

If you’d like to try out the XTM Smart Project Integration, contact XTRF Helpdesk. Our administrators will reach out to you with further instructions.

For the time being, the Connector app has no graphical interface. All settings are hardcoded in the YAML file, so the installation and configuration is performed by XTRF staff.

Please have the following information prepared:

  • URL of your XTM instance with the name of your organization
  • User ID (preferably with all permissions) and the password to your XTM instance
  • URL link to your XTRF Platform
  • Access token to your XTRF Platform (for the User ID with all permissions)
  • The list of XTM Clients you’d like to enable the integration for
  • If the default step names are changed in your XTM, XTRF also needs these names for proper step mapping

How does the XTM integration for Smart Projects work?

Architecture

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

Features

The XTM Integration for Smart Projects is still in the early access stage. We encourage you to test it and give us feedback, so we can prioritize any critical demand and potentially adjust the strategic approach to further development.

In its current state, the integration supports the following features.

Creating Smart Projects integrated with XTM

The integration periodically queries XTM for new projects, and automatically creates integrated Smart Projects in XTRF.

Multiple language combinations within one XTM project are reflected identically in XTRF. Languages are mapped by ISO 639-1 code. If the integration cannot find a mapped language, it will still create a project in XTRF, but leave the language in question unspecified. You can adjust the language yourself. Keep in mind that after you select the language, it cannot be changed anymore.

Once the XTM project is mapped, all you need to do is select the dates and Vendors for Jobs in XTRF, and the integrated Smart Project is ready to be processed until completion.

Note

Upon creation, the XTM project needs to include at least one document ‘For Translation’, otherwise XTRF will not be able to recognize and map it. For the same reason, switching documents in XTM mid-project will not be recognized by the integration, and these documents will need to be uploaded to XTRF manually. The integration is still in the early access stage, and these issues will be addressed.

Mapping project details

The integration maps essential project details from XTM to XTRF:

  • Project name
  • Client name
  • Client deadline
  • Service
  • Language pairs

Vendors are not mapped by the integration, so choosing them in XTM will not be reflected in the Smart Project. Vendor Management is to be handled entirely on the XTRF side.

Reflecting XTM workflow in XTRF

The integration reflects the XTM workflow on the ‘Process’ card in the XTRF Smart Project.

XTM step name

Corresponding XTRF step name

Default Job Type

Translate

Translate (XTM)

translation

Correct

Correct (XTM)

editing

Review

Review (XTM)

proofreading

LQA

LQA (XTM)

quality assurance

Note

Multiple XTM steps may be mapped to one step in XTRF, but it applies only to the list above. Additional XTM steps like "Management task", "Non CAT tool Process" and "Automatic" (e.g. Approve TM) are not supported yet.

Linking XTM documents

For the documents uploaded upon creation of an XTM project, the integration creates placeholder links in XTRF, and:

  • Categorizes them as ‘XTM Document (Link)’
  • Adds them to the ‘Process’ card (one link per XTM Task: meaning one per source document, and one per workflow step)
  • Shares them with respective Jobs and, consequently, with Vendors through the XTRF Vendor Portal

Documents uploaded to XTM, after the project has already been created, will not be linked by the integration!

Note

As a security measure, XTM links to documents have a short expiry period, and then new links are generated. However, placeholder links on the XTRF side maintain attachment to documents, and don’t expire with their XTM counterparts. Whenever an XTRF user clicks on the placeholder link, the actual, valid link is being retrieved everytime.

XTRF links to XTM documents remain safe though, by being accessible only to signed in Home Portal users, and signed in Vendor Contact Persons with access to the Job.

Fetching metrics

The integration automatically downloads XTM metrics for all ‘For translation’ files available at the project creation stage, and saves them as a CAT Analysis file in the Smart Project (in .XLSX format). The file can be used to calculate CAT Payables and Receivables in XTRF.

Note

For the time being, XTRF does not parse multilingual CAT Analysis files in the .XLSX format. Proper handling of XTM metrics for multilingual projects will be addressed in future versions of the integration.

Synchronizing statuses

Once the project has been started in XTM, the integration aligns statuses of XTM Workflow Steps with linked XTRF Jobs.

Synchronization works both ways. However, in case of XTM-to-XTRF, a global callback setting for a particular Client needs to be configured by XTM Helpdesk (read the XTM documentation for more details). The integration will work without it, but actions on the XTM side will not be reflected in Job statuses in XTRF.

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

Direction

Cause and effect

XTRF-to-XTM

Integration can start the workflow in XTM

XTRF job status ‘Ready’ ⇒ XTM job moved to the next workflow step

XTRF job reopened ⇒ No effect in XTM (going back to the previous workflow step is only possible from XTM side)

XTM-to-XTRF
(with proper callback configuration in place)

Integration can start the process in XTRF

XTM job started ⇒ XTRF job status ‘Started’

XTM job finished ⇒ XTRF job status ‘Ready’

Document returned to the previous XTM job ⇒ previous XTRF job reopened

Note

Status synchronization is not supported for the documents split in XTM.

Note 2

If a Vendor is obliged to declare the time spent on a given Job, the integration will not close that Job until the worklog has been declared.

Impact on XTRF visual interface

In an XTM-integrated Smart Project, any irrelevant elements of the user interface are deliberately removed for more clarity. This includes, in particular, options specific for other CAT integrations.

Integrations XTM

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