The Phrase Localization Platform supports 3 global user roles with different rights to create and manage Phrase organizations as well as product subscriptions and access.
Platform user roles are independent of the product-specific roles. Product access is managed separately from the page, where access and roles for each Phrase application can be configured individually. The table below represents an ideal matching of platform and product roles.
TMS is accessible only to users with an active status in TMS. Phrase Portal and Phrase Custom AI require an active TMS user profile to grant access.
Phrase Platform user roles
|
User Role |
Description |
Matching TMS Role |
Matching Strings Role |
|---|---|---|---|
|
Owner |
Creates the organization with unlimited access to all features |
||
|
Administrator |
Same as owner, but cannot create an owner or manage Platform SSO settings. Can buy add-ons and top-ups, but cannot cancel a subscription. |
N/A |
|
|
Member |
Same as administrator, but cannot manage organizations or product trials, subscriptions and access |
The owner is automatically created upon sign up to the Platform. Platform Administrator and Member roles can be created within each product, or through invitation to the Platform organization and SSO auto-provisioning. Invitations can include access to one or more Phrase products.
Owners and administrators can invite both new and existing Phrase users to join the Platform organization and grant access to specific products.
Platform Users Page
By selecting Users from the left sidebar, owners and administrators can:
-
View all users of the current organization, including their Platform role and access to Phrase products.
Note
Existing users are listed in the page only after accepting the invitation to the Platform organization.
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Edit existing users' Platform roles by selecting the desired role under the column.
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Invite new users by selecting Invite users.
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View the identity membership status of all users of the current organization in the column.
-
Manage product-specific access and role for existing users by selecting Manage product access from the
menu.
Important
If required, granular permissions for each product role (such as individual project, client, or resource rights) must be configured directly within the respective product interface.
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Click Permanently delete from the
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SCIM-created user identities cannot be manually deleted from the UI. However, if de-provisioned via the Identity Provider (IdP) and removed from their last organization, the account enters a 30-day retention period before permanent deletion.
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Currently logged-in users cannot remove themselves from the organization.
Note
-
If a user is removed from a specific product, they will no longer have access to that product, but the user profile will still be maintained within the Platform.
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Users who are members of an organization but have no access to any products will have their personal data (e.g. name and email) automatically anonymized after 12 months of inactivity to comply with data retention policies.
-
-
Click Remove user from the
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The Phrase user identity is scheduled for permanent deletion after a 30-day grace period, allowing for restoration if the removal was accidental. During this countdown, administrators may see a status for the user.
-
User seats are used to create profiles for other users so that they can collaborate on localization projects. Profiles are created for product managers, developers, and translators. Each user profile has a default role, however the role can be changed on the project level. Users can also be grouped into teams.
Existing and invited users are presented on the tab of the page. Users can be sorted and clicking on the user displays role, language access, teams, assigned projects and latest user activity. Users can also be deleted from the tab.
Every user in Phrase Strings has a user role that defines access rights. Apart from the all-powerful Owner there are the five different roles. Enterprise customers may have customized roles, if a custom role is required, contact the support team.
Administrator
-
Sees all projects.
-
Can edit translations for all languages and access all features in any project.
-
Can manage users and organization settings.
-
Recommended for users that need full access to the organization and all projects.
Project manager
-
Sees only assigned projects.
-
Can edit translations for all languages and access all features in assigned projects.
Note
Project managers cannot modify term bases in assigned projects.
-
Can manage MT engines for specific language pairs in the organization settings.
-
Can manage users and project settings.
-
Recommended for users that need access and manage certain projects.
-
Can be given global read-only access to all spaces and projects of the organization (can be activated via the user profile).
Developer
-
Sees only assigned projects.
-
Can edit translations for all languages in assigned projects.
-
Can manage language settings in assigned projects.
-
Recommended for users with access limited to individual projects and no administrative tasks.
Designer
-
Sees only assigned projects.
-
Can view and edit translations for all languages in assigned projects.
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Can upload files and screenshots.
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Recommended for users with access limited to individual projects, and who are responsible for design, layout, UX, etc. (such as via Sketch).
Translator
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Sees only assigned projects.
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Can view translations for all languages in assigned projects, but can edit translations only for assigned languages.
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Can upload files for assigned languages (if permission is given by an Administrator).
-
Recommended for users with access limited to specific languages, including community users.
Guest
-
Sees only assigned projects.
-
Can view translations for all languages in assigned projects and leave comments.
-
Can access term bases (can be removed).
-
Recommended to give read-only access for colleagues or stakeholders not directly involved in the localization process.
As the Owner or as a Admin and Project Manager, the default role of a user can be overwritten and be assigned to a project-based role. This gives specified users different powers within a project and allows teams to view unassigned projects without risk of interfering in project processes. A user, as an example, may have the default role of Developer but can be a Guest in another project.
Roles can be overwritten within the project via the tab on the page. beside a user name indicates the default role assignments have been changed.
-
Team, Professional, Business, Enterprise and Software UI/UX plans
Get in touch with Sales for licensing questions.
Teams are for grouping users and batch-assigning access rights. This becomes more useful the more users are working in an organization.
To create a team, follow these steps:
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From the page, select the tab.
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Click Create new team.
The window opens.
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Provide a .
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In the tab, click Add beside a user name to add them to the new team.
The button changes to a button for selected users.
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From the Project access tab, click Add to select which existing projects the new team will have access to.
The button changes to a button for selected projects.
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Click Save team.
The new team is added to the tab.
Five different roles are provided that user profiles can be attributed to and two roles that functions as organizations for the sharing of resources.
User licensing information can be found here.
Individual profile types:
-
Portaler
A TMS user who has access only to Phrase Portal within a given organization. This user type does not have access to other Phrase products. Portaler users are created in Phrase Portal, in TMS, or by granting Portal access from the page in the Platform dashboard.
Organizations:
-
Buyer
-
Vendor
Users can have more than one Phrase profile as long as each profile has a unique username. Translators can also work for several different agencies as Linguists and can have their own Freelancer plan profile as well.
If using multiple profile, care must be taken with using the correct username and password to access a specific job. Only the profile of the user assigned a job can be used to access that job.
Consider investing in the Team Start plan and acting as a Vendor so agencies can share projects or jobs.
The page is accessed through either the left-hand navigation panel or clicking Users under the menu in .
From the page, Administrators and Project managers can:
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Create or delete users.
-
Bulk import new users.
-
Activate/inactivate users
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Edit user details, email, role (e.g. turn a Linguist user into an Administrator), rights, set relevancy and other options.
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For PM users, the latest 30 created jobs are listed and for Linguist users, the last 30 jobs in Emailed, New or Accepted status.
Note
When a PM or Administrator changes another user's email address, an approval email is sent to the user's original email address. If the original email account is no longer accessible for any reason, contact the Support Team.
-
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Email login instructions.
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View login history (last six months).
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Login history displays logins to Editor for Web.
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Last login information shown when accessing a specific user's page includes profile logins from Editor for Desktop. An export of the log will contain only the first 500 entries.
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Usernames
Usernames must always be unique to not only the organization but to a whole data center. Do not use a deleted username when creating a new user.
The maximum length of the First name, Last name and Username fields is 255 characters.
For security reasons, the < > & % { } [ ] ^ # * $ characters cannot be used in usernames.
Usernames should not include spaces, as this may prevent access to other Phrase products. It is recommended to prefix usernames to ensure their uniqueness.
Example:
To create a user, follow these steps:
-
Click New from the page or click the plus
icon beside in the left hand navigation panel.
-
Provide user information, Username, Role, Time Zone, role based options and Relevancy if required.
-
Click Create.
New user is added to the list on the page.
-
User sets a password.
To create multiple users, an .XLSX table containing user data can be imported. A pre-formatted table is available to download to help with the import. Passwords cannot be imported.
Only administrators can bulk import users.
For security reasons, the < > & % { } [ ] ^ # * $ characters cannot be used in usernames.
To bulk import users, follow these steps:
-
From the page, click Import.
The window opens.
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Click sample XLSX file.
The pre-formatted .XLSX file is downloaded to your system.
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Open the .XLSX file in a spreadsheet editor.
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Enter the following user information if available (if anything but the Username is not immediately available, it can be added manually):
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First name
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Last name
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Email
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Username
-
Role
-
Receive newsletter
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Note
-
-
Save the .XLSX file.
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From the window, drag and drop the file into the window or click Choose file and select the file.
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Click Import.
The users specified in the .XLSX file are added to the Users page.
Active users limit exceeded (TMS)
Deactivate some existing users. Once a user account is deactivated, it does not count towards the total. Leaving the checkbox unchecked in a user account renders that account inactive.
Hovering over the button on the page presents balance of available users.
Linguists can also be automatically deactivated if they have no assigned jobs.
To automatically deactivate users, follow these steps: