Phrase Portal serves as a customizable MT interface accessible to users across varying levels of localization proficiency to translate documents or texts in a secure organization environment.
All TMS user roles within an organization have access to portals that are set to open.
Phrase Portal is powered by Phrase Language AI, incorporating a range of fully managed MT engines. By leveraging the MT Auto Detect feature, it automatically recommends the best possible engine for any given translation.
The quality of MT translations is automatically evaluated by Phrase QPS for file translations. If enabled, QPS scoring will be displayed in the translation interface of the portal.
Every user with TMS Administrator rights can be a Portal administrator. The Portal administrator is enabled to create and configure portals tailored to specific departments or projects, by leveraging available resources:
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MT glossaries attached to relevant MT profiles
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MT engine models trained with Phrase Custom AI and configured in Phrase NextMT can be attached to different portals
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Optionally select TMs for pre-translation. 100 and 101% matches will be applied to the translation and not be translated using MT. Portal pre-translation is not affected by TMS pre-translation settings.
A default portal with predefined settings is already available in the dashboard when accessing Language AI Portal.
Create a Portal
It is possible to create a maximum of 9 portals per organization.
To create a new portal, follow these steps:
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Select Create new portal.
The page is displayed.
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In the section, provide a name and optional description for the new portal.
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In the section, select the portal's MT resources:
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Language AI fully-managed engines are available in the portal with MT autoselect feature.
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Choose one of the available MT profiles from the dropdown list to leverage relevant MT engines and glossaries.
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(optional)
Select up to five TMs to pre-translate source content using relevant TM matches before applying machine translation.
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TM matches will not be overridden by MT.
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Only 100% and higher TM matches are used for pre-translation.
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The organization's default pre-translation settings are not applied.
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In the section, enable the option QPS for file translations to display QPS scoring of document translations.
The option can be toggled on or off as required.
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Optionally, click Add limit in the section to set a usage limit for machine translation units (MTUs) in the portal:
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Select the desired option from the dropdown menu:
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: A recurring limit that resets at the beginning of each month.
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: A total limit that the portal can consume over time.
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Use the slider or input field to define the maximum MTUs allowed for the portal.
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The slider displays the total available MTUs for the organization.
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If editing an existing limit, the MTUs consumed so far are also displayed to ensure the new limit exceeds the current usage.
Important
If a monthly limit is set lower than the MTUs already consumed in the current month, all portal activity will be blocked until the limit resets at the start of the next month.
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Click Save to apply the limit.
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When MTU usage reaches 90% and 100% of the limit, portal admins and users will see a warning in the page and on the specific portal's page.
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When the portal reaches 100% of its MTU limit, all translation activity will be frozen. To resume translation, edit or delete the limit in the section.
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In the section, select one of the options to configure access permissions to the portal:
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The portal is accessible to TMS Administrators and shared only with specific Portal users.
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The portal is accessible to TMS Administrators and all Portal users of the organization.
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The portal is accessible only to TMS Administrator users of the organization.
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Click Save.
The new portal is added to the dashboard.
Portal administrators can edit existing portal settings by clicking on the icon of each portal. Administrator users can also delete a portal by selecting Delete portal from the 3-dots menu at the top of the portal page.
Share a Portal
To share a portal only with specific Portal users, follow these steps:
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In the Portals dashboard, click on the icon of a portal with access permission.
The sharing window is displayed.
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Select one or multiple Portal users by using the search box at the top of the window.
Optionally, use the section to display a list of users that already have access to the portal.
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Click Add.
The portal is shared with the specified users and is displayed in their dashboard.
TMS Administrators can directly access the translation interface of existing portals. If shared by the Portal administrator, Portal users can also access existing portals.
New users without a Phrase account must be added to Phrase Portal by the administrator. Invited users will receive an email to set their password and access the portal by logging in to the Phrase Platform.
To machine translate documents or text in Phrase Portal, follow these steps:
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In the Portals dashboard, click on the desired portal.
The portal's translation interface is displayed.
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Provide the source content for translation.
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Enter the text to translate (type or copy/paste).
Character limit for text translations is 5,000 characters.
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Upload a document from local folders in a supported file format.
File size limit for file upload is 10 MB.
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If not using the function for text translations, select the source and target languages using the Select language dropdown menus.
Translation of typed text is automatically displayed.
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For file translations:
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Click Translate into target language once the upload is complete. If enabled, QPS scoring is displayed.
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PDF files are converted into Microsoft Word (.docx) format for translation.
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Click Download to download the translation.
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PDF translated files are downloaded as a .docx file, resembling the original PDF's layout and formatting where possible:
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Editable PDFs: The output generally mirrors the original layout and structure, including headings, lists, paragraphs, and tables. However, text embedded in images or visual elements cannot be extracted.
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Scanned PDFs: The output may not match the original PDF layout due to OCR limitations. Scanned PDFs with low image quality or intricate formatting may produce less accurate text extraction, with content organized simply in paragraph form.
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Click on Recent translations to display and download translations performed in the last 24 hours.
Click through tutorial on portal usage.
Portal administrators can click Users in the left-hand navigation menu to see and manage all Portal users, their role and which portals they have access to.
Use the dropdown under the column of the page to change a Portal user's role:
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role only sees the portals they have access to.
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role can see all portals and users.
If required, select Add users to upload an .XLSX file with a list of new Portal users in the window. A sample .XLSX file can be downloaded as a template (entries are imported from the fourth row).
File translation in Phrase Portal is available for the following file formats:
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.csv
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.docx, .xlsx, .pptx
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.html, .htm
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.idml
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.json
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.md
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.pdf
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Editable PDFs
Created from digital files types such as .DOCX or .PPTX. These generally have better text extraction and formatting accuracy.
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Scanned PDFs
Created from scanned physical documents and processed via Optical Character Recognition (OCR) for text extraction. Due to OCR limitations, layout and formatting may differ from the original.
Tip
For optimal results and if available, use the original file format (e.g., .DOCX, .PPTX) instead of the PDF version.
PDF Limitations
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Password-protected PDFs cannot be uploaded for translation.
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Translated text may be longer than the original resulting in additional pages, layout shifts, or segment misalignment. PDFs with hard line breaks may also create unfavorable text segmentation.
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Tables and charts may lose alignment, borders, and structure, especially in complex layouts.
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In scanned PDFs, content may occasionally be missed or incorrectly formatted. Checkboxes and form elements may also not convert accurately.
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Fonts, bold text, and headers may not be consistent in output.
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Two-column layouts in PDFs, especially scanned ones, may result in paragraph misalignment.
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The OCR process is applied only to fully rasterized pages, where the entire page is an image. If a PDF page already contains text, the text within images on that page may not be extracted.
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.sdlxliff
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.srt
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.txt
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.vtt
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.xlf, .xliff
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.xml
Portal administrators can monitor MTUs consumption and translated character usage of all existing portals and Language AI via API. Click MT Usage from the left-side navigation menu to see usage statistics in the dashboard.
The dashboard shows an overview of MTU consumption and the total number of characters translated over the last 12 calendar months.
The dashboard is refreshed twice daily:
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12:00am and 12:00pm UTC for the EU instance
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07:00am and 19:00pm UTC for the US instance
This displays the time of the last data refresh completion. The displayed timestamp may not include data generated up to 3 hours prior due to transactions may not be captured in time when the data refresh process is triggered.
Data is also displayed by portal through the following charts:
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Offers a breakdown of MTU usage by each portal over time to highlight consumption trends across different portals.
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Compares the total number of MTUs and translated characters per portal.
Use the filters at the top of the page to refine and update the data on the dashboard by:
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Date
Specify the date of consumption by selecting a time range within the last 12 calendar months.
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Phrase product
Switch between and to see consumption data for the specific product. This filter is single-selection only, allowing users to focus on one entity at a time.
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Portal name
This filter is available only when displaying data from Phrase Portal. Users can select one or multiple portals for comparison.